Overview
Defining your contract Program and the items to set for managing an agency contract invoicing SES or ELT services.
Article Sections
- Decide if Program is SES or ELT
- Create Program
- Create Session Type
- Assign Students
- Items Must Match
- Invoicing
- Set the Hours or Budget for your New Program
- Contract Dates
Decide if Program is SES or ELT
SES
An SES program (Supplemental Education Services) will invoice your program for each student's time individually. So a group session with 5 students for an hour will invoice the contract 5 hours - 1 for each student.
There are two types of SES invoicing in TutorFirst:
- SES from PPA - Each student has a set number of hours allocated to them known as a Per Pupil Allocation and a personal budget for those hours.
- SES from Total Budget - The hours are still invoiced to the agency per student but against a pool of contract hours and a pool of money; the contract budget.
ELT
An ELT program (Extended Learning Time) will invoice your program for the scheduled session time against a pool of contract hours and a pool of money; the contract budget. So a group session with 5 students for an hour will bill the contract 1 hour.
There are two types of ELT invoicing in TutorFirst:
- Standard ELT - the program is invoiced per session hour.
- All tutor ELT - the program is invoiced per tutor hour and is used for workshop style sessions where there is more than one tutor in attendance on the session. A group session with 5 students with 2 tutors for an hour will bill the contract 2 hours, one for each tutor.
Create Program
1. If you have not already done so create the Program with Locations.
LD01. Create a New Program - Activate a School District or School - Edit Program
LS01. Add a New Session Location or Edit Existing Session Location
2. On the Location Program Page set if the Program is SES PPA, SES Total Budget, ELT or ELT All tutors.
3. On the Program Page the fields for adding your hours and budget will change depending on the program type selected. Add the Service Hours and PPA or the Contract Hours and Contract budget as required.
SS02. Contract Service Hours & Per Pupil Allocation for Agency Programs
4. If you need to make private notes about your program add them to Program Notes.
5. If you need to make notes that will appear on the invoice add them to Invoice Comment.
Create Session Type
6. If you don't already have an SES or ELT session type create one for your program.
SU06. Configuring Session Types
7. Go back to your Location Program page for the program and add the hourly billing rate next to your new session type.
Assign Students
8. Add or import your students will an enrollment type of SES or ELT as required.
Students may be enrolled to one Program only. In the event that a student is being served by two programs simultaneously or will move from an Agency Program to private billing it will be necessary to enter separate student records.
9. Sessions are created the normal way choosing your Program and Location and the Session Type. Make sure your tutors have been given permissions for any new program or location.
Items Must Match
10. The following items must all match with the same program type:
- The Program in TutorFirst
- The Session Type
- The Student
Set the Hours or Budget for your New Program
Follow directions in SS02. Contract Service Hours & Per Pupil Allocation for Agency Programs
Follow directions in IS06. Setting Invoice Rates for SES Style Invoices
Invoicing
11. If you have not already done so activate the Agency Invoicing Module
Go to Setup > Company > Config Settings > Invoicing > Invoice Modules and choose ALL > Apply Changes.
IS01. Preparing to Create an SES Method or Agency Invoice
IE01. Preparing To Create An ELT Agency Invoice
Contract Dates
12. If the contract is for a set period of time only, add the dates to the Program page.
13. You can automatically transfer those dates to each student in the Program by setting transfer in Config Settings. Go to Setup > Company > Config Settings > Students > Contract Date auto-fill > Set to Yes > Apply Changes.