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FAQs About Preparing Year-End Daycare Invoices (And the Answers)

As the end of the year approaches, child care providers have a lot on their minds, including managing enrollment, schedules, and budgeting for the coming year. However, in addition to making these preparations, caregivers are also likely working on distributing daycare invoices for each family they served throughout the year.

Preparing these invoices can be a daunting task, as providers sift through a year’s worth of data and bills to provide an accurate list of each family’s yearly expenses. As they prepare these year-end receipts, child care providers should also be aware of several tax forms that will be required to track their finances.

Addressing FAQs About Year-End Daycare Invoices

To this end, Procare has compiled this list of frequently asked questions surrounding year-end daycare invoices to help providers navigate this complicated process.

child care management

Are Daycare Invoices Required?

While child care providers give this information on a weekly or monthly basis as they are paid, they are not required to provide a year-end receipt to parents.

Though year-end receipts are not required, it is still prudent and professional to prepare and distribute invoices for parents.  

What Are the Benefits of Daycare Invoices?

While time consuming, creating these invoices will provide a host of benefits down the road.

First, it is courteous to provide this record to parents, as many of the families your center serves may qualify for tax credits in accordance with the 2441 form from the IRS. As parents seek to take advantage of this credit, care providers should be prepared to give them a comprehensive list of services in a timely manner.

Additionally, preparing the year-end receipt will help to ensure that you and the family are on the same page with how much they owe and have been charged. This will be valuable in the event of an audit, allowing your center to clearly demonstrate exactly how much you made, and that your records match how much each family says they paid you.

What Should Be Included in a Daycare Invoice?

Daycare Invoice

When building out your year-end invoice, you will want to include your name and contact information, as well as the name and contact information of the specific family.

You will then want to include a line that describes what each expense accrued by the child was for, as well as the price. This might include:

  • Child care tuition
  • Meals
  • Special equipment
  • Transportation fees
  • Late pickup fees

Once all of these charges are accounted for, you will want to include when the parent paid, and how they paid. For example, did they pay by cash or card, etc.? This will make it easy for parents to confirm each charge by consulting payment confirmation emails, or their checkbooks.

Gathering all of this information can be time consuming. It might take some time to locate each monthly receipt. Providers that use Procare’s child care management software can easily print or email year-end statements to parents based on the data stored in the Family Data and Family Accounting modules.

Who Should Receive an Invoice?

The family of each child you cared for throughout the year should receive an invoice. It can be easy to overlook children that only attended a few times, or who left in the middle of the year; however, accounting for this revenue is equally as important to your financial records.

With Procare, providers can send invoices to families with currently enrolled children, as well as those who had children attend at some point during the year.

Extra Year-End Forms to Be Aware Of

Child care tax forms

In addition to the statements providers send out, there are also some common tax forms associated with year-end that daycare owners should be aware of.

  • 2441 Form: Again, this is the form parents must fill out in order to receive child care credits and deductions.
  • W10: Parents are required to have this form filled out by caregivers in order to be considered for child care tax deductions. Providers are required to fill out this form if requested by a parent, and must provide their Employer Identification Number (EIN). The W10 form is accessible within Procare Software. 

Final Thoughts

With the end of the year approaching, we hope these answers and tips help child care providers to create organized daycare invoices in an efficient way.

Learn more about how Procare helps providers track invoices and billing here.

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Stay Current with Training and Safety Certifications Using Child Care Management Solutions

The most important aspect of a child care center is that it be able to foster health and development in a safe environment. That is why before becoming a child care provider, or opening their own daycare center, those in the field of early child care development must undergo rigorous training, log hours of work experience, and attain various certifications. This training ensures that caregivers are prepared in the event of an emergency, in addition to giving them the skills to identify the best course of learning for each child.

As caregivers complete their training, it is important to track who has which certifications and when they must be renewed.

child care training

This is crucial for two main reasons. First, state law often requires these certifications. Therefore, for your center’s staff to be legally licensed by the state, they must be up to date on all required trainings. Second, when deciding on which care center to send their children to, parents will often ask about the staff’s level of training and experience. Thus, a more experienced staff will help your center win more business.

Types of Child Care Training

There are two main categories of training and certification that care providers must complete according to Child Care Aware. These are initial training and annual training.

Initial Training

child care education

Before starting a daycare center, owners, administrators, and staff have to undergo initial training and coursework in daycare management. This often includes receiving a degree in early or elementary education, as well as a continuing education. These courses teach daycare providers how to build curriculums and handle the business and administrative aspects of running a child care center.

Initial training courses are those that are completed once during a care provider’s career. Though still important, it is generally simpler to track these credentials for each instructor.

Annual Training 

emergency training

Annual training refers to training and certifications that must be renewed on a yearly or biannual basis, as many states require these courses to be taken by care professionals every two years.

This type of training is generally focused on emergency safety and ensuring that child care providers can recognize and monitor developmental or emotional issues.

Emergency Safety Training

Kids will often push their limits without realizing the dangerous consequences associated with their actions. That is why it is important that care providers have up-to-date first aid training and CPR certifications. Required certifications might vary based on the age group your center serves. For example, there is an entirely different set of recommendations when it comes to CPR for infants. These trainings include both indoor and outdoor safety to ensure teachers can create a safe environment for students.

Annual emergency training will also ensure that instructors are prepared to handle natural disasters, such as fires, as well as man-made emergencies. 

Child Development Training 

In addition to emergency training, care providers must renew certifications that inform them on the development process. This includes the ability to recognize and diagnose cognitive disabilities or areas of physical development that might need more attention. This will also include training to care for children with special needs. Finally, care givers will have to attend trainings that enable them recognize potential cases of child abuse, and teach them the proper protocol to report it.

The most effective way to track the completion of each of these types of training is with child care management solutions.

 

Using Child Care Management Solutions to Track Trainings 

Keeping track of all of these certifications is necessary to ensure the safety of students, and that your center is compliant with state regulations. However, tracking the initial, annual, and continuing courses being pursued by your staff can be difficult to do manually.

With child care management solutions you can track child care training and certifications on an individual level, and set reminders for when they need to be renewed.

For example, Procare helps child care centers track employee training and continuing education hours using the Requirements or Benefit Hours settings in the Employee Data Module.

Incorporating a software solution at your child care center can ensure that your staff is always up to date on necessary training and certifications – thus creating a safe and healthy learning environment.

Final Thoughts

To meet state regulations and give parents peace of mind, child care providers must continually learn the most effective methods for teaching and caring for their students. When caring for children each day, it is easy to get busy and lose track of individual training records.  With child care management solutions, tracking employee training and setting reminders gives providers more time to engage with and plan activities for their children.

Learn more about how Procare’s child care management solutions help organize employee and family data.

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A Complete Guide to Successful Daycare Management

Professionals seeking to pursue a career in child care or daycare management are motivated by their passion to improve the lives of their students. In order to do this, it is important that these individuals have a strong understanding of the developmental needs of children, how to communicate with their families, and how to ensure kids’ health and safety while in their care. This understanding helps child care professionals establish an integral trust between themselves and the children they care for, which ultimately fosters stability in kids’ lives.

There are several qualifications that aspiring professionals in the child care field must meet. These requirements can vary based on state licensing regulations, or the requirements of the school or daycare center. In order to be successful in this field and reach the level of responsibility desired – whether a teacher, daycare director, or daycare owner – candidates must complete various courses and trainings that qualify them to provide and contribute to:

  • A safe, healthy learning environment
  • Quality curriculums that promote child development and parent involvement
  • Business operations and administrative tasks.

Typically, to acquire accreditation in these areas, child care professionals will have completed degrees in early education or elementary education, or pursue continued education degrees in daycare management.

In addition to these classes and course work, daycare management professionals are often required to have their Child Development Associate (CDA) credential, or Child Care Professional (CCP) certification – these are two of the most commonly recognized and required daycare management certifications. These programs can be rigorous. The CDA requires prospective candidates to have completed 480 hours of experience working with children within the last five years, as well as 120 hours of formalized child care. CCP certification requires 720 hours of experience, and 180 hours of training in nine specific areas of care.

Successful Daycare Management: Training, Courses, & More

These certifications, as well as many daycare management education courses and programs, focus on providing enrolled care professionals with the following core competencies.

Create a Safe, Nurturing Learning Environment

Daycare Center

It is essential that daycare providers have the skills to keep children safe and healthy, while still encouraging curiosity and exploration. While pursuing daycare management education, providers will learn how to create this environment.

Care providers should assess the space from a child’s perspective, looking for hazards or items that might cause accidents, such as sharp edges, or uncovered electrical outlets. Caregivers must also be careful with how they store food and medications. If children require medicine, caregivers should store it up high, behind a lock. If there are any allergies, food will have to be stored accordingly to ensure there is no cross contamination.

In addition to safety measures, daycare providers must create welcoming centers that encourage early childhood development with age appropriate games and toys, as well as child sized chairs and tables, natural light, and ideally an outdoor area.

Promote Development Through Curriculum

Daycare Curriculum

The primary goal of any child care provider is to educate their students. Courses in daycare management teach providers how to build out programs that promote development across all core functions such as cognitive, physical, emotional and social skills. This will include creating customized plans by age group, from infants, to toddlers, to preschoolers.

In addition to teaching daycare providers how to plan these nurturing curriculums, a strong daycare management program will also help to develop the skills needed to observe and evaluate each child’s developmental progress. This ensures the highest quality, individualized care, as instructors observe and alter plans based on the pace of each child’s growth. Furthermore, these trainings will help daycare instructors create plans for parent engagement, for how to best communicate and build relationships with families to align learning.

Business and Administrative Operations

Child Care Center Administrative Tasks

In addition to preparing child care professionals for day-to-day child needs, daycare management training will also prepare professionals with the business and administrative knowledge to direct a daycare, or to open their own daycare. Individuals in these management positions are in charge of the administrative tasks that keep daycare centers running.

This means tracking employee training and licensing requirements, billing and payroll, scheduling, expenses, and more, to ensure that that center is profitable. Daycare management courses will often include sessions on how to automate these processes with daycare software, and how to choose the best child care software for your center.

Final Thoughts

To achieve a well-rounded daycare management education that informs high quality care, caregivers need training in three core areas of operating a successful child care business. When searching for the program to get this training, child care providers should maintain the three core areas listed above as a basis for their continued daycare education and training.

Learn about how Procare’s child care management software supports daycare administrative tasks.

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Child Care Forms & Other Items You Need for The First Day of School

The first day of a new year or term at your child care center is both exciting and hectic. As a child care provider, chances are that as this day approaches you are busy getting the supplies you need, organizing daily daycare schedules for each class and age group, and coming up with activities that will engage and develop your students.

Daycare Center

However, in addition to these child-focused preparations, there are a lot of logistical tasks that must be taken care of before the children arrive on their first day. When parents drop their children off on their first day at your child care center, they need to be assured that you and your staff are fully prepared to care for their child’s needs, and that they will be secure in your care.

As a result, they are required to fill out multiple child care forms for you and your staff to have on hand. In addition to child care forms, there are multiple personal items that parents should bring on the first day to ensure their child is healthy and comfortable while away from home.

The First Day of School: Child Care Forms & Other Items

Keeping track of all of the forms, information, and additional items that parents need to bring on the first day can be difficult. To make this easier, the Procare team has outlined a list of everything a daycare provider needs before the first day of the school year, including free child care forms and templates for child care providers to download and use.

child care management software

Child Care Registration Forms

This form should include personal and medical information for the child, as well their parent or guardian’s information. Child care providers should give parents plenty of time to fill this out, and arrange any doctor’s visits that might be necessary.

It’s important that the form includes information like the child’s birthday, medical information, and allergies. This ensures that arrangements can be made to accommodate each child’s health needs prior to the first day. For example, if a child has a peanut allergy, you might choose to make your care facility peanut free.

Following information on the student, this form should include the names and contact information, including home, mobile, and work numbers for primary and secondary guardians. Finally, this form will include the best person and number to contact in the event of an emergency, as well as any other people the guardian wants to authorize to pick up their child.

Attendance Tracking Forms

Daycare Bus Run Forms

Child care providers have to know where each student is while in their care. That’s why attendance tracking sheets are necessary to manage each child from the moment they are dropped off in the morning until they are picked up at the end of the night. To account for this, child care providers will need daily sign-in sheets, roll call sheets, and bus run sheets.

Daily sign-in sheets can be filled in each morning by parents as kids are dropped off at school, while roll-call sheets can help you keep track of attendance between activities, such as if your care center has outdoor time during the day.

If your child care program uses a bus or another transportation system to pick up and drop off at the beginning and end of each day, daily bus run sheets can help you and your staff ensure each child is on the correct bus, gets on and off safely, and meets their guardian.

Meal Tracking Sheets  

daycare meal tracking

Child care meal tracking sheets are especially important if your child care center relies on the USDA’s Child and Adult Care Food Program (CACFP) which requires centers to track how many meals are claimed at your centers. Aside from CACFP, tracking the meals each child eats during the day is an important part of reporting to parents at pick up. Tracking what they ate during the day will inform what they are served that night, while helping to notice strange eating patterns that might be indicative of health issues.

As these forms and the information stored on them need to be easily accessible at all times, and often on the go, a child care management software can provide value through offering accessibility and automation.  

Other Items to Suggest for the First Day

daycare supplies

In addition to having all of the necessary registration paperwork completed, there are a few other items you might want to suggest parents bring on the first to ensure their child is comfortable:

Extra Clothes

It is a good idea to have parents bring one or two sets extra clothes, as well as a smock for painting. Kids can be messy especially during crafts, outdoor play, and at meals. Having clean clothes will ensure your child is comfortable. Additionally, it is a good idea to have parents bring seasonal supplies, such as hats, mittens, and scarves in the colder months, and sunscreen when its warmer.

Snacks

Depending on your child’s age, you may want to send them to their daycare center or after school program with a specific formula or snack. Make sure they also have their bottle or sippy cup.

Comfort Items

Finally, have parents bring one or two comfort items that will help their kids feel more at home in their new environment. This might be a favorite blanket, stuffed animal, or a picture of your family. 

Make sure everything you send in with your child is labelled with their name, as they can easily lose track of their possessions.

Final Thoughts

As the first day of your child care program approaches, it is important to make sure you have everything you need to ensure each child is comfortable and safe. Following this checklist will give you the material you need to stay in touch with parents, track child check-in, check-out, and attendance throughout the day, and help your student to feel more at home while in your care.

Looking for even more child care forms? Access all of our free and printable templates here.

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