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Important Attendance Record Info
Please Note: Attendance Records are the primary source of information for preparing your paycheques and our government reports each month. The more accurate your attendance records are, the more accurate your paycheques and our required reports will be.
- For attendance record due date, check the Child Development Dayhomes newsletter available online at www.childdev.com/edmonton/about-us/newsletter
- The night before the Attendance Records are due, please ensure that you fill out your Attendance Records until the end of the month. You will have to estimate the last few days of the month. This is what we will use to calculate your pay.
- Once you are done with your estimations, please do not go back into Timesavr for 2 days. We will be working on payroll and any changes to the Attendance records will cause the Payroll to be off.
- Keep track of the children’s actual hours for all the days you have entered estimated hours. You can use a piece of paper or a calendar.
- If a change happens during this time that will affect a payment (either a parent account or your paycheque) please call our Administration team. This could be an unexpected “Educator unavailable day” or a part time child will now be using more days that have not been recorded in Timesavr.
- For each day that the child is scheduled to attend your dayhome, please ensure that the Attendance record indicates what occurred: either hours attended, absent or you have recorded yourself as unavailable.
- For drop in children (e.g. in a dayhome 4 or less times per month). Please send in a drop in form to our office and we will enter them into Timesavr and assign them to you so that you can log them in and out.
- For children with multiple entries (i.e school age children), log them in when they get to your house in the morning, log them out when they get on the bus or you drop them off at school.
- If you are providing back up care, please call us with the child’s name. We will assign them to you in Timesavr so you can log them in and out. Back up children will continue to show up on your Attendance Records even after they return to their regular Provider. You will see their hours with their regular provider; please do NOT delete these hours. Timesavr will sort this out at the end of the month for us and we will remove them from your Attendance records after we have sent in our Government report.
- After you have estimated your hours for the month, pull your monthly total for each child and see if they make sense. i.e are there any negative hours, do you have a child in care for 18 hours etc?
- Your monthly hours are calculated each month based on your children’s Attendance Records. These are the hours we send in to get your Provider Support Funding.
- For the purpose of our examples the base rate of $45.00 will be used for all calculations.
- The regular, daily rate to Educators for children who are contracted for permanent, part-time care is $45 per full day. A full day is classified as longer than 5 hours and up to a maximum of 9.5 hours.
- Parents are required to contract for a minimum number of days per month. If a parent contracts for 10 days per month, you can expect to be paid $450 for each month (other than the first or last month of care) as long as you are available for the scheduled days that parents require.
- Parents are required to book regularly scheduled days. I.e. Every Monday, Tuesday, Wednesday. These are the days that the parent has indicated the child(ren) will be using each week, and requires you to be available. You will be paid for every day the child is contracted for in the month (i.e. every Monday, Tuesday, and Wedesday in the month).
- If a dayhome child is sick, on holidays, or has an unexplained absence on a regularly scheduled day, that day is to be considered "used". It should be marked accordingly with an absent (ABS button on TimeSavr) and you can expect to be paid for that day.
- The only days that should be marked on your Attendance Record, for Part-Time children, are regularly scheduled days. All other days should be left blank. It is highly recommended that you print your Attendance Records before the end of the month so that the parent can see and sign for the number of extra days they have used and will be billed for in the next month.
- If you are unavailable for regularly scheduled day, you need to enter this on your Timesheet in TimeSavr. If no back-up is used, the parent's account will be credited for that day. If desired, you may make arrangements with the parent to use an alternate day for the time that you were unavailable as long as it does not affect your ratios and it falls within the same month.
Understanding your paycheque
There are several situations that have the potential to affect your pay. Each is very unique and should be viewed individually. The following are some general guidelines to assist with determining how your pay is calculated. Please note that we guarantee that you will be paid for every day worked, unless we have called you and ended care for a family.
The government pays Provider Support Funding and infant care incentives to the agency one month after the care was provided. (i.e. you will be paid in March for February hours and infant care.)
Full Time Pre-School Children:
(For the purpose of our examples the base rate of $715.00 will be used for all calculations.)
- Your payment is based on a per month basis, not total number of hours.
- The regular Educator payment of $715 is for a maximum of 5 days of care per week, up to a maximum of 9.5 hours per day.
- If you are providing care past 6:00pm, on weekends or more than 5 days a week, you may have your Consultant charge the parent an additional fee, per month.
- If care exceeds 9.5 hours on any day, you may charge (and collect from)the parents directly for over-time
- If you are unavailable to provide childcare at some point in the month, you will not be paid for that time, a back-up Educator will be paid, or the parent's account will be credited. The deduction from your pay will be calculated as follows: $715 / # of working days in the month x days worked
- If a child begins care mid-month, you will be paid from that point on. $715 / # of working days in the month x days worked
- If there is a statutory holiday that falls prior to the child beginning in care, you will not be paid for that day.
- When a parent gives their two week's notice, and all fees have been paid, you will be paid up to the child's last day, and will be paid for all 10 days of notice, whether the parent uses care or not in those 10 days. If proper notice is not given and payment arrangements to cover the notice are not made, the family will be sent to a Collection Agency, which has a negative effect on their credit rating for seven years. (If the family attempts to apply for credit of any kind, they may be declined) Once we have received the money from the collection agencywe will forward the amount collected to you.
- Then you give one month's notice to a family, the family may leave care AT ANY TIME, from the point of notice, and you will only be paid until the last day that the family was in care.
- If childcare is terminated by the Agency due to a lack of payment or failure by the parent to obtain subsidy, you will be paid for all days of care provided, up to the day that care is terminated.
- You will be paid for Dayhome child sick-days, holidaysand unexplained absences for all months regardless of the total number of hours that the child has been in care for the month. If the total is less than 100 hours, and the parent is subsidized, the parent will be billed extra for the lack of hours.
- Pleas note: the fees set for part-time and full-time preschool children are intended as a guideline only. Some Educators choose to be paid a lower or higher amount for the Dayhome. If this is something you would like to consider, please feel free to discuss it with your consultant.
- School-age is defined as Grade 1 onwards, or 7 years and up
- Fees for school-age children are set at an hourly rate with minimum hour contract / month to a maximum of your regular full time fee.
- If a parent contracts for a set number of hours, and the child's monthly total is less because of child sick days or child holidays, you will be paid the full contracted amount (other than the first and last month of care, which will be pro-rated.)
- If you are unavailable and the child used back up care, you will be deducted for the hours the child went to the back up educator to allow for payment of the back up educator.
- If you are unavailable but the child still made his minimum contracted hours then you will not be deducted.
- If you are unavailable and the child did not make his contracted hours then you will be deducted for the hours the child normally would have attended for that day(s).
Providing care for back up children
You may provide back up care for a child that is registered in another dayhome while the regular provider is ill or on vacation.
THE PARENT MUST COMPLETE A PARENT AGREEMENT BACK UP FORM BEFORE CARE IN YOUR HOME BEGINS. (See forms section). Having accurate information will protect the child and yourself in case of an emergency.
The agency will issue you payment for this child on your pay cheque once an attendance record for this child is received. Every child other than your own, that you provide care to, MUST be on a signed attendance record. If not, you are placing your Dayhome in non-compliance and putting your Liability insurance in jeopardy.
Steps for Back up Child Care:
1. Call the office to let them know which child will be using your home for back up care. The office will temporarily assign this child to you so you can log them and out in Timesavr.
2. When providing back up care you will be paid what the regular provider would have been. It is based on a pro-ration and the parent cannot be charged additional fees. You may call the agency with the parent’s full name if you would like to know the daily rate. Remember you will only be paid for actual days of care. Sick days and holidays are not included for back up care pay.
3. Back up children count as children in care. The following ratios apply: Maximum of 6 children under 13 years of age Maximum of 3 children under 3 years of age Maximum of 2 children under 2 years of age
Please contact your childcare consultant should you have any further questions.
**** Remember that back up children in your home may become future permanent children, providing back up care creates a network of families for your business! ****
Providing care for drop in children
You may provide drop in care to a child that you are directly responsible for up to 4 times a month. If the family is using 5 days or more per month, they must be registered with the agency.
Payment for drop in care must be collected from the family by the educator you must provide the parent with a receipt as the agency cannot provide receipts for drop in care for income tax records.
Every child other than your own, that you provide care to, MUST be on a signed attendance record. If not, you are placing your Dayhome in non-compliance and putting your liability insurance in jeopardy.
Have the parent fill out a drop in form at your house. Please send this into the office so that we can enter them into TimeSavr and assign them to you so you can log them in and out your Attendance records in TimeSavr. You only need to do this the first time they come to your home.
Drop-in children count as children in care. The following ratios apply:
Maximum of 6 children under 13 years of age
Maximum of 3 children under 3 years of age
Maximum of 2 children under 2 years of age
Please contact your childcare consultant should you have any further questions.
Educator/Parent fee schedule
(As of December 2017)
|Contract||Educator Fees:||Parent Fees:|
|Full Time||$1000+||$1150 (incl. $150 agency fee)|
|Part Time Daily||$50.00+||$60.00 (incl. $10/day agency fee)|
|Part Time Hourly||$10.00/day||$11.00/day (incl. $1/hour agency fee)|
|Drop in||At educator's discretion. No agency fee charged for drop in families. Maximum of 4 times per month can be used for private drop in care.|
|Over Contracted Time||Agency Late Fee Policy charges families $1/minute (this will need to be recorded in your TimeSavr attendance records)|
|School Age||$10/hour (School age children's fees increase to regular full time rates over summer break)||$10/hour + $75 agency fee/month|
|Extended Care||Care that exceed 9.5 hours/day (Educator sets rate)|
|Care before 6:00am or after 6:00pm (Educator sets rate)|
|Care on weekends (Educator sets rate)|