Tariff Management

Tariffs assign monetary values to reported services. These rates convert validated data into payments that reward facility performance. This guide explains how tariffs work, how to configure them, and how to maintain alignment with program priorities.

Purpose of tariffs

• Translate service volumes into financial incentives.
• Provide transparency so facilities understand how their work affects revenue.
• Allow programs to adjust emphasis on priority services by raising or lowering rates.
• Feed directly into invoice calculations, payment previews, and financial reports.

Components of a tariff record

• Indicator or data element – The service being priced.
• Dataset association – The form or module where the indicator appears.
• Amount – Monetary value per unit of service, typically in local currency.
• Currency – Useful when programs operate in multiple currencies.
• Effective period – Start and end dates controlling when the tariff applies.
• Status – Active, scheduled, or retired.
• Notes – Rationale for the amount or references to policy documents.
• Audit trail – Logs changes with timestamps and user information.

Access requirements

• Only administrators or finance managers should edit tariffs.
• Regional coordinators may have read-only access to confirm rates before facility visits.
• Exporting tariffs should be limited to those preparing budgets or financial reports.

Preparing tariff updates

1. Review policy directives or donor agreements guiding service valuation.
2. Gather service utilization data to understand the potential financial impact.
3. Coordinate with program leads to confirm priority areas.
4. Determine effective dates, aligning changes with fiscal or calendar cycles.
5. Plan communication to facilities and partners explaining the rationale for updates.

Configuring tariffs

Maintaining tariff accuracy

• Regular reviews – Assess tariffs before each fiscal year to ensure they match budget projections.
• Stakeholder engagement – Involve finance, clinical, and policy teams when adjusting rates so the program remains balanced.
• Scenario testing – Estimate how tariff changes impact payments using historical data before finalizing amounts.
• Documentation – Record the rationale and approvals for every adjustment in the notes field or a linked change log.
• Synchronization – Ensure tariff updates align with partner assignments and dataset configurations.

Impact on other modules

• Data Entry – Totals displayed in the data entry table use tariffs to calculate payout estimates.
• Invoices – Final payment files multiply validated quantities by tariffs, so accuracy is critical.
• Partner Reports – Partners rely on tariff data to understand their funding contributions and expectations.
• Quality Bonus Calculations – Some programs tie tariffs to quality performance; ensure both modules stay aligned.

Handling complex scenarios

• Tiered tariffs – If rates vary by facility type or region, create separate records with clear labels and coverage notes.
• Temporary incentives – For short-term campaigns, set start and end dates that automatically retire the tariff when the campaign ends.
• Currency changes – When switching currencies, update both the currency field and amount. Provide conversion details in the notes for future reference.
• Shared indicators – When multiple datasets reference the same indicator, ensure tariffs are defined for each dataset to prevent gaps.

Frequently asked questions

Can tariffs be zero? Yes. Use zero-valued tariffs when indicators are tracked for monitoring but should not trigger payments.

How do we handle mid-period changes? Plan updates to take effect at the start of the next reporting period. If a mid-period change is unavoidable, document the decision clearly and notify all stakeholders.

Can we copy tariffs between datasets? Use the export and import tools or bulk edit features where available. Always review copied tariffs to confirm they match the new dataset’s policy.

What if an indicator is retired? Set the tariff status to retired and remove the end date if it is no longer needed. Keep the record for historical context.

Who approves tariff changes? Follow your governance process—typically a combination of finance leadership, program directors, and donor representatives.

Troubleshooting

• Tariff not appearing in invoices: confirm the effective dates cover the invoice period and that the indicator is linked to the dataset.
• Unable to save: check for missing required fields or overlapping effective dates.
• Wrong amount displayed: verify no duplicate tariff exists with a higher priority or overlapping timeframe.
• Export file missing entries: ensure filters are not hiding the records you expect.

Best practices summary

• Align tariff updates with policy changes and budget planning cycles.
• Engage stakeholders early to avoid surprises.
• Document every change and retain historical records for audits.
• Monitor payment reports after updates to confirm results match expectations.
• Coordinate with partner assignments and quality modules for consistent incentives.

Thoughtful tariff management supports fair performance payments and stable funding.