Know what your center is owed — and when it's short
Government subsidy payments reconciled against your enrollment and attendance records each period. Discrepancies caught early, documentation kept clean, audit trail maintained throughout the year.
Talk to us about your subsidiesWhat this service delivers
Subsidy income that's tracked, matched, and documented — not chased down at year end
Discrepancies found early
Differences between expected and received subsidy payments identified each cycle — before they turn into a cash flow problem or an audit concern.
Documentation ready for inquiry
Supporting records prepared for underpayment inquiries, so the process of following up with funding agencies is backed by clear, organized evidence.
Audit-ready records maintained
A clean, consistent audit trail kept throughout the year — not assembled in a hurry when a review is announced.
What gets in the way
Subsidy payments rarely arrive exactly as expected — and the gaps add up quietly
Government subsidy programs for child care have their own timelines, their own calculation rules, and their own documentation requirements. Payments don't always match what enrollment and attendance records suggest they should.
When there's no systematic process to match each payment against your records, those differences tend to go unnoticed until they become a significant amount — or until an audit reveals they were never properly documented.
Chasing up underpayments without clear supporting records is difficult. Preparing for an audit without a maintained paper trail is stressful. A regular reconciliation process addresses both before either becomes urgent.
Payment timing doesn't match your cycle
Subsidy disbursements from government programs operate on their own schedule, which often doesn't align neatly with your monthly accounting close.
Calculation rules change
Reimbursement rates and eligibility criteria are updated periodically. Without active monitoring, underpayments from rate changes can go unnoticed for several cycles.
Family co-payments add complexity
Where subsidies are split with family co-payments, tracking which portion came from which source and reconciling both against attendance creates a layered matching task.
Documentation gaps show up in audits
Regulatory reviews of subsidy programs look for specific supporting records. Without an ongoing documentation process, assembling those records retrospectively is time-consuming and sometimes incomplete.
How this service works
A matching process built around how subsidies actually work
Each part of this service is oriented around the specific mechanics of government subsidy reconciliation for child care — not a generic accounts receivable process applied to a different context.
Payment-to-enrollment matching
Each subsidy payment received is matched against your enrollment and attendance records for that period. The matching identifies both the amount and any discrepancy from what the records indicate should have been received.
Family co-payment reconciliation
Where subsidies involve a split with family co-payments, both portions are tracked and reconciled against attendance separately — so the full picture of what was received and from whom is always clear.
Underpayment inquiry documentation
When discrepancies are found, supporting documentation is prepared — enrollment records, attendance data, payment history — so you have what you need to pursue underpayments with the relevant agency.
Ongoing audit trail maintenance
Records maintained throughout each cycle in a format consistent with what audit reviews look for. Nothing assembled in a hurry — documentation is kept current as part of the regular reconciliation process.
Working together
A regular rhythm that keeps your subsidy records in order
At the start of each cycle, you share your payment notifications and the relevant attendance and enrollment data for the period. We take it from there — matching payments, identifying discrepancies, and maintaining your documentation.
The service runs on a monthly or bi-monthly cycle depending on your subsidy program's schedule. At the end of each cycle, you receive a clear reconciliation summary: what was received, what the records indicate should have been received, and where the gaps are.
When a discrepancy requires follow-up with a funding agency, we prepare the supporting documentation so that process is backed by organized, specific evidence rather than assembled at the last moment.
You share payment notifications and records
Payment confirmations, attendance records, and enrollment data for the period sent to us in whatever format you have them.
We match and reconcile
Payments matched against records, discrepancies identified, co-payments reconciled, and documentation updated — all handled on our end.
Reconciliation summary delivered
A clear summary of the period's reconciliation, including any discrepancies and the documentation supporting follow-up inquiries.
Records stay current
Audit documentation maintained throughout — not a batch job at the end of the year when a review is announced.
Pricing
Subsidy & Reimbursement Reconciliation
A consistent monthly investment in having your subsidy payments properly tracked and documented. Service can run on a monthly or bi-monthly cycle depending on your program's disbursement schedule.
What's included each cycle:
Monthly or bi-monthly cycle — aligned to your subsidy program's disbursement schedule. Pricing discussed during an initial conversation where we can understand your specific programs and record situation.
How we approach the work
Reconciliation that follows the logic of government subsidy programs
Subsidy programs differ by jurisdiction — the eligibility rules, co-payment structures, and documentation requirements aren't uniform. Pinmark works with the specifics of your program rather than applying a template from somewhere else.
Over time, the reconciliation process builds a clear longitudinal picture of your subsidy income — how it tracks against enrollment, where discrepancies tend to appear, and how your funding agency's payment patterns behave across the year.
Centers that have gone through audits with reconciliation records maintained throughout the year consistently report a smoother process than those preparing records retrospectively.
Typical timeline
Suitable for
Child care centers and daycare operations that receive any form of government subsidy — including childcare assistance programs, subsidy vouchers, and direct government funding — where payment reconciliation and audit documentation are ongoing requirements.
Our commitment to you
You should feel confident about the people handling your subsidy records
Subsidy records are a significant part of your center's financial standing. The people working with them should be straightforward about what the process involves and what you can expect.
We start with a conversation about your specific subsidy programs before anything else. If we can add value to your situation, we'll say so clearly. If there are aspects we'd want to understand better before committing, we'll be honest about that too.
Clear reconciliation summaries
Each cycle's output is a readable summary — not just data files. You should be able to see what was reconciled and where any gaps are without needing to interpret raw numbers yourself.
Initial consultation at no charge
The first conversation costs you nothing. We talk through your subsidy programs and what your records currently look like before any arrangement is discussed.
Responsive to program changes
When reimbursement rates or eligibility criteria change, the reconciliation process adjusts accordingly — the service doesn't lag behind updates to your subsidy program.
No long-term commitment to start
We discuss terms at the outset based on your situation. The goal is an arrangement that remains useful for your center over time.
How to get started
Three steps to get your subsidies in order
Getting started with proper subsidy reconciliation doesn't require your records to be in perfect shape. We work with what you currently have.
Send us a message
Use the contact form to tell us briefly about your center — which subsidy programs you're enrolled in and what your current reconciliation process (if any) looks like.
We talk through your programs
We'll follow up within two business days to understand your specific subsidy programs and what your records currently look like.
We set up and begin
If it's a fit, we agree on the cycle schedule and start the first reconciliation run — working with whatever records you currently have.
Let's talk about your subsidy reconciliation
Send us a message and we'll get back to you within two business days. Start with your situation and we'll take it from there.
Get in touch with PinmarkOther services
Explore Pinmark's other offerings
Service 01
Child Care & Daycare Accounting
Full accounting coverage for child care centers — tuition billing, payroll processing, enrollment-based revenue summaries, and regulatory expense reporting.
Service 03
Licensing & Compliance Financial Records
Financial documentation organized for licensing applications and renewals — budget records, financial viability demonstrations, and expense categorization in licensing authority formats.