Program DirectorWhat is our cost-per-child for STEM this summer?
PTRS pulls planned budget ($24,000) ÷ enrolled members (120) = $200 / child. It also computes actual-to-date ($19,490 ÷ 120 = $162.42) and projects to completion.
PTRS is not an accounting package, but it governs the data that feeds every dollar in a club's operating model: federal meal reimbursements, grant funding, tuition and fee waivers, program budgets, and procurement.
CACFP is where PTRS delivers the clearest, hardest-dollar ROI. A typical mid-sized club serving ~150 meals per day across its sites can recover on the order of $50,000+ per year in federal meal reimbursement — assuming every meal is correctly logged, validated, and claimed.
Every month-end claim is built with the same formula, automatically:
Tier assignments come from verified income applications (per 7 CFR 226.15(e)) or area-eligibility based on census tract. FPL thresholds live in the database and are updated annually without code changes.
| Meal tier | Meals served | Rate / meal | Subtotal |
|---|---|---|---|
| Free (FPL ≤ 130%) | 3,075 | $1.45 | $4,458.75 |
| Reduced (FPL 130%–185%) | 4,275 | $1.20 | $5,130.00 |
| Paid | 2,100 | $0.95 | $1,995.00 |
| Monthly CACFP reimbursement | $13,583.75 | ||
Point-of-service entry, validated against USDA 7 CFR 226.20 meal-pattern rules at the moment of logging. Invalid meals are rejected with corrective guidance.
Income applications validated against FPL thresholds. Area-eligibility for sites in qualifying census tracts. Tier assignments feed directly into claim math.
Production records (prepared vs served), temperature logs, waste documentation — all structured data, all audit-ready.
Multi-site inventory consolidation, vendor management, purchase orders, Buy-American country-of-origin tracking.
Monthly aggregation, validation, approval workflow (staff → regional director → finance), status tracking until USDA pays.
Automated export of the Delaware state submission package — formatted for the DENARS portal in one click.
Clubs live or die by their funders. PTRS treats every funder as a CRM entity and every report as a first-class deliverable — with all the underlying evidence (attendance, demographics, outcomes) already captured.
| Metric | Q1 2026 | YoY change |
|---|---|---|
| Children served | 2,347 | +4.1% |
| Attendance rate | 87% | +3 pts |
| Low-income (FPL ≤ 185%) | 62% | +1 pt |
| Academic enrichment attendances | 847 | +7.2% |
| Documented reading gains | 890 | — |
| Program completion rate | 91% | +2 pts |
Generated in under two minutes — zero manual data compilation.
| Category | Planned | Spent | Remaining |
|---|---|---|---|
| Staff salaries | $15,000 | $12,400 | $2,600 |
| Materials / kits | $6,000 | $5,850 | $150 |
| Field trips | $3,000 | $1,240 | $1,760 |
| Total | $24,000 | $19,490 | $4,510 |
Because program budgets sit next to program enrollment and outcomes, PTRS can answer questions a spreadsheet never can:
PTRS pulls planned budget ($24,000) ÷ enrolled members (120) = $200 / child. It also computes actual-to-date ($19,490 ÷ 120 = $162.42) and projects to completion.
Every expense is tagged to a funding source. PTRS surfaces funder-specific spend totals and flags any expense that lacks a funding allocation — so grant compliance is always auditable.
On the member side, PTRS tracks all of the "what does this family owe, what did they get waived, and how do they pay" data — ready for a finance workflow.
Per-member tuition schedule tied to enrollment period.
Full or partial waivers with justification captured on the enrollment record.
Scholarship tracking tied to the enrollment period and funding source.
Preferred method on file · tied to guardian · ready for finance exports.
Each of these is stored against the member's enrollment history — so you always know what a family paid (or didn't) in any period, for any program, across any site.
The meal program is where the hardest dollars live — and also where manual tracking loses the most money. Even a modest 5% improvement in meal-count accuracy and claim completeness more than covers the cost of the platform, while every other module (compliance, credentials, parent engagement, analytics) becomes "free".