Budgets define the services a client is authorized to receive, including the coverage period, rate, and number of available units.
The Budget section of the client profile displays all active, expired, and archived budgets associated with the client. Select a budget to review its details, monitor remaining units, configure restrictions, or set up Auto Spend Down for recurring billing.
Note: Before creating a budget, make sure the appropriate payers and service codes have been created. See Adding Payers, Service Codes, and Budgets for more information.
Accessing the Client Budget
To access a client's budgets:
Click Clients in the left menu
Search for and select the client
Click Budget in the slide-out menu
The Budget section displays all budgets entered by your agency for the client. Budgets should reflect the services and units authorized for the client through their ISP (Individualized Service Plan).
All budgets, including active, expired, and archived budgets, are displayed. Click any column name to sort the list by that column. Each budget lists the service name, payer, coverage period, rate, and total allocated units.
Important: An active budget must be in place for a DSP to select and start a service for the client.
Adding a Budget
To add a budget:
On the client's Budget screen, click Create Budget +
Fill in the required fields:
Service Code: Select the service or billing code from the dropdown.
Payer: Select the payer responsible for billing the service.
Available Units: Enter the total number of authorized units for the service period.
Rate: Enter the rate if it differs from the default rate associated with the service code.
Start Date and End Date: Enter the beginning and end of the service period. The end date can be set up to one year in the future.
Reference ID: Enter any relevant identifier, such as an authorization number, PCP number, or other state-provided reference.
Restrictions (Optional): Add monthly, weekly, and/or daily unit limits to help control budget usage.
Auto Spend Down (Optional): Turn on this option to have Giv automatically generate billing records based on a weekly unit schedule.
Click Save
Once saved, the budget becomes available based on its start and end dates and can be used to track service usage.
Viewing Budget Details
Select any budget to view additional information. In addition to the budget settings, the details page shows:
Units per Month | Annual: Displays the total units available each month, if a monthly restriction is set, along with the total units included in the budget.
Dollars per Month | Annual: Displays the total dollars available each month, if a monthly restriction is set, along with the total dollar amount of the budget.
Annual Available: Shows the remaining units available in the budget. The color of the bar indicates how much of the budget remains: green means plenty of units remain, yellow means the budget is getting low, and red means the budget is nearly depleted.
Editing and Archiving Budgets
To edit a budget, select the budget and click Edit Budget. Make the necessary changes, then click Save.
To archive a budget, select the budget, click Archive, then click Confirm.
Restrictions
Restrictions help you set limits on how many units a client can use within a Monthly, Weekly, or Daily period. These limits help prevent the client from exceeding their authorized units.
When restrictions are set, Giv checks the available budget when a DSP attempts to start a service. As long as units are still available, the DSP can start the service.
DSPs receive notifications within the app as the client gets closer to reaching their budget limit:
31% budget remaining
15% budget remaining
10% budget remaining
Client has run out of budget
Once a restriction limit is reached, DSPs can no longer select that service for a new shift.
By default, a DSP can continue their shift even after the budget limit is reached, as long as they started the service while units were still available. To have the service automatically end when the budget is depleted, enable Auto Clock-Out on Budget Restriction:
Click the Agency Settings icon in the the upper-right corner
Select the Finance card
Turn on Auto Clock-Out on Budget Restriction
Restrictions help agencies stay within authorized limits, prevent overbilling, and track remaining budget units.
Auto Spend Down
Auto Spend Down allows agencies to automatically generate billing records based on a set weekly schedule. This can be helpful for recurring services where the same number of units is used on specific days each week.
Enable Auto Spend Down for Your Agency
Before setting up Auto Spend Down on a budget, the feature must be enabled for your agency:
Click the Agency Settings icon in the the upper-right corner
Select the Finance card
Turn on Auto Spend Down
Set Up Auto Spend Down on a Budget
To enable Auto Spend Down for a budget:
On the client's Budget screen, select a budget and click Edit Budget, or click Create Budget +
Turn on Auto Spend Down
Select the staff member assigned to the billing record from the Select Staff dropdown.
Enter the address where the service will take place.
Enter the number of units and start and end times for each applicable day of the week.
Click Save
Once saved, Giv automatically creates billing records based on the schedule and deducts the applicable units from the client's budget. The schedule begins on the date the budget is saved. Records are not created for previous dates. Used and remaining budget units update as records are generated.
Budgets with Auto Spend Down enabled are not available for DSPs to manually select in the mobile app. Automatic billing stops when the budget is depleted, the budget is archived, or Auto Spend Down is turned off.