You submitted attendance. Did the state pay what the care earned?
Sending attendance is only the beginning. hayway helps your office compare prepared claim records with attendance, organize reimbursement differences, and flag configured voucher-risk patterns for review. Your team keeps using the required state system.
- Runs alongside your state system
- Indiana & Kentucky
- No certified e-filing claims
Three things the state portal does not tell you
Submission is a receipt, not an answer. The portal confirms that a record arrived. It does not tell you whether the payment that followed matched the care you delivered.
What should have been paid
Authorized care, priced at the state rate for your area and quality level, reconciled against real attendance, minus the family copay. That expected figure is the number your remittance should be measured against.
What was actually paid
A lump deposit is not a reconciliation. One payment can cover many children across many days, and hide per-child differences inside a total that looks approximately right.
Which record caused the difference
The child, day, rate, copay, or attendance record behind the gap. Without that line, a shortfall is a number you cannot question and cannot correct.
Three sentences worth a line item each
Most reconciliation disputes come down to collapsing two different situations into one number. Separating them is what turns a vague shortfall into a specific question you can take back to the agency.
Pending is not short-paid.
What the state still owes and what it declined are two different problems with two different responses. A single "unpaid" bucket hides both.
A deposit is not a reconciliation.
Matching the deposit total to your bank statement proves the money arrived. It does not prove the money was right.
A voucher lapse is a revenue event.
Absence patterns that cross a threshold can end a funded slot. That is a schedule and enrollment problem before it is a billing one.
Reconciliation your office can point at
Four mechanisms, described the way they actually work, so you can judge the fit before a call rather than after one.
Prepares claim records from attendance
Your recorded attendance becomes per-day claim records, so the expected amount is derived from care you can evidence rather than re-keyed by hand.
Matches an imported remittance to those claims
Import the state payment report and hayway lines it up against the claims it belongs to, filling in billed against reimbursed with pending and short-paid amounts separated.
Flags configured voucher-risk patterns
Absence thresholds and authorization windows you configure are surfaced for a director to review and decide on. hayway raises them; a person acts on them.
Leaves the state system exactly where it is
Your team keeps submitting through the required state system. hayway prepares and reconciles your center-side records. It does not file, and it does not provide certified e-filing.
Review one remittance
Bring one recent remittance, redacted, and we will walk it against attendance and expected claims together. Twenty to thirty minutes, and you leave with a one-page map of where your records disconnect.
Research before you choose
Practical guides and source-cited state requirements for childcare operators.
Childcare subsidy automation guide
How attendance reconciliation, copays, claim records, and state-portal boundaries fit together.
Read resourceSubsidy tracking versus subsidy reconciliation
What an operator still needs after attendance is submitted, and why tracking stops short.
Read resourceBilling and payments
Where claim records, invoicing, and reconciliation sit in the wider billing workflow.
Read resource