Subsidy and ERDC
Recording an agency's share, keeping the case details straight, and producing the attendance export.
Recording a subsidy
Add a subsidy against the family with the agency name and case number. That's what ties the family's record to the claim you'll submit later, so enter the case number exactly as the agency issued it — a transposed digit surfaces weeks later as a rejected claim.
How billing splits
With a subsidy recorded, the agency's portion is tracked separately from the family's. The parent is billed for their share only, so they aren't looking at an invoice for the full amount and wondering what happened.
Keep the co-pay current when the agency changes it. A stale co-pay is the most common reason a subsidized family ends up in arrears through nobody's fault.
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.
Corrections are recorded rather than overwritten, which works in your favour here — an audited claim backed by a corrected record with a reason is far stronger than one backed by a time that simply changed.
The ERDC export
Oregon centers can produce an ERDC attendance export for the claim period. Generate it after the period closes and review it before submitting: it reflects what's in RoundUp, so a child whose enrollment status was never updated, or a week of missing check-outs, shows up in the export exactly as it sits in the data.
The ERDC export is specific to Oregon's subsidy program. Centers in other states can still record subsidies and track the split, but that export won't apply.
Where it goes wrong
- Case number typos — silent until the claim is rejected.
- Enrollment status not updated — a withdrawn child still enrolled inflates the export.
- Missing check-outs — an open attendance record is a day you can't fully evidence.
- Stale co-pay — 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