Subsidy Remittance Reconciliation Worksheet
Fill this out against one recent state remittance to see, line by line, whether the payment matched the care delivered. It runs alongside the state system; it does not file or replace it.
- Use redacted records. No child names, no dates of birth.
- You need three things: one remittance or payment report from the state, the matching attendance for that period, and the authorizations (voucher, approved units, copay).
How each line should reconcile
Expected reimbursement = authorized care, priced at the state rate for your area and quality level, reconciled against real attendance, minus the family copay.
A line that does not match its supporting attendance is a payment exception, or an overpayment review waiting to happen.
Reconciliation table
One row per child-authorization for the period.
| Ref (redacted) | Voucher / auth | Care level / rate | Units auth. | Units attended | Copay | Expected $ | Billed $ | Reimbursed $ | Difference | Status | Likely cause |
|---|---|---|---|---|---|---|---|---|---|---|---|
| e.g. A-1 | V-2231 | Toddler / $38 day | 20 | 18 | $50 | $634 | $684 | $600 | -$34 | Short-paid | 2 absences over cap |
Status key: Paid in full · Pending · Short-paid · Overpaid (recoupment risk) · Unmatched.
Summary
| Total expected | |
|---|---|
| Total billed | |
| Total reimbursed | |
| Confirmed shortfall | |
| Still pending | |
| Overpaid / recoupment exposure | |
| Vouchers nearing an absence threshold |
What this tells you
Pending is not short-paid.
Separate what the state still owes from what it declined. They need different follow-up.
A deposit is not a reconciliation.
A lump deposit can hide per-child differences inside a total that looks about right.
A voucher lapse is a revenue event.
Absence patterns that cross a threshold can terminate a funded slot.
What hayway does with this automatically
Prepares claim records from attendance, matches an imported remittance to those claims, fills in billed against reimbursed with pending and short-paid amounts separated, and flags configured voucher-risk patterns for director review. You keep using the required state system; hayway does not file and does not provide certified e-filing.