Foster Care Agency Management & Payroll System (Excel-Based)

Foster Care Agency Management & Payroll System (Excel-Based)

The Foster Care Agency Management & Payroll System is a comprehensive, Excel-based solution designed to help agencies organize placement data, manage rate changes, and review payroll and agency margin information in one centralized system.

Built using Microsoft Excel 365 with Power Query and macros, the system connects foster parent data, child placement history, Levels of Care (LOC), payment rates, and reimbursement rates into a structured, date-driven workflow that supports consistent tracking and reporting.

What the System Helps You Manage

• Foster parent records and contact information
• Child placement history, including placement dates, discharges, and Level of Care changes
• Foster parent payment rates by Level of Care and effective date
• State or county reimbursement rates by Level of Care and effective date
• Placement assignments and transitions over time
• Payroll review by foster parent and custom date range
• Agency reimbursement totals and margin visibility

All calculations and reports are based on user-entered data and selected date ranges, supporting review of both historical
and current information without maintaining multiple disconnected spreadsheets.

Key Features

• Centralized databases for foster parents, children, Levels of Care (LOC), and rates
• Placement Registry recording placement start dates, discharge dates, and LOC changes
• Support for rate changes over time using effective start and end dates
• Prorated calculations when placements or rates change mid-period
• Payroll Dashboard showing foster parent payments, reimbursements, and agency margins
• Designed for internal tracking, review, and reporting workflows

System Requirements

• Microsoft Excel 365 (required)
• Macros and Power Query must be enabled
• Not compatible with Google Sheets or earlier versions of Excel

Training & Support Included

• One (1) hour of guided setup and training
• Seven (7) days of post-delivery support for setup and formula-related issues
• Custom modifications or expansions quoted separately

Live Demo Available

A free 30-minute live demo is available for agencies evaluating a full system purchase.
To request a demo, please visit the Contact page.

Product Terms

Digital Product Policy: This is a digital template sold “as-is.” All sales are final once delivered.
Formula or script issues identified within 7 days of training will be corrected at no additional charge.

Ownership & Usage Rights: Licensed for internal agency use only. Resale or redistribution is not permitted.

Liability Disclaimer: Outputs are based on user-entered data. You are responsible for verifying accuracy and compliance.
EverReachCraft, LLC is not responsible for decisions made using this system.

How Does It Work?