Setting up a Contribution Band

5 minutes read

Contribution bands (also known as a charge template) allow you to associate the same company fee payer multiple times with a single resident’s booking. This is particularly useful for local authorities and NHS organisations where different contributions may be made for different services under the same organisation.

What is a contribution band?

A contribution band is a sub-division of a company fee payer profile that allows you to create multiple funding lines under the same organisation. Each contribution band can carry a different:

• Name
• Company Fee Payer Reference
• Company Fee Payer ID

This enables clearer separation and tracking of how fees are split and paid - such as when a local authority covers multiple elements of a resident’s care, like standard social services and health-related fees.

Use case example

Lottie Care Home has a resident, John Doe, who is funded by the Local Authority for various aspects of his care. The Local Authority covers both his standard social services fees and health-related fees. However, these are separate funding lines and need to be tracked independently under the same Local Authority.

To manage these separate fee contributions more effectively, the care home sets up Contribution Bands within the Local Authority’s company fee payer profile. This allows the home to manage and track these different funding lines as unique fee payers, resulting in unique financial documents being created for each funding line, while still associating them with the same overarching Local Authority fee payer.

How to create a contribution band

1. Go to the Billing tab in the sidebar.
2. Select the Company Fee Payer tab.
3. Choose the relevant company fee payer, or create a new one if it doesn’t already exist.
4. Click the Bands tab, then select Create Contribution Band.
5. Enter a Reference (optional). This is a free-text field and can be used to help further identify the band internally.
6. Enter a Name (required). Choose a clear and descriptive name that will help your team easily understand the purpose of the band. Once created, this name will appear when adding a company fee payer to a resident profile.
7. Click Create Contribution Band to save.

Once created, a Contribution Band ID (CFP ID) will be automatically generated. This is a unique identifier that combines:

• The main Company Fee Payer ID
• The letter “B”
• A sequential number starting from 001 and increasing every time a new contribution band is created and associated with the company fee payer profile.

For example: CFP-001-B-001

There is no limit to the number of contribution bands you can create for a single company fee payer.

How to edit a contribution band

Once a contribution band has been created, you can edit the Reference and Name fields at any time. Please note: the CFP ID is automatically generated by the Found product and cannot be changed.

To edit a contribution band:

1. Go to the Billing tab in the sidebar.
2. Select the Company Fee Payer tab.
3. Choose the relevant company fee payer.
4. Click the Bands tab.
5. Click the three-dot menu next to the contribution band you wish to edit and select Edit Contribution Band.
6. Make the necessary changes to the Reference or Name.
7. Click Save Changes.

Any updates made will automatically reflect across all resident bookings associated with that contribution band.

How to add a contribution band to a resident profile?

1. Navigate to a Resident’s Profile
2. Click Billing tab
3. Click on the “Fee Payers” tab and make sure you’re on the right booking
4. Select Add Fee Payer
5. Select Add Company Fee Payer
6. After choosing a company fee payer that has contribution bands set up, a Contribution Band drop-down will appear.
   1. By default, "No Band" will be selected within the contribution band field. This refers to the overarching company fee payer.
   2. If you want to assign a specific subdivision of the fee payer, select the relevant Contribution Band from the drop-down.
7. Fill in the remaining required fields and click Associate Fee Payer.

Once added, the Full Name or Organisation field will display the company fee payer's name and the contribution band name, separated by a hyphen—for example:

[Company Fee Payer Name] – [Contribution Band Name].

The contribution band will now be added as a fee payer to the resident's profile and will be available for future billing cycles.