Rollover adjustments after quarter close

This topic describes how rollover adjustments work when payment variations are received after a quarter has closed.

Keywords: rollover adjustment, unspent funds, funding source, payment variation, quarter close, carevision rollover, funding correction, client balance, aged care funding, rollover calculation

When a quarter closes, unspent funds are carried forward as a rollover onto the client’s next-quarter funding source. If a payment variation arrives after that rollover has been created but relates to a booking in the closed quarter, CareVision now reduces the rollover so it reflects the corrected balance. Without this, the rollover would overstate what the client is entitled to carry forward.

Why this changed

Rollover calculation used to wait 60 days after quarter end, allowing time for late payment variations to arrive before the rollover was locked in.

That wait has been removed so organisations can close quarters sooner. The trade-off is that a late variation can now arrive after the rollover already exists, hence this correction.

When the correction applies

All of the following must be true:

1. The previous quarter’s final statement period is already closed. See How to use the Close Quarter Button
2. A rollover already exists on the next quarter’s funding source
3. The variation relates to a delivery date in that closed quarter
4. The funding source is SAH Levels or HCP Transitional

Note: Other funding source categories are not eligible for rollover and are skipped.

How the reduction works

The variation amount is subtracted directly from the existing rollover.

The rollover cap that applied at original calculation, the lesser of remaining funds, or the greater of $1,000 and 10% of quarterly budget, is not re-applied. The correction reduces the figure that was already capped.

The result is floored at zero. A variation larger than the rollover reduces it to zero, not a negative amount.

A new version of the existing rollover fee item is created. The original fee item, its start date, and all other fields are unchanged, only the amount is updated. Prior versions remain available for audit.

Important: Manual rollover values are overwritten

Warning: If you have manually entered a rollover amount on a client’s funding source, closing a statement period containing variations for that quarter will recalculate the rollover and replace your manual value.

This is intended behaviour. The system recalculates from source data and does not preserve manually-entered figures.
If your organisation relies on manual rollover adjustments:

1. Record the manual value and the reason before closing any period with variations
2. Check affected clients’ rollover amounts after closing
3. Re-apply manual adjustments if still required
4. Contact CareVision Support before closing if you are unsure whether a period contains variations

Verifying after a period close

1. Identify clients with variations processed against the closed quarter.
2. Open each client’s next-quarter funding source.
3. Confirm the rollover reflects the corrected amount.
4. Where a manual value was previously entered, confirm whether it has been replaced.
   

This topic explained how rollover adjustments are applied after a quarter closes, including when corrections occur and how they are calculated. For more information about rollover adjustments, contact the CareVision Support Team.

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