TE_CYS-28_Topic_Doc-Fee_Policy_Implementation_SY_14-15_(CYMS_103_Users_Army)2.pdf

Topic Doc-Fee Policy Implementation SY14-15 (CYMS 10.3 Users) (Page 1 of 47)

Topic Doc – Fee Policy Implementation SY14-15 – Army (CYMS 10.3 Users– Updated 23 October 2014)

This document contains the following sections:

- Section I Page 1 Background (CYMS-related Fee Policy items)

- Section II Page 4 Quick Steps (short summary of the fee implementation process in CYMS)

- Section III Page 7 Detailed Steps (step-by-step implementation guidance with screen shots)

- Section IV Page 46 Going Forward (reminder on processing changes for SY14-15)

- Section V Page 47 Checklist (to help you keep track of completed steps)

Section I. Background

The Army CYSS Fee Policy must be implemented on 1 November 2014. Multiple tasks must be performed to get your database ready for the 1 November CYMS billing.

Timing and sequence is CRITICAL. Please follow this document (and the checklist at the end) to ensure all steps are done correctly.

o Items that can be done in advance are clearly identified in this document. You can enter your new rates in DEMO and create an export file ahead of time in order to make things easier for the 1 Nov implementation. This document is written with this assumption, so pay close attention to which database (DEMO or LIVE) the instructions are telling you to make your changes in and when (prior to 31 Oct or after COB on 31 Oct) the steps should be carried out.

o Unfortunately, some of the work (changing the setup tables and fees in your LIVE database) must be done after Close of Business (COB) on 31 Oct 2014 and before the first transaction on 1 Nov 2014. This includes installment billing. Do not run the 11/1 billing until all steps are complete.

CAUTION: The CYS Rates should NOT be changed in the LIVE database until the evening prior to the day you want them implemented.

Key Fee Policy changes that must be accommodated in CYMS this year:

o DOD has changed the Income Ranges on all categories - Cat 1 thru Cat 9.

o DOD has increased the basic Child Care Fees (Full Day, Part Day, B/A School, Camp, etc.).

o DOD has determined CAT 9 Contractors (N-CONTR) are no longer eligible for fee assistance and will begin paying a special rate which we will code as Income Category 9A.

The process to create the new Category 9A and to realign your N-CONTR/CAT 9 households to the new CAT 9A fees is detailed in Section III below.

We will no longer use $999,999.00 or $999,999.99 to show families who do not wish to disclose their income. These income amounts will be retired – no longer used!

Income for all contractor-sponsored (N-Contr) families whose TFI is calculated as CAT9 OR Contractors who do not want to disclose their income, will be entered as $888,888.88. This exact income amount makes CYMS charge them the new Cat 9A Rate.

Topic Doc-Fee Policy Implementation SY14-15 (CYMS 10.3 Users) (Page 2 of 47)

All other sponsors (those who are NOT Cat 9 N-Contr) whose income was previously undisclosed and who had $999,999.00 or $999,999.99 as their TFI will be changed to $777,777.77. This exact income amount makes CYMS charge them the regular Cat 9 fees.

o IMCOM is addressing Hourly No Show Fees this year. You have two choices. 1) If you are charging a No Show Fee, you will charge $8.00 for a missed reservation (equivalent of 2 hours of care at the hourly rate); or 2) If you are not charging a No Show Fee, you must ensure local administrative policies are in effect to handle recurring problems.

CYMS-related key Fee Policy items continuing this year (but might warrant a reminder):

o The choice between a 2-week vacation and a 4-week vacation payment plan for CDC patrons in regularly scheduled FD / PDPS / PT programs remains. Note: FCC patrons in these programs only receive the 2-week option; they are not eligible for the 4-week option.

Patrons selecting 4-week leave plan are charged a higher fee because their annual fees are spread out over a shorter period of time. This must, unfortunately, be manually done until you reach CYMS Version 10.3. If you are on 10.3, contact VSI or the CYMS Help Desk for assistance in setting up 4-week patrons.

At the time of enrollment for new patrons (or re-registration for existing patrons who want to change to or from a 4-Week plan), someone must go into Installment Billing Update and manually adjust the fees for all future bills to the higher amount.

This option also involves extra manual adjustment steps when additional children are added/removed from care, when family income status changes, when annual fee increases occur or when a final pro-rate for a PCSing family is done.

o Vacation credit rules for Kindergarten and SAS remain as they were last year.

Regardless of where the program is being offered (in a CDC or SAS facility), Kindergarten and SAS patrons are no longer be eligible for vacation credits during the school year.

o Rates remain standardized across the Army. Garrisons cannot select their own rates. Use the Standard Fee or High Cost Area chart provided with your Fee Policy materials. High Cost Areas have been identified in advance. If you have questions on High Cost locations, contact your Region POC.

o Basic AFC rules remain the same; however, in CYMS the discount amount for all of your AFC patrons with a locked in Cat 1 billing rate (i.e., WT, AW2, SOS) will have to be individually manually adjusted when the new fees are implemented. Depending on volume, this can be a time consuming task!

o Late Payment policies are the same as last year: Patrons with unpaid bills will be charged a one-time lump sum on morning of the 6 th work day of their billing cycle.

Payment for regularly scheduled Full Day, Part Day/Part Time and Before/After School Care is due by the 5th business day of the payment cycle. The day of billing (1 st or th if a business day) is counted as one of the 5 payment days.

For services billed twice a month (1st and 15th), a one-time $10.00 per child late payment fee will be assessed on the 6th business day of each missed payment cycle.

For any regularly scheduled activities billed on a monthly basis, a one-time late payment fee of $20.00 per child will be assessed on the 6th business day after the 1st of the month billing. We do not recommend monthly billing – this feature is reserved for

Topic Doc-Fee Policy Implementation SY14-15 (CYMS 10.3 Users) (Page 3 of 47) the 4-Week Option in CYMS 10.3. It is also contra to the military pay schedule for our young families.

Full payment (to include late payment fees) must be received by the last working day of the month or services will be terminated until full payment is received. Families risk losing their child care space on the last working day of the month, when full fee payment is not received.

Patrons with bills older than 30 days who are not enrolled in a formal financial management program, will be denied service. They must be sent a Notice of Termination that will be generated through CYMS Labels and Letters. Separate SOP guidance and a file containing the Army standard letter template were provided with previous SY13-14 Fee Policy Operational guidance.

Late payment fees are not charged for SKIESUnlimited Instructional Classes or Youth Sports since these fees are paid in advance. Patrons who have not paid in full should not be allowed to participate.

o Late Pickup Fees remain the same as last year. The $1.00/minute FAMILY FEE for the 1 st minutes per site remains. Anything beyond 15 minutes = an additional $5.00 PER CHILD for the rest of the first hour (total charge for 16-60 minutes for 1 child = $20). After the $15 for 15 minutes fee for the family, the customer will then manually be charged $5.00 additional per child for any additional hours using Update Charges.

1 HOUR (1 Child): 16-60 minutes = ($15 + $5) = $20

1 HOUR (2 Children): 16-60 minutes = ($15 + $10) = $25

1 HOUR (3 Children): 16-60 minutes = ($15 + $15) = $30 o Before + After School fees are calculated the same as last year. The Before Only fee + the

After Only fee will equal the Before + After fee. This year, the PDPS-2 + the PDPS-3 rates will equal the PDPS-5 rate (with one exception – High Cost, 4-Wk Leave, Cat4 is still $2 off)

Note:

*** Coordinate policy related questions with your Region staff or use the CYS Connections Forum (CYSS

Fee Policy Thread) to post questions or browse answers.

*** Direct CYMS-related implementation questions to the CYS Connections Forum (CYSS Fee Policy

Thread) or to the CYMS Help Line (615-553-4200).

Topic Doc-Fee Policy Implementation SY14-15 (CYMS 10.3 Users) (Page 4 of 47)

Section II. Quick Steps (Short Summary of the Process)

This Quick Step section gives a short summary of what needs to be done. Your detailed instructions with screen shots are in the Detailed Guidance section below. There is also a handy Checklist located at the end of this document to help keep you on track.

PRIOR TO 31 October -- LIVE Database or CYMS Tools

1 MCR – Vac Cred – AFC Tool (a revised version of this Excel tool is available this year – it can definitely save you time !!). It has the Army Standard and High Cost Rate Tables built in. You enter your CYMS Program Types and it produces an export file (for either CYMS 10.1 or CYMS 10.3 users) with all of your 1 st /2 nd child rates for all of the income categories. It can also produce a hard copy of the

Vacation Credit (value of both 2 and 4 week options) and the AFC 20% Rate charts for your front desk and Parent Central Services staff. It also contains a tool to help you calculate the percent of time and the fees a part time camp user (i.e., a child who attends Summer School for part of the camp day) should be charged has also been added.

Big ‘THANK YOU’ to Scott McNay (Ft. Hood) and Norm Young (Ft. Drum). In 2012, they collaborated on this tool that keeps you from having to manually enter all of the new fees. If you use it, PLEASE carefully go through all of your imported rates and ensure they came across correctly !! All feedback on this new tool will be appreciated. I think you will love it!

2 Auto Pay Report (to identify patrons currently receiving AFC Cat 1 rates). LIVE Database. Billing amounts for AFC patrons (i.e., Army Wounded Warriors, Warriors in Transition, Survivors of Fallen Soldiers) receiving Cat 1 Amount (not percent) discounts must be changed to the new Cat 1 fee.

We left their real income in the Family Income field and used Auto Pay (Pay Code 71 – AFC Cat 1

Fees) to reduce the regular bill to the Cat 1 20% fee each billing cycle so we had a clear audit trail of the amount of reduction.

You may also have other ‘set rate’ Auto Pay customers needing review and possible adjustment (hardship, etc.). THIS IS IMPORTANT !!! Don’t forget to update these unique patrons.

3 Installment Billing Update (the process for entering the new Auto Pay amounts). LIVE Database.

Auto Pay records that need a new Amount to make them Cat 1 must be individually AND manually changed for all bills after the fee implementation date. These changes can be made any time if you apply them only to bills that occur on or after 1 Nov. Caution: if you do this too early, you might have newly enrolled patrons that will be missed. It is wise to do a double check and run a new Auto Pay report on 31 October to make sure all have the correct amount recorded.

4 New this year (2014) -- In your LIVE Database, update your Military Status descriptions. To promote

Army standards, you will need to delete all of your codes and import a file to update description fields.

(Note: we are not changing the actual Code fields this year, just the Descriptions).

5 New this year (2014) -- In your LIVE Database, install the new CYMS Income Change Utility (cy0658.r) file. This custom program will allow you (on 31 Oct) to convert to the new income designations for your CAT9 N-CONTR (new Cat 9A) and for other patrons with undisclosed income (formerly $999,999.99).

6 Income Rate Change Report. LIVE Database. Can be set up and run in advance in your Live Database if you want to see patrons who will be affected by the new income ranges/categories and assess the local impact prior to the new fees/ranges going into effect. You may already have this report in hand. The Topic Doc-New Fee Policy Parent Letter distributed in Aug 2010 gave instruction for using this data (along with either manual fill or CYMS generated letters) to notify parents of any income category changes.

Topic Doc-Fee Policy Implementation SY14-15 (CYMS 10.3 Users) (Page 5 of 47)

7 Verify - Pay Code Setup. LIVE Database. Ensure Pay Codes for hardship, parent participation and military/civilian collections are correct. Check Descriptions and Normal Offset. PROBABLY ALREADY IN

DATABASE -- CHECK TO BE SURE THEY ARE SET UP CORRECTLY.

8 Verify - Multi-Child Sports Reduction (to make sure CYMS is giving the correct MCR discount). LIVE Database. The multi child sports reduction should be 15%. PROBABLY ALREADY IN DATABASE—MAKE IT

HASN’T BEEN CHANGED.

9 Verify - 4-Week Rate List Activity (to keep track of patrons who have selected the 4-Week plan).

LIVE Database. Detailed instructions for creating (or verifying) a 4-Week Rate List activity are found in the Topic Doc – 4 Week Vacation Rate (distributed 25 Oct 2011). Only CDC/FCC patrons are eligible for Vacation Credits. Kindergarten and School Age are no longer eligible. PROBABLY ALREADY IN DATABASE –

MAKE SURE THEY ARE BEING USED CORRECTLY.

10 Verify - Community Based Referral Activity (to keep track of monthly referrals to your Third Party

Administrator). LIVE Database. Detailed instructions for creating a new Community Based Referral activity are found in the Topic Doc – Community Based Programs (distributed 9 Nov 11). PROBABLY

ALREADY IN DATABASE -- MAKE SURE THEY ARE BEING USED CORRECTLY.

11 Verify - Pass Type Maintenance - Child. LIVE Database. Double check CDC hourly rates and Late

Pickup Fee for compliance with Army Standards.

12 Verify - Pass Type Maintenance - SAC. LIVE Database. Double check SAC hourly (drop-in) rates and

Late Pickup Fees for compliance with the Army standards.

13 Verify - Late Payment Fee Parameters. LIVE Database. Double check the $10.00 Late Payment Fee setup for compliance with the Army standards.

14 Sports and SKIES Fee Updates. LIVE Database. If changes need to be made in fees for upcoming Sports or SKIES activities you will go into Activity Maintenance and visit the Fee screen for each section.

Sports fees for the current season will remain the same – Army standard rates will be applied to any upcoming seasons. Check the fee policy guidance for rules on SKIES classes – these fees will probably not be changed until instructor contract renewal comes due.

PRIOR to 31 October -- DEMO Database

(These steps will help you create your fee export file and proof your rates, saving time and streamlining the implementation phase ON 31 October)

If your 10.3 system has access to DEMO, prior to 31 October, contact your GISO and have them update your DEMO with a recent copy of your LIVE Database. This gives you the ability to update DEMO with the new DOD Income Categories and CYSS rates, run billing reports, do spot checks and other tests and practice the procedures . . . and then create an export file that can be imported to your LIVE database after close of business on 31 October.

If you do not have access to DEMO, you will skip this section. All changes must be done in your LIVE database after COB on 31 October. See more detailed notes on this topic in Part III, Detailed Steps below.

1 If possible, copy LIVE to DEMO.

Hint: This is a good time to test the quality of your backups. You can do the Live Backup and restore it into your DEMO database. Your GISO must also save the encryption key that goes with each backup.

The backup cannot be restored without it. They should contact G6 for more information on this process.

2 DOD Income Categories. In DEMO, prior to 31 Oct, import and proof the new income ranges/categories.

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3 Practice -- Run the NEW conversion program - CYMS Income Change Utility (cy0658.r) in DEMO, prior to 31 Oct, to practice reassigning new standard TFI and DOD Category to Cat 9 Contractor HHs and to HHs in other military statuses with undisclosed TFI.

4 HH Income Recalculation. In DEMO, prior to 31 Oct, do a HH Income Recalc to update HH income categories based on the new ranges.

5 Update DEMO with new rates. In DEMO, prior to 31 Oct, use the export file from the MCR-VacCred-

AFC Calculator Tool to move your new rates into DEMO. This lets you proof them ahead of time and create a validated export file that can be imported into your LIVE database after close of business on 31 October.

On exit from Rates Maintenance, select Yes to Would You Like to Run the Recalc Now?

6 Identify your CAT9 N-CONTR status HHs. In DEMO, prior to 31 Oct, run a CYMS Program Roster or HH Audit Report to review whose category has changed as a result of new DOD rules.

7 Spot Check Your Work. In DEMO, prior to 31 Oct. After new rates are in DEMO, proof your rate table and run some reports (i.e., Global Installment Billing report) to ensure patrons will get billed the correct amounts. If you find problems call VSI for assistance.

8 Create an Export File. In DEMO, prior to 31 Oct. After rates are entered and proofed, create an export file that will be imported into your LIVE database after close of business on 31 October.

AFTER CLOSE OF BUSINESS (COB) ON 31 October -- LIVE Database.

1 Database Backup. LIVE Database. Immediately before you start, have your GISO perform a complete

Live Backup of your database. Clearly identify it as: CYMS DB Before Rate Changes (10-31-2014).

CRITICAL – CYMS 10.3 USERS: Make sure GISO is saving the matching encryption key file (rectrac.ks file) for each backup as well. If questions, have them contact the MWR Help Desk for guidance. Backup is no good without the key that goes with it.

2 DOD Income Category Maintenance. LIVE Database. After close of business on 31 Oct, establish the new income ranges/categories. You will delete your current categories and import a VSI provided file containing the new data.

3 CYMS Income Change Utility. LIVE Database. On 31 Oct, run (cy0658.r) to reassign new TFI

Categories to Cat9 Contractor HHs (new Cat 9A $888,888.88) and to HHs with undisclosed TFI in other military statuses (new $777,777.77). Sequence of steps is critical – carefully follow the detailed instructions.

4 HH Income Recalculation. LIVE Database. On 31 Oct, run the process to recalculate HH Income Categories based on the new income category ranges.

5 CYMS Rates Maintenance and Installment Bill Recalc. LIVE Database. On 31 Oct, update all existing full day, part day, before/after, camp, etc., rates using the export file you created in DEMO. If you do not have DEMO, you can use the export file from the MCR-VacCred-AFC tool.

On exit from Rates Maintenance, select Yes to Would You Like to Run the Recalc Now?

Note: If you did not pre-format fees and create an export file from DEMO (or from the MCR-Vacation Credit-AFC tool) as outlined in the sections above, you will have to manually enter all new fees into LIVE after COB on 31 October.

6 Spot Check. In your LIVE database, run Program Roster to identify and cross-check category/fees for currently enrolled CAT9 N-CONTR HHs ($888,888.88; Cat 9A) and patrons in other military statuses with undisclosed income (Cat 9, $777,777.77). Make sure no more $999,999.00-$999,999.99 are displayed in your database.

Topic Doc-Fee Policy Implementation SY14-15 (CYMS 10.3 Users) (Page 7 of 47)

Section III. Detailed Steps

PRIOR TO 31 October -- LIVE Database or CYMS Tools

STEP 1 – Complete the MCR-VacCred - AFC Tool Excel Tool

The Army Standard Cost and High Cost fees automatically fill in from behind the scenes. When you enter your Program/Rate Types linked to your CYS Fee Maintenance, this tool will produce a file that will automatically put all of the new rates into your database. Accuracy is critical here!

1 To prepare for using the tool, you first need a CYS Rates Report for just one income category:

Go to Reports CYS CYS Admin Rpts CYS Rates Report.

For CAT Range select: CAT1 thru CAT1 o Select the Sort Option of Inc Cat and run the report as an Excel report.

On the Excel printout, highlight Column B (Rate Type) , then (in your Excel Menu Bar) go to Data --> Remove Duplicates. When prompted about expanding the selection, pick "Continue with the Current Selection", then click Remove Duplicates, and OK. (This removes a ‘duplicate’ error message)

Then, copy the selection and paste it into the Enter CYMS Program Type column at right.

2 Next, go to the MCR–VacCred–AFC Chart tool.

o Click the Start Here tab -- the on-screen instructions should walk you through the process of copying

Column B and pasting it into the Enter CYMS Program Type column on the tool. NOTE! Some rates have been pre-filled with the original CYMS standard Program Types; either delete them all first or just modify them as needed to match your descriptions.

Sample screen shots of some of the instructions are below. Just follow the steps and arrows in the tool and it will lead you to the export file.

Key things to remember are making sure you have the correct settings on the tool:

o A good match between your RATE TYPES and the ones in the template o STANDARD COST (SC) or HIGH COST (HC) o 2-WEEK LEAVE or 4-WEEK LEAVE

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Topic Doc-Fee Policy Implementation SY14-15 (CYMS 10.3 Users) (Page 9 of 47)

TO IMPORT THE FILE INTO YOUR CYMS DATABASE:

CAUTION: Do not import the file into your LIVE DATABASE until 31 Oct.

You can import it into DEMO any time to validate rates and test some billing transactions.

Go to: Files-->CYS-->CYS Financial-->CYS Rates.

Delete all rate entries from the table. The import will not overwrite existing files.

Click the Imp/Exp button. Toggle on Import.

Browse to find your file.

Then click Import (or Export if the button fails to change names).

3 The tool also automatically gives you some additional charts for future use in calculating regular

Vacation Credits and AFC Rates/Vacation Credits. Please share these charts with your CYMS techs who may be responsible for recording vacation credits and with your Parent Central Services staff.

Regular Vacation Rates AFC 20% Rate and Vacation Credits

(amount to deduct for Vacation Credit Auto Pay) (amount to deduct for Auto Pay using Pay Code 70)

STEP 2 – Auto Pay Report to Identify Cat 1 Discount Patrons Live Database

This process identifies families receiving the AFC Cat 1 fees benefit. These include families with a status of Army Wounded Warrior, Warrior in Transition, or Survivors of Fallen Soldiers.

Original processing guidance for these families was:

Leave their ‘real’ income amount in the Family Income Field in HH Maintenance, let them get billed at their regular amount, but let Auto Pay pull out the difference between what they would have been charged and the locked in Cat 1 fee.

This provides an audit trail of the transactions through Pay Code 71 – AFC Cat 1 Fees. Changing the income amount to a ‘fake’ Cat 1 amount is not recommended.

If your Cat 1 fees are changing, you will need to adjust their Auto Pay Amount discount.

Topic Doc-Fee Policy Implementation SY14-15 (CYMS 10.3 Users) (Page 10 of 47)

1 To identify your AFC Cat 1 patrons:

Go to Reports CYS CYS Admin Reports CYS Auto Pay Report

Note: The report and adjustments can be done in advance. You just need to make sure when making adjustments that you only change Bill Records from 11/1/2014 (the effective date of your new fees) forward.

Click the Default Settings button

Enter a date range of 11/1/2014- 6/1/2015. This is a safe date range that will help us catch anyone receiving a Cat 1 discount at any point in the next 6 months.

Confirm the option to print “All bills with auto pay in date range” is marked

Move all pay codes except pay code 71, AFC CAT 1 Fees, to the “skip” column

Click Print

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2 To correct the individual patron billing records:

For each person on the report, you must update their existing bill with the correct auto pay amount for the new Cat 1 fees. The MCR-VacCred-AFC tool gives you the correct amount to enter.

See Step 3 (Installment Billing Update) below.

3 IMPORTANT NOTE – OTHER TYPES OF AUTO PAY (AGENCY OR HARDSHIP):

If you have any other types of auto pay amount discounts (not percentages) where you have changed the amount they will get billed, repeat steps 1-3, replacing pay code 71 with the pay code that represents the agency or hardship payment code.

Please check these out with CYSS management before making any changes (since special circumstances or agreements may be involved).

STEP 3 – Installment Billing Update Live Database

If you are updating the CAT 1 Auto Pay amount prior to the new rates going into effect on 1 November, the current bill amount you see is the old bill amount. For each household you will need to determine what their new fees will be, then calculate how much the auto pay amount needs to be to bring them down to the new CAT 1 fees. The process for doing this is outlined below.

SPECIAL NOTE. If you have any patrons who have selected the 4-Week Leave Rate, make sure you pull their basic Cat 1 fee from the 4-week charts so they end up with the proper Cat 1 rate after the discount is processed.

PREP WORK -- To properly update the Auto Pay amounts, you will need to do two advance actions:

1 Verify the date range each person’s Auto Pay should be set up. To do so, you can either:

Check the Fallen Warrior, Wounded Warrior or Warrior in Transition dates on the family member question group in household and member update; or

Check the current installment billing schedule that is set up in HH Installment Billing Update.

Write the start date and ending date (when the benefits are scheduled stop) next to the names on your report from Step 2 above. The ending date is the critical one.

2 Determine what the new fees will be:

Category and 1 or 2 nd

Child: Look at the current monthly fee on your old rate table. Make a note of the Income Category and whether this is a 1 st or 2 nd child.

New Monthly or Semi-Monthly Fee for this patron: Refer to the Army Standard rate charts or the MCR-Vac Cred-AFC charts. Find out what the new rate for this Income Category 1 st or 2 child is.

New Cat 1 Rate: Have on hand the new Cat 1 1 and 2 child rates for all programs.

3 The Process:

Look at the current old fee – what is the Income Category and is this a 1 child or 2 nd child rate?

Look up New Monthly/Semi-Monthly Fee (be sure to check for 1 or 2 child rate as appropriate)

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Subtract New Cat 1 Fee from the New Monthly Fee

What remains is your Auto Pay Amount.

(NOTE: The MCR-VacCred-AFC tool has a column showing what the Auto Pay amount to go to Pay Code 71 for the 20% AFC is – so you don’t have to do the math on those!). You will have to do the math on any non-AFC Auto Pays.

EXAMPLE:

Under my old fee structure this child was paying a 1 child rate in Cat 3

New Monthly Fee (1 st child) for Cat 3 = $350

New Monthly Cat 1 Rate (1 st child) = $210

Do the math: $350 – $210 = $140 (the amount of the new MONTHLY auto pay).

Be aware that in our example this is the Monthly discount. If the customer is being charged semi-monthly the amount of our new semi-monthly auto pay would be half of this amount, or $70.

4 Special Note: At this point the “Net Bill Amount” will not equal the true CAT 1 fees until after the new fees have gone into effect and the CYS Installment Bill Recalc has been run.

CHANGING THE INSTALLMENT BILLING RECORDS: (Screen shots below are from 10.1 – they might look slightly different in 10.3)

1 Go to Files Global HH Installment Billing Update, look up and select the 1 household

2 The Installment Billing Listing screen will display each child/class that has an installment billing record.

3 Highlight the first bill you wish you update and click the Change Bill button, this will take you to the

Installment Billing Schedule screen

4 Look at your report. Scroll down to 11/1/2014 or first appropriate Unbilled bill after 11/1/2014.

Please ignore the dates on the samples below. They are from a previous year.

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5 Click the Change Line Item button.

6 Change the Auto Pay amount to the new amount and then click OK.

Old Amount

New Amount

7 Once you hit OK, the following box will appear: (Dates in screen shot are from an old sample)

Topic Doc-Fee Policy Implementation SY14-15 (CYMS 10.3 Users) (Page 14 of 47)

8 Select Unbilled and Unbilled Adjusted and then enter the date range you wish to apply this change to:

The beginning date should be the current date you are modifying (11/01/2014)

The end date should match the ending date of the AFC benefits for this family.

9 Click OK. The change to the Auto Pay amount will be applied to all scheduled items within the date range you specified.

10 Repeat the process for each qualifying billing record for all the children in this family.

11 Then move on to the next family shown on your Auto Pay Report.

12 If you have other types of auto pays that are set as an amount discount (percent type discounts may be left alone), repeat this same process substituting the appropriate Pay Code

STEP 4– Military Status Updates Live Database

Due to evolving changes in the DOD Fee Policies, we are going to start making some minor changes in our Military Status definitions. We are not changing any codes this year, just adding some additional explanation to the Description column.

1 Go to Files CYS CYS HH/Program Maintenance CYS Military Status Maintenance

2 Highlight and Delete all of the entries. The table should be completely empty.

3 Click the Import Button at the bottom of the screen. Browse to the file on your computer:

103MilitaryStatus.dat and process the import. Below is what your new table should look like.

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STEP 5 – CYMS Income Change Utility File Load (cy0658.r) Live Database

VSI developed a new utility to help change income amounts for Contractor Cat 9 and Undisclosed Income (currently $999,999) patrons. 10.3 users must do two actions to gain access to this new program: load the file on BOTH the RDWeb server and the local PC’s.

SERVER: cy0658-01.r

Coordinate with Garrison ISO/IMO to install the CYMS utility file on the servers.

See doc, RT10.3 Program Level Update (page 41 and 42: Section - Manually Download, Approve & Install Interim Release Patch Files/Applying SERVER Side Patch/Fix Files). This document is provided with the 10.3 CYMS Fee Policy materials. Note: cy0658-01 is a 10.3x server file.

Be sure to trim the app servers once the patch is copied.

CLIENTS: cy0658.r

Coordinate with Garrison ISO/IMO for the installation of the CYMS utility on the clients.

They will use the RecTrac File Explorer and the Update User device method to push this file to clients (including the client on the RDWeb servers). Note: cy0658 is a 10.3x client file.

See doc, RT10.3 Program Level Update (page 41 and 42: Section - Manually Download, Approve & Install Interim Release Patch Files/Applying CLIENT Side Patch/Fix Files). This document is provided with the 10.3 CYMS Fee Policy materials.

1 To check on the load: go to Utilities System Custom

Program Loader

2 In the Program to Run field, type in: cy0658.r and then click

OK.

3 If the program appears, you are ready to use this program on 31 Oct. If you get a ‘not found’ error message, contact VSI.

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STEP 6 – Income Rate Change Report Live Database

If you are interested, this report can show you (by name) who will be affected by the Income Category Range changes. THIS IS NOT A REQUIRED STEP – BUT IT MIGHT BE A NICE REPORT TO HAVE ON HAND.

This report (with the specific settings below) will only work prior to 1 Nov 14. If you want to run it after 1 Nov 14 to see what the impact of the fee policy was, you will have to do the reverse of these instructions and manually put your old income ranges into the report tables (not your setup tables) on the Details>> screen to view patron category changes.

1 To run the report, go to Reports CYS CYS Admin Reports CYS Income Rate Change Report.

Click the Default Settings button.

2 Beg/End Activity: Select a program range and click Range and Browser (or highlight the classes you want to run and click Browser Only)

SPECIAL NOTE – HOW DO YOU WANT TO VIEW THIS REPORT?

If you run several sections at the same time, the report lumps all of the names together into one long list.

If you want to sub-divide the names by facility/classroom/program type, you will need to use Browser Only and run this report highlighting only the sections you want.

3 Run Option: There are two options available.

To see income categories for all enrolled patrons, you must toggle Print ALL HH’s.

For local studies or briefings, you can also run this report with Print Only Affected HH’s. This will show only household’s that will experience a change in their income category when the REAL CHANGES are made in your database on the night of 31 Oct 2013.

4 Sort Option: Select Sponsor.

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To use the data to fill in your letters it will be easier to work with if you have the names in alphabetical order.

Later, for other local purposes and studies, you can also sort on Current or New Category as your Sort Option.

5 Click the Details>> button at the bottom of the screen:

6 This screen displays the current income ranges from your DoD Income Category Table. You will need to change the ranges on this report setup screen so the report can calculate what the new income category for each family is. Note: The rates in this screen shot are NOT the current year rates. Your screen may look very different than what is displayed here (this is an old 10.1 screen shot).

Changing the ranges here (in the report mode) does not change/affect the actual DoD Income Table or your household’s actual Income Categories.

Changing information here is solely for the purpose of running this report.

Note: After 1 Nov, this screen will show your new income ranges. After 1 Nov, if you want to see impact, you will have to change the report setup mode screen back to last year’s income ranges.

This does not change your real income categories, it just sets up the report to get the comparison with your new rates in the official setup table.

If you are running this report before 1 Nov, please make the following changes on this screen to your Cat 1-Cat 9 ranges:

HINT: Easiest way is to TAB from field to field !!!!!! While the field is blue, just start typing.

You don’t need to put in the COMMA. You do need to put in the PERIOD before the cents.

Please note all of the Lower Limits end in xx,xxx.00. All of the Upper Limits end in xx,xxx.99.

When you are finished entering the data, please carefully proofread the chart – make sure the numbers flow from category to category with no overlap! This is best done with a partner.

Note: The limits in the screen shot below are from the SY13-14 Fee Policy.

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7 Click Print and Preview.

The report (if run before 1 Nov) will show patrons who will experience an income category change along with their Present Income Category and their New Income Category.

Remember: If you run the report with the reverse settings after 1 Nov, the Present Income Category will be your new rates and the “New Income Category” will be the old rates.

Prior to 1 Nov, you will use the information in the New Inc Cat to manually fill in the blank in the Patron Notification Letters (if you choose to send any out).

A dash (-) in the New Inc Cat means this patron will stay in the same category. For these patrons you should enter the Present Inc Cat into the blank on the letter.

Sorted Alphabetically (showing all HH) Sorted by Category (showing only those impacted)

STEP 7 – Pay Code Setup (Verify) Live Database

To provide a clean standardized audit trail for some of the processes highlighted in the Fee Policy, some additional Pay Codes were added to your system in 2013.

1 Go to Files System Financial Codes Maintenance Payment Code Maintenance

2 Check to make sure the Type, Description, Screen Description and Normal Offset match the chart for the codes listed below:.

Type Description Screen Desc Normal Offset

Disc/Agency Hardship Waiver Hardship 548

Disc/Agency FCC Backup Care FCC Backup 548

Disc/Agency Garnishment DD 139 Garnishment 140

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3 The Pay Code # you use is not critical. Army-wide standardization of Pay Code #’s is not in place..

4 You should no longer have a code called BAD DEBT EXPENSE (with a GLAC of 661). That code is no longer used by CYSS. It can only be applied by your Finance Office.

5 Below is an example of the Civilian Collections code you should have created in 2013.

6 Please make sure the Normal Offset on the 2 screen is correct. This is a very important step !!!!!

7 Note: The Cash Over and Cash Short codes should look like the sample below (511 and 739). There should be no Cost Centers.

8 IMPORTANT FOLLOWUP STEP: If you create any new Pay Codes, you must make sure users who need access have permission to use the code. Many Garrisons get tricked here – they create the code, but it doesn’t show up when the user is on the payment screen !!!

9 Go to FilesSystemDevice MaintenancePrinter/Device Maintenance.

Disc/Agency Civilian Collections Collections 140

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10 Check the Payment Device(s) linked to the users who would need access to this code.

11 Make sure the new code number is in the Allowed Pay Codes listing on the second screen

12 If the new code number is not in the listing, add it (separated by a comma and no space). It is best to keep the codes in numerical sequence!

13 In the example below, anyone linked to the Payment Device I selected would not be able to see the new FCC Backup Care code I just created. I would need to add Pay Code 52 to my listing.

STEP 8 – Multi Child Sports Reduction (Verify) Live Database

The Multi Child Reduction (MCR) for Sports should be 15%. Make sure this is still correct.

1 In the LIVE database, go to Files Activity Activity Discount Code Maintenance

2 You probably have just one Discount Code in this table. Select it and click Line Items.

3 On the Discount Listing screen, you probably have one Line Item. Select it and click Change.

4 Verify the Amount is 15 and make sure the Type = Percent

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5 Click OK. If you have more than one discount code, call VSI for assistance.

STEP 9 – ‘4-Week Rate List’ Activity (Verify) Live Database

IF YOU DID NOT DO THIS IN PREVIOUS YEARS – HERE ARE THE INSTRUCTIONS AGAIN.

YOU MIGHT WANT TO MAKE SURE THIS IS CORRECTLY SET UP.

To keep track of patrons selecting the new 4-Week Leave Plan, it is critical that you create an ‘administrative’ activity where you can keep a current listing of all 4-Week Plan children.

Detailed instructions for completing this task are found in the new Topic Doc – 4 Week Vacation Rate (25 Oct 2011).

This document also contains information on the theory/policy behind this option and it provides detailed instructions for processing patron moves from 2-Week Leave to 4-Week Leave and the opposite moves from 4-Week back to the 2-Week plan.

Please use your time prior to the actual fee implementation date to make sure all key staff are trained in how to handle these enrollments AND in the impact these enrollments have on calculations for MCR, household income changes, AFC, etc.

STEP 10 – ‘Community Based Referral’ Activity (Verify) Live Database

IF YOU DID NOT DO THIS IN PREVIOUS YEARS – HERE ARE THE INSTRUCTIONS AGAIN.

YOU MIGHT WANT TO MAKE SURE THIS IS CORRECTLY SET UP.

To keep track of referrals made to your local Community Based Programs Third Party Administrator, you must create an ‘administrative’ activity where you can keep a current listing (by month) of all children referred.

Detailed instructions for completing this task are found in the Topic Doc – Community Based Programs (9 Nov 2011).

This document also contains information on setting up the tracking activity, recording referrals, running required weekly/monthly/annual reports and doing End of Year Procedures to clear the referrals from your monthly activities and make them available for use in the new fiscal year.

STEP 11 – Pass Maintenance - Child (Verify) Live Database

IF HOURLY FEES AND LATE PICKUP TIMES/FEES HAVE NOT CHANGED,

YOU MAY NOT NEED TO DO ANYTHING HERE.

1 Go To Files Pass Pass Type Maintenance.

2 Select the CY-Child pass and click Change.

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3 Go to the last screen (CYS).

4 Make sure your hourly fees are set up correctly – there were no changes to hourly fees this year:

You should have only one entry “Hourly Fee” in the first blank.

The rate you enter depends on your Time Block in Minutes field below. Note: The SY14-15 Fee Policy says CDC hourly care should be reserved/charged in 30 minute or 1 hour blocks.

If you charge in 15 minute blocks, your Hourly Fee = $1.00 (Discontinued this year)

If you charge in 30 minute blocks, your Hourly Fee = $2.00

If you charge in 1 hour blocks, your Hourly Fee = $4.00

Also check your Late Pickup Fee in the bottom right section. Army standard must be: $1.00 per 1 minute with a Maximum Charge of $15.00. If your section looks different than the sample above, change it.

The other toggles (Rounding Factor of a Nickel, Include on Annual Report, Round Up) should be exactly as shown in the sample above.

This is also a good time to double check your Hourly and Full Day Late Start times. At what time does the Late Pickup Fee kick in? In 10.3 this information is found on the Visit Device.

STEP 12 – Pass Maintenance - SAS (Verify) Live Database

IF HOURLY FEES AND LATE PICKUP TIMES/FEES HAVE NOT CHANGED,

YOU MAY NOT NEED TO DO ANYTHING HERE.

Although the rates for SAS ‘hourly care’ are the same as those for CDC, the rules and terminology are different. The term ‘Hourly Care Patron’ has been replaced by ‘Occasional Users’ at SAS.

Occasional users have limited numbers of pure ‘drop-in occasional’ care. If they use more than 5 Drop-In hours/week, they will have to pay either the Part Day ($16.00) or Daily Fee ($30.00) for the additional hours.

Below are instructions for both setting up and administering this new Occasional User process.

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1 Go to Files Pass Pass Type Maintenance

2 Select the “CY-SAS” pass and click “Change”

3 Go to the last screen (CYS)

4 As in the section above for CDC, you should have only one phrase “Occ User” in the first field. This phrase will cover the three options (Drop-In, Part Day and Daily) that will be charged through the hourly processing.

The rate you enter depends on your Time Block in Minutes field below. Drop-In Care can be charged in either 30 minute or 1 hour blocks. Obtain CYSS management approval before making any changes in the time block.

If you charge in 30 minute blocks, your Hourly Drop-In Fee = $2.00

If you charge in 1 hour blocks, your Hourly Drop-In Fee = $4.00

Also check your Late Pickup Fee in the bottom right section. Army standard must be: $1.00 per 1 minute with a Maximum Charge of $15.00. If your section looks different than the sample above, change it.

The other toggles (Rounding Factor of a Nickel, Include on Annual Report, Round Up) should be exactly as shown in the sample above.

This is also a good time to double check your Hourly and Full Day Late Start times. At what time does the Late Pickup Fee kick in? In 10.3 this information is found on the Visit Device.

DAILY PROCESSING RULES/SETUP FOR SAS OCCASIONAL USERS.

OCCASIONAL USERS - FREE OPEN REC HOURS. Occasional users will get 4 free hours of Open Rec per month. You let CYMS charge the regular Drop-In hourly rate and then pay it off with an Open Rec pay code so you have a tracking record. Note: Open Rec Hours for your regularly scheduled Before, After and Bef+Aft children have already been factored into their monthly fees. They are not eligible for additional free hours.)

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If you do not already have a SAS Open Rec Pay Code, you will need to create one (if you already have one, you may need to change the description and settings to the Army Standard):

1 Go to Files System Finance Code Maintenance Pay Code Maintenance

2 Browse the list and locate an unused number higher than #20

3 Easiest way is to highlight an existing Disc/Agency code that has a G/L Code 548 offset.

4 Click Clone, answer NO this is not a Sequence Number clone.

5 When the box pops up, enter your unused number in the New Code field and click Clone.

6 THEN – double click your new code and change the Description and Screen Description to:

- SAS Free Open Recreation Hours

- SAS Open Rec

The second GL Information screen should look like this: (G/L Codes 548, 511 and 739)

Note: After you create the new Pay Code, make sure your users have permission to use it.

Check the Payment Device linked to your users. Make sure the new code number is in the Allowed Pay Codes listing on the second screen (FilesSystemDevice MaintenancePrinter/Device Maintenance).

OCCASIONAL USERS - DROP-IN HOURS – NTE 5 / WEEK. SAS occasional users will be charged at a Drop-In hourly rate of $4.00 per hour for up to 5 hours per week. You just let CYMS do its regular hourly calculations – BUT you will need to manually monitor how many hours a patron has already used for the week.

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OCCASIONAL USERS - PART TIME AND DAILY RATE. If more than 5 hours have been used in a week, you must manually charge the patron a Part Time flat rate of $16.00 for 0-4 hours of use in one day or a Daily flat rate of $30.00 for over 4 hours in one day.

You let CYMS do its thing and charge the regular Drop-In hourly rate, but at time of payment, you change the amount due to either $16.00 or $30.00 (depending on the number of hours used for the day).

Please Note: If the patron came in the AM and paid $16.00 for 2 hours and then returned in the afternoon and used 4 hours, you would only charge them $14.00 for the afternoon (16 + 14 = 30).

You will not exceed the $30 maximum for the day.

If a parent came in the AM and wanted to pay the daily rate at time of swipe in, that would be processed as an “advance payment” - you would have to carefully monitor how you (or the person before you) assessed the charges. This one could get quite confusing.

In order to determine the number of hours a patron has used per month/week, you will need to run a CYS Monthly Visit Report (Summary Toggle) AND a CYS Weekly Visit Report (Detail Toggle) each morning prior to before school starting and each afternoon prior to after school care beginning.

These reports must be used to determine what rate you should be charging the parent for the current visit. A separate Topic Doc explains how to monitor SAS Occasional User hours.

AFC BENEFITS. A family receiving AFC benefits will continue to be charged as they were before and the above rules do not apply. CYMS will continue to monitor the free AFC hours each month – and when they have been used, it will automatically charge the AFC $2.00/hour rate.

STEP 13 – Late Payment Fee Setup (Verify) Live Database

CYMS can assist you in assessing the $10.00 Late Payment Fee if the default amount in the sustem is correct.

To check this:

1 Go to Files CYS CYS Financial Maint USDA Reimb Rate Maintenance.

2 Go to the second screen (Late Payment Fee Parameters)

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3 In the upper left box, the Late Fee field should be 10.00.

SPECIAL NOTE: Leave everything else on this screen alone. Although it appears there are some advanced features for aging days, alternate rates and grace days, these are not functioning properly at this time. They should be left at zero!

4 Click Done.

STEP 14 – Sports and SKIES Fee Updates (When Needed) Live Database

SKIES and Sports fees will not be changed until the next season/class or the start of the next SKIES contract. Please refer to your Region specialists if you have any question about when to apply new rates for these programs. The following instructions are to assist you at whatever time you deem it necessary to change any of your SKIES or Sports rates.

TO UPDATE SEVERAL ACTIVITIES AT THE SAME TIME. Any activities that have the same fees and fee structure may be updated in bulk. If you have additional Sports/SKIES that have a unique set of fees, you will need to do those in a different group or update them one by one through Activity Maintenance.

1 Go to Utilities Activity Bulk Activity Section Field Changes

2 Highlight the activities you wish to update on the left and click Browser Only.

3 Click More 4 times until you reach the Fees Update screen

4 Check the Change Section Fees toggle

5 Select the option to Remove Existing Bill Codes

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6 Enter your bill codes and fees exactly how you want them to show on your Sport or SKIES sections.

7 Click Process – This will update all of the selected activity sections with the new fees you have entered.

TO UPDATE ONE SECTION AT A TIME. If you have additional Sports/SKIES that have a unique set of fees, you will need to do those in a different group or update them one by one through Activity Maintenance.

1 Go to Files Activity Activity Maintenance

2 Select the activity you need to modify

3 Click Sections

4 Highlight the section you need to update and click Change

5 Go to the Fees screen and enter the new fee for this activity

6 Repeat for all other sections in…