Claiming and allocations of Government Subsidies
November 3rd, 2023 
Approved providers of home care, claim funding via a Department of Human Services login, whereby individual care recipients are details are recorded, and funding is requested.
Funding is generally deposited in lump sums within the first five working days of each calendar month as an estimate of the months funding. This is based on the prior months funding. Several days later into the month, the Department of Human Services makes an actual statement available in pdf and CSV (i.e. Excel) format of the prior months actual funding, that considers the earlier estimates and makes up for shortfalls or overpayments.
Capital Guardians has the ability to allocate money according to your estimate/budget, in absence of a remittance from Department of Human Services. This allows an upload of the actual remittance, with the system making any adjustments necessary to ensure the month’s subsidy is equal to the remittance for that month.
Provider users who have an Admin button on their login, give the ability to select the Allocation button, select the relevant month, and allow the system to allocate money shown as unallocated to the relevant months budget. This can be useful to get money quickly into an account to pay invoices, prior to getting a formal remittance from the Department of Human Services.
When the formal remittance is available, the Administration user from the provider will upload the CSV file which has been downloaded from the Department of Human Services portal, and all the funding monies will be allocated, and adjusted for any estimates made earlier in the month.
Process:
- Ensure all account have their Dept Human Services ID number entered (nine digits), access from the Viewer menu.
- Support office login and select “Admin”
- Import “csv” from Dept of Human Services login .. Upload
- All accounts are matched from their Medicare ID.
- “Existing”, any estimate within the month
- “New”, comprising allocations per the Medicare remittance (including prior period adjustments)
- “Adjust”, the difference between what was allocated and what should be allocated.
- Submit will allocate the “Adjust” amount accordingly to the relevant accounts, taking money from “Unallocated”
