Accounting Global settings is where the codes required for scheduling, billing and payroll are established in the system.
Funders - The system derives the payer and splits invoices based on Funders.
Note a Private Funder defaults the payor as the Client or a Client Contact by specifying Invoice Type Client Individual.
Adding New Funder
Client Individual: This will generate a separate invoice for each Client. The system defaults to the Client as the Payor unless the Client’s billing contact is set.
Funder Individual: This will generate a separate invoice for each Client. The Funder will be the payor for each invoice.
Funder Batched: This will generate one invoice with all clients within. All CCAC Funders should be set up as Funder Batched.
Setting Accounts Receivable (AR) at Funder Level: AR must be set at the Funder Level by using the GL Asset drop down list (as shown by the arrow in the image below).
CCAC Funder Setup - fields that are only relevant for CCAC Funders. The following fields will differ by CCAC even for the same agency.
Organization code: A code given to the agency by CCAC (e.g. 15HACCL)
Organization name: The full name by which the CCAC recognizes the agency. (e.g. ACCLAIM HEALTH & COMMUNITY CARE-BURL)
CCAC Code: Short code for the CCAC (e.g. MH)
CCAC Name: Full name for the CCAC (e..g Mississauga Halton CCAC)
CCAC Contract Code: CCAC provides this code and it is used for specific contracts between that CCAC and the agency, so may differ for different services offered, like Nursing vs PSW.
These fields can be left blank if the Funder is not CCAC.
Disabling a Funder
A Funder can be disabled from the list of Funders. It is recommended that a Funder only be disabled after the final billing & payroll with that Funder is run.When a Funder is disabled, it is removed from any picklists for new items. Note that this will not remove any codes that have previously been in use on services or visits, but simply hide them from being selected for new services or visits. This will ensure that billing and payroll will not be affected by a disabled funder. For example, any new services created after a funder is disabled will not allow the selection of the disabled funder. Existing services already assigned to that Funder will not be affected.
Bill Codes - determine the rate that each Funder should be charged for a particular service or billable premium
Bill Codes will either allow invoicing directly through AlayaCare or exporting to an external billing system. These are applied to visits & billable premiums (like mileage or expenses).
Adding a Bill Code
Bill Code Name is the display name for clients, like on an invoice, so you'll want to make that external-friendly.
Code is the short-hand that will be displayed to staff throughout the application.
Units: Visits can either be set to hours or visits.
Funder: The link between a bill code and a Funder will be important when you set up the Service Codes, as a Service Code can have multiple bill codes (as long as the funder is unique).
Internal Code: If you'd like to track internal meetings or indirect time that's not billable, we recommend you set up an internal Funder as well, based on your agency name. Checking the internal code box will ensure that visits with this bill code are never billed.
General Ledger: If you don't integrate with a GL, then you can leave these fields as their defaults; they won't be relevant to you.
GL Revenue: Revenue account against which this bill code should be logged in the GL. This will choose the default Revenue account unless otherwise specified.
GL Asset: This defaults to the Accounts Receivables
Rate: Set the rate at which this service is billed. Multiple rates can be added and will come into effect based on the date of effectivity. An important note: ensure that ALL visits you would like to be completed at the updated rate are after the effective date. If you are in the middle of a billing period and a rate is updated incorrectly it will lead to invoicing errors.
Pay Codes - include all pay codes that will be used: visits, time off, payable premiums, indirect time.
Adding a Pay Code
Unlike Bill Code, Pay Codes are never displayed to clients, so despite the instructions on the Pay Code set-up, we recommend filling out both the Code and the Name, taking into account that Code will be displayed more often throughout the application.
Like the BIll Code, Units can either be set to hours or visits. Premiums are automatically exported as "Units" no matter what you actually pick from here.
Note: There is no rate associated with this code. This code maps to your external payroll system which will map this code to employee wage tables.
Service Codes - Service Codes are the main code used throughout the application, and are required for all visits. They are made up of a combination of Bill and Pay Codes that are used to determine the cost and pay for a visit.
Adding a Service Code
Name: This is used throughout the application for schedulers and accounting managers.
Description: This appears on some invoice formats, so should be client-friendly.
Department: This refers to the employee departments (e.g. Nursing, Therapy, or Personal Support). Setting a Department on the Service Code is optional, but note that if you do, you will be restricted to scheduling only employees of the matching department. Likewise, if you filter a billing period by Department, it will use the Department set on the service (via the Service Code). You can only add one department to a service code.
- Regular: At most times, this is the pay code that should be used
- Overtime: If a visit with this Service Code goes into overtime, this pay code should be used instead.
- Holiday: If a visit lands on a holiday, then this pay code should be used instead. Note that if a visit is both overtime and holiday, only the holiday pay code will be used.
OT Exempt: A visit with this box checked will count the assigned employee's overtime hours.
Visits can overlap: this only comes into play at the time of scheduling
Fields used for determining a matching when doing batch shift approval:
Late Start & Disregard Start Time:
Shift Coverage & Disregard Shift Coverage:
Duration: When added to the schedule, visits with this Service Code will have the default duration set here. It can be changed at the time of scheduling.
Bill Codes: As mentioned above, each Service Code can have multiple Bill Codes in order to bill the correct Funder for a given visit.
Income Codes - can be set to fund income items of a budget
For each income code, you an define for which funder it will be applied, and what would be the default rate when used by an income item in the budget.
Canceled Codes - can be set to bill and/or pay in any combination
Adding a Cancel Code - Set up a code for each type of cancellation you'd like to report on
Only Cancelled Codes that bill will appear on the invoice with an indication that the visit is Cancelled. The Cancelled Code description is strictly for internal use and will not be printed on most invoice formats.
Please note: if a cancelled code is set to bill or pay it will export at the bill code and/or pay code set at the original service code. Cancelled codes cannot be disabled.
Holiday Groups - Establish holidays in the application for scheduling, billing and payroll purposes.
The dates set in each Holiday Group will determine if a visit lands on a holiday.
For billing, the Funder settings "Holiday Multiplier" will determine if a visit should be multiplied by the number set there.
For payroll, the Holiday Pay Code set on each Service Code + Employment Type eligibility (described below) will determine if a visit should be paid at the holiday rate.
It is advised that a Holiday Group be established per year and that the correct holiday dates be assigned.
Activity Codes - CCAC specific codes for billing purposes
These are required for visits billed back to the CCAC. In the PXML export of billing to the CCAC, we de-duplicate the Activity Codes, so if you want to more granularly set the Activity Codes, you don't have to worry about billing more than once for the same activity. For instance, some clients have Activity Code 11 set multiple times for different forms of the same activity.
Activity codes can be attached to the visit at different entry points in the system:
- Service Profile – all visits derived from this service line will include these Activity Codes
- Recurrence Rule – all visits derived from this recurrence rule will include these Activity Codes
- One-off visit – only this visit will include the Activity codes listed
Before sending an export to the CCAC, the system will check to see if any visits are missing an Activity Code, and if so, will flag it for review.
Activity Codes cannot be disabled.
Premiums - used for any top-up of a visit (billable and/or payable, like expenses or mileage), or for an employee's day (only payable, like a bonus for teaching)
Custom premium rules can be established to automatically apply for payroll purposes. Please speak to your Client Success Manager if this something your organization would be interested in exploring.
Adding a Premium Code
When applying a premium to a visit, a description can be added. The bill code associated to the premium will determine how it is displayed on the invoice so that clients will have more context for premiums they are charged, such as expenses or mileage.
Note that it will appear on the invoice as in the example below, where "Expense" is pulled from the bill code description (of the premium) and "Parking" is pulled from the description entered when the premium is added to the visit.
Rule: if you set a premium rule and apply it in a payroll period, then it will be automatically calculated based on the parameters of the rule. The rules currently include:
- Evening: based on a window set by the admin, any visits that start within that window get a premium added for the wole visit
- EveningCovered: based on a time window set by the admin, any part of the visit that falls within the period gets a premium
- Travel: for time between visits, a premium is added if it falls within the max time interval and applies to the right service codes
- ServiceCodes: is applied automatically to the service codes specified.
You can limit which user roles can view/add a particular Visit premium. When creating a Premium, simply un-check the roles for which you want to restrict access.
Types of Time Off - these are the selection options when establishing Employee Unavailability
Adding a Type of Time Off
If needed, a Service Code can be established and set at the Type of Time off to allow for the Unavailability applied to an Employee Profile to Pay (e.g.: paid Vacation).
Types of Time Off options can be established to only be available to an Employee with a certain Role in the system.
Service Status Reasons - set as the drop down options when a Client visit or service is put On Hold; or a Client Service is Discharged. Unlike Cancelled Visits, On Hold visits are never billable or payable.
Services can be set to various statuses. On Hold & Discharged have reason codes for reporting (e.g. Hospital, Payment Overdue, or Service Goals Achieved, Moved, etc). Other than reporting, there is no additional accounting implication.
When changing the status of a Service, the scheduler will have to select from this list.
Adding a Service Status
1. Select the Status to which you wish to apply the Status Reason to (either On Hold or Discharged)
2. Specify the Status Reason Code that should be applied for reporting (e.g. Hospital, Payment Overdue, or Service Goals Achieved, Moved, etc).
3. Specify any additional description. Both the Code and the Description present on the Service Status Edit in the application
Payment Method - a drop-down list when applying payments to a particular invoice so that users can specify how the payment was made
A pre-authorized payment method can also be added to a client’s service by setting it from the Service > Accounting tab. Invoices are split by pre-authorized payment method (e.g. if a client has two services each with a different payment method, our system would generate two separate invoices.) For more information about how invoices are split, see Invoicing
For agencies with the feature "Patient Intake" turned on, an additional payment method will be added called "CCAC." For any payments that are automatically applied when a reconciliation file is received from the CCAC, the payment method will be set to CCAC.
Adding a Payment Method
Type is to specify the Credit or Debit method - this can be leveraged to drive unique Billing exports if needed.
Some Funders require a reference number to be printed on their invoice. For example, an insurance company may require a "Policy Number". Here you can set up the labels that will appear as a field to populate for each Client with the respective Funder. The invoice label can be entered at the Service Profile under a Funder with an invoice label. This label prints on the following invoice types: Anonymized, Invoice and Shift Details, Invoice Details, New Invoice Details, Invoice - no employee info.
Any service set up with that particular funder, will have a space in the Service > Accounting section to set the value for that policy number.
Employment Type - Employment types establish which type of employment is eligible for holiday pay.
Employment Type can be set at the Employee profile under Employment Settings
This will help drive the Holiday Payroll.
Name: Give the tax a distinctive name.
Tax Number (optional): If you wish, enter your government-issued tax number here.
Percentage: Enter the rate of the tax. Tax rates can contain up to 3 decimals.
GL Liability: Enter the GL account to which you would like to attribute the tax.
In order for a tax to be applied to an invoice, the tax must be added to the bill code of the service you are invoicing for.