Reconcile subsidy payments

When a funder covers part of a family's tuition, the amount they were supposed to pay and the amount that actually arrives don't always match. The Subsidy reconciliation screen lines those two numbers up per agreement and per billing period so you can see exactly where you're short, where you've been overpaid, and what to do about it.

This is for directors and admins only.

Read the reconciliation table

The page lists one row per subsidy agreement and billing period, with five columns:

• Agreement: the subsidy agreement, shown by its ID (e.g. #1042).
• Period: the billing month the receipt applies to.
• Expected: what the funder was supposed to pay for that period.
• Received: what actually landed.
• Variance: the gap between the two, tagged so you can scan it: Reconciled (green) when they match, Shortfall (red) when the funder paid less than expected, or Over-receipt (gold) when they paid more.

Use the month picker at the top right to narrow the table to a single period, or leave it on All periods. If you haven't recorded any subsidy receipts yet, the table will be empty.

Record a receipt

When a funder payment arrives, tap Record receipt to log it:

1. Enter the Subsidy agreement ID the payment is for.
2. Pick the Billing period it covers.
3. Enter the Amount received.
4. Optionally set an Expected amount. Leave it blank and Clear Day uses the agreement's monthly offset.
5. Set the Date received, and add a Note if it helps (for example, an EFT batch number or a note about a partial authorization).

Tap Record. The new receipt appears in the table with its variance calculated for you. If the agreement ID is wrong or you've already logged that period, you'll get an error rather than a duplicate.

Resolve a variance

When a row doesn't reconcile, the Actions column offers the right next step based on which way the gap runs:

• Shortfall (funder paid less): Write off the difference, or Bill family the difference.
• Over-receipt (funder paid more): Record refund.

Each action opens a confirmation where you can add a note before you commit it.

Resolving a variance records an audited decision: it does not move money on its own. Choosing Bill family logs your decision to charge the family the difference; it does not create the charge for you. Add that charge through the family's billing. Likewise, Record refund logs the over-receipt decision but doesn't send money back to the funder, and Write off simply records that you're absorbing the shortfall. Every resolution is saved as an audited reconciliation decision so there's a record of what you decided and why.

To set the policies and agreements these receipts reconcile against, see Set up and publish billing policies. If you get stuck, email us.