Table of Contents
The RecTrac Pass Visit Module provides the ability to charge a per minute fee upon swipe out, where the fee goes into effect after a certain time. This is useful in situations where you wish to charge parents a fee for picking their children up late. "Late pickup fees" typically are used in Day Care scenarios (i.e. the Center closes at 5:00pm and you want to charge parents a fee for picking their children up after you've closed), but they can be used in other situations, provided you are running Visit Processing and tracking swipe outs.
Set Up
The following presents the basic component pieces that need to be in place to take advantage of this functionality:
- Ensure your Passes are setup to track visit sign-outs.
- Create and link your Late Pickup Fee(s).
- Add the Visit Late Pickup Criteria to your Late Pickup Fee(s).
Before You Begin
This document is written with the following assumptions. If any of the items listed below is NOT true, contact Vermont Systems Support prior to continuing, as the steps in this document may prove difficult to complete and unexpected results may occur.
- Your organization is running RecTrac 3.1.09.04 or greater.
- Your organization runs Pass Visit Processing.
- You understand Pass Management and created your Pass Codes in RecTrac.
- You understand RecTrac Fees, Fee Groups, Fee Sets and Criteria and the multiple levels of hierarchy at which Fees can be linked in RecTrac. This document does not provide instruction for RecTrac Fee Maintenance beyond the minimum requirements necessary to set up Late Pickup Fees.
- Your organization has a Late Pickup Fee policy in place and you know the rates and rules.
File Maintenance Setup
Note: All file paths and screen/tab locations in this document refer to file paths and screen/tab locations as they appear in the standard, default Vermont Systems Design. Your setup and Design may vary.
Ensure Passes are Setup to Track Visit Sign-outs
- In RecTrac, go to Pass Management.
- Highlight/select a Pass Code for which you will charge Late Pickup Fees and click Change.
- Go to the Core Continued tab.
- Enable the option to Track Visit Sign-outs.
- Continue to the next section below.
Create and link a Late Pickup Fee
- From Pass Update, go to the Fees tab.
- Add an Advanced Fee.
- Enter the dollar amount you wish to charge for this Fee.
- Click the Combo Box icon for Transaction Type and select "Visit Swipe Out."
- Fill in the remaining fields on the Core Settings group as needed.
- Expand the Time Based Settings group.
- Click the Drop-down list for Time Count Type and select "Per Minute."
- Enter "1.00" in the Time to Exclude field.
- In the Time to Include field, enter the amount of time this rate is in effect. For Example: If you charge $1.00 per minute for the first 15 minutes, then you would enter "15" in this field.
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- Continue to the next section.
Add the Visit Late Pickup Criteria
- From the Fee Update Advanced screen, click the Criteria tab.
- Add criteria for "Visit Late Pickup."
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- Enter a Description, if desired.
- Click the Clock icon and enter the time at which this Fee will go into effect. Your Child Development Center closes at 5:00pm. All children need to be swiped out by that time. Parents who pick their children up after 5:00pm are subject to Late Pick Up Fees. You would enter 5:00pm in this field, as the code will account for the first 60 seconds from 5:00 to 5:01.
- Click the Picklist icon to select the Location(s) to which you wish this criteria to apply. Generally speaking, these are the centers at which you will charge Late Pick Up Fees.
- Click the Combo Box icon to select the Day(s) of the week to which this criterion will apply. These are the days of the week on which you will charge Late Pick Up Fees.
- Expand the Drop-down list to select your Late Pick Up Option for this criteria.
- Family Member - Late Pick Up Fees will apply to each family member being picked up (swiped out) from care at the Location(s) specified. For Example: The Tan family has two children in day care (Soo and Wan). If the children are picked up late, then the household will be charged late fees for each child. So if the Late Pick Up Fees being charged amounted to $4.00 per child, then the Tan household would be charged $8.00.
- Household - Late Pickup Fees will apply once to the household who is picking up (swiping out) children from care at the Location(s) specified. For Example: The Tan family has two children in day care (Soo and Wan). If the children are picked up late, then the household will be charged one time only. So if the Late Pick Up Fees being charged amounted to $4.00 per child, then the Tan household would be charged $4.00.
- Click Save to save the criteria record.
- Click Save again to save changes to the Fee.
- Return to Create and link a Late Pickup Fee to create and link additional Late Pick Up Fees to this Pass Code, if needed.
OR
Click Save to save your changes to the Pass Code.
Late Pickup Fee Scenarios
The following presents two (2) Late Pickup Fee scenarios based on military childcare rules.
US Army Day Care
Army Late Pickup Rules
- Child Care Centers close at 5:00pm.
- Families are charged $1.00 per minute per Child Care Center for the first 15 minutes (5:01pm – 5:15pm.
- For the remainder of the hour (5:16pm – 5:59pm), families are charged $ 4.00 per child per Child Care Center.
- For the next two (2) hours (6:00pm – 7:59pm), families are charged $ 5.00 per hour, per child per Child Care Center.
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Fee and Criteria Setup
This scenario requires at least four (4) Fees, each with a single Visit Late Pickup Criteria.
Note: For Fee One below, a separate fee line item will be needed for EACH Child Care Center at the garrison. So if a garrison had one (1) Child Care Center only (a CDC, for example), then you would create four (4) fees as described below. But if a garrison had two (2) Child Care Centers, (a CDC and a SAC, for example), then you would need five (5) fees - two (2) 15-minute block fees with each Center listed individually in the Location(s) field on the Criteria and then the other three (3) fees as described below.
Fee One
- Amount = "$ 1.00"
- Transaction Type = "Visit Swipe Out"
- Time Based Settings
- Time Count Type = "Minute Block"
- Time to Exclude = "1.00"
- Time to Include = "15.00"
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- Criteria Settings
- Late Pickup Time = "5:00pm"
- Weekdays = "Monday – Friday"
- Locations = <Select one (1) Child Care Center only>
- Late Pickup Option = "Household"
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Fee Two
- Amount = "$ 4.00"
- Transaction Type = "Visit Swipe Out"
- Time Based Settings
- Time Count Type = "Flat"
- Time to Exclude = Leave at default
- Time to Include = Leave at default
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- Criteria Settings
- Late Pickup Time = "5:15pm"
- Weekdays = "Monday – Friday"
- Locations = <Applicable Child Care Centers>
- Late Pickup Option = "Family Member"
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Fee Three
- Amount = "$ 5.00"
- Transaction Type = "Visit Swipe Out"
- Time Based Settings
- Time Count Type = "Flat"
- Time to Exclude = Leave at default
- Time to Include = Leave at default
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- Criteria Settings
- Late Pickup Time = "6:00pm"
- Weekdays = "Monday – Friday"
- Locations = <Applicable Child Care Centers>
- Late Pickup Option = "Family Member"
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Fee Four
- Amount = "$ 5.00"
- Transaction Type = "Visit Swipe Out"
- Time Based Settings
- Time Count Type = "Flat"
- Time to Exclude = Leave at default
- Time to Include = Leave at default
- Criteria Settings
- Late Pickup Time = "7:00pm"
- Weekdays = "Monday – Friday"
- Locations = <Applicable Child Care Centers>
- Late Pickup Option = "Family Member"
US Navy Day Care
Navy Late Pickup Rules
- Child Care Centers close at 5:00pm.
- Families are charged $1.00 per minute per child per Child Care Center for the first 15 minutes (5:01pm – 5:15pm).
Click Image to Enlarge
Fee and Criteria Setup
This scenario requires one (1) Fee with a single Visit Late Pickup Criteria.
Fee
- Amount = "$ 1.00"
- Transaction Type = "Visit Swipe Out"
- Time Based Settings
- Time Count Type = "Minute Block"
- Time to Exclude = "1.00"
- Time to Include = "15.00"
Click Image to Enlarge
- Criteria Settings
- Late Pickup Time = "5:00pm"
- Weekdays = "Monday – Friday"
- Locations = <Applicable Child Care Centers>
- Late Pickup Option = "Family Member"
Click Image to Enlarge