Overview
What are Effective Hours and how they are used.
Article Sections
Effective Hours
Effective hours on an invoice indicate that you have used more time than allowed by the PPA (Per Pupil Allocation of funds) for a student/s on an invoice.
Effective hours are the portion of a student/s hours that you can bill without exceeding the PPA.
This is not necessarily and error and is often done deliberately. If service hours calculate at 8 hours 47 minutes it is easier to set the service hours at 9, tutor 9 hours but bill for 8 hours and 47 minutes.
Effective Hours is Oases making that calculation for you.
To Have in Place
Two things must be in place or have occurred for this to happen:
1. You have the PPA Limiter set in your basic Oases configuration.
2. You have exceeded the PPA, probably due to a discrepancy in the calculation of hours that a student may have against their PPA.
Consequences
When you see effective hours, Oases has adjusted your invoice to ensure that you are not billing over the PPA. Oases does this by removing any charges for a student over their PPA and will calculate what time is being billed in accordance with the PPA and make adjustments accordingly.
Oases will mark any student who has had their invoice hours limited with an asterisk.
Effective hours can also change your hourly invoice rate by introducing an Effective rate. If the PPA limiter changes the hours being billed it will change the hourly rate to match so that the person receiving the invoice can multiply the effective hours by the new rate to reach the invoice total and therefore not cause any delay to your payment. To make this calculation Oases divides the invoice total by the effective hours.
Actions
The Effective Hours Invoice is accurate per your Oases settings and no action is required. The invoice may be submitted as is.
Should you not wish to submit an invoice with Effective Hours and Effective Invoice Rate the following actions can be taken:
1. You may have decided to round up to the nearest hour when calculating the student's service hours for a particular program knowing that you would be offering this round up at no charge. If this is the case no action is required.
2. If you don't want effective hours on your invoice:
a. Calculate the correct service hours for the PPA versus your hourly invoice rate.
SS02. Contract Service Hours & Per Pupil Allocation
b. Then adjust the time on the students' last session so that their total time matches the new service hours exactly. If you want to do this manually checking the HOURS LEFT column in the student grid, it will tell you how much to deduct (as long as the new service hours were updated on the Locations District page).
If you want Oases to do it automatically, un-approve any necessary sessions, remove the student from the session and put them back on by unchecking and rechecking the student name. Oases will calculate the remaining time for the student and adjust the student time for you when you save the session.
NOTE: If your student disappears when you uncheck them from the session place a check mark into the box labelled SHOW AVAILABLE STUDENTS.
NOTE: If the student has a student session note, copy this before you remove them from the session then paste the note back in when you add the student back on.
c. Re-approve the session.
3. Another solution albeit not recommended is to ask us to remove the PPA limiter. This will then create the invoice at the full amount for the time tutored over and above the PPA. Please keep in mind that the organization who has contracted you to provide services may reject or delay your invoice if you choose this option.