Subsidy and ERDC

Recording an agency's share, keeping the case details straight, and what the attendance export gives you.

For directors and administrators · Oregon ERDC export

Recording a subsidy

Open Billing → Payments and find Subsidies. Add each program you accept once, under Subsidy programs with Add Program: its name, the agency, and the line-item label families see on their invoices.

Then tap Set a Family to Subsidy, choose the family and program, and enter the Coverage % (0-100), any Monthly cap ($, optional), the Case number (optional) and the Start date (YYYY-MM-DD). Directors, assistant directors and admins can do this.

Enter the case number exactly as the agency issued it — a transposed digit surfaces weeks later as a rejected claim. Record subsidies here rather than on the separate Subsidies tab in Billing, which doesn't change what a family is billed.

How billing splits

Each month's tuition invoice takes the subsidy into account. At 100% coverage with no cap, the family's invoice is created already paid by the program, and they owe nothing. With partial coverage, the subsidy is deducted on the invoice and the family pays the rest, so they aren't looking at the full amount and wondering what happened.

Keep the coverage current when the agency changes it. A stale percentage is the most common reason a subsidized family ends up in arrears through nobody's fault. When a subsidy ends, tap End on it rather than leaving it running.

Attendance is the evidence

Subsidy claims are paid against attendance, which means your check-in and check-out records are the evidence. This raises the stakes on the habits described in Attendance and check-in: a room that checks children in loosely is a room whose claims are hard to support.

A director can correct a wrong check-in or check-out time, with a reason that's kept alongside the original record; see Fixing a wrong time. Correct it the same week, while everyone still remembers.

The ERDC export

Oregon centers have an ERDC attendance CSV card in Daily Reports → Analytics, under Oregon state reports. Export ERDC CSV builds a spreadsheet of each child's attended hours, day by day, for the previous calendar month, and opens your phone's share sheet so you can save or send it.

Treat the file as a worksheet you finish, not a claim ready to submit:

• It may be turned off. If the export fails with a message that ERDC is turned off for this center, your center may have it turned off. There isn't a switch for it in Settings, so email support if you need it.
• The DHS numbers come out blank. The provider DHS number, family case numbers and DHS child IDs aren't filled in — the case numbers you enter in Billing aren't carried across — so add them yourself.
• Every child with attendance is included, subsidized or not. Remove the rows that aren't part of your claim.
• A day with no check-out counts as zero hours.

The card itself says to verify against current ODHS ERDC billing requirements before submitting real claims, and it means it.

Where it goes wrong

• Case number typos — silent until the claim is rejected.
• Missing check-outs — a day with no check-out exports as zero hours.
• Blank DHS numbers — the export leaves them empty every month.
• Stale coverage — the family is billed the wrong share for months.

All four are cheap to catch monthly and expensive to unpick at audit.

More: All director guides