Adjusting a fee payers contribution individually

5 minute read

There may be occasions where a Fee Payer's contribution amount needs to be adjusted—either increased or decreased—due to changes in funding. Found allows you to manage these changes at an individual level directly from the resident's profile.

This functionality supports both future adjustments ahead of time and backdated contributions, ensuring all financial records remain accurate and up to date along with contributions.

1. Accessing contribution management

• Navigate to the Resident Profile.
• Go to the Billing tab.
• Select the Fee Payers tab
• Locate the Fee Payer whose contribution you wish to change.
• Select the three-dot menu next to the relevant Fee Payer and click Manage Contribution.
• Choose either Adjust Contribution or Backdate Contribution, depending on the type of change required.

2. Adjust contribution (present or future changes)

Use this option when the contribution change is effective as of today or at a future date or in scenarios where it doesn’t impact existing contribution changes in the past.

You will be asked to populate the following fields:

• Amount options (choose one of the following):
  • New amount – Enter the new contribution as a fixed value.
  • Decrease by % or £ – Specify the reduction as a percentage or fixed monetary value.
  • Increase by % or £ – Specify the increase as a percentage or fixed monetary value.
  • Date of contribution change – The date from which the new contribution fee should apply.

Once all information is entered, click Adjust Contribution to apply the update.

3. Backdate contribution (historical changes)

Use this option when the contribution change took effect in the past. This may be required, for example, if you were recently informed of a backdated funding adjustment by a Local Authority several months late.

You will be asked to populate the following fields:

• Select the past contribution to place the new backdated change in front of. This ensures the contribution history remains chronologically accurate.
• Start date of the new contribution – The date from which this backdated amount should apply.
• Amount options (choose one of the following):
  • New amount – Enter the new contribution as a fixed value.
  • Decrease by % or £ – Specify the reduction as a percentage or fixed monetary value.
  • Increase by % or £ – Specify the increase as a percentage or fixed monetary value.

Once complete, click Add Backdated Contribution to save.

4. Automatic adjustments for overpayments or underpayments

Whether adjusting or backdating, Found will automatically calculate if any overpayments or underpayments have occurred during the impacted billing period. If a discrepancy is identified, you will be offered the option to:

• Automatically generate Care Fee Adjustments to reconcile the difference.
• These adjustments can be scheduled to appear on the next financial document, appear as standalone care fee adjustments, or be attached directly to financial documents.
• If no discrepancy is found, the system will simply update the Contribution History with a new entry reflecting:
  • The new contribution amount
  • The effective billing period
  • The user who made the change and the date/time of the update

5. Editing an adjustment 

If a contribution has been entered incorrectly or requires amending, you can edit the adjustment directly within the Contribution History.

To edit an existing adjustment:

• Navigate to the Contribution History via the resident’s Fee Payers tab.
• Locate the contribution entry you wish to edit.
• Select the Edit button.
• Update the contribution amount as needed.

Similar to adjusting and backdating, Found will automatically calculate if any overpayments or underpayments have occurred during the impacted billing period. If a discrepancy is identified you will be prompted to create care fee adjustments. 

Important: You will not be able to change the effective date of the contribution through this method. If the date itself needs to be amended, use the Backdate Contribution option to insert a new entry with the correct date and contribution amount.

By managing contribution changes directly in the resident profile, Found ensures full transparency and accountability across all funding adjustments.

Example scenario: 

To illustrate how Found calculates a care fee adjustment following a contribution change, consider the following scenario. 

A fee payers weekly contribution is increased from £100 to £200, effective 15 January.

Billing period: 1 January to 31 January (31 days)

Existing invoice:

• Invoice #1 covers the full period (1–31 January).
• The care fee on the invoice is £442.86, calculated at the original contribution of £100 per week (£14.29 per day × 31 days = £442.86).

Setup details:

• Original contribution: £100 per week → £14.29 per day
• New contribution: £200 per week → £28.57 per day
• Effective date of change: 15 January
• Impacted period: 15–31 January (17 days)

Recalculation:

• What was charged (original contribution): £14.29/day × 17 days = £242.93
• What should have been charged (new contribution): £28.57/day × 17 days = £485.69

Difference - Under payment: 

• £485.69 − £242.93 = £242.76

Outcome:

• The Found product generates a care fee adjustment of £242.76 to reflect the undercharge for the affected period. 
• This adjustment is then scheduled, and added as an additional line item in the next billing cycle.