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3. Statements of Entitlement are issued to families by providers

Providers must provide a Statement of Entitlement to parents of children eligible for Child Care Subsidy or Additional Child Care Subsidy enrolled in their service(s), once every fortnight. This statement must include details of the sessions of care provided and the resulting fee reduction amounts. The provider will need to use information about entitlements and payments for each child received in their payment advice (through their third-party software or the Provider Entry Point) to prepare these statements.

Statements of Entitlement can only be issued for care already provided, as they must include details of the child's physical attendance at the service and actual fee reduction amounts. Statements of Entitlement cannot be issued in advance, based on estimates.

What a Statement of Entitlement must include

A Statement of Entitlement must include the details summarised in Table 13.

Table 13: Categories and details of information required in a Statement of Entitlement

About

Details

The statement

  • name of the individual to whom the statement is issued
  • name of the child to whom any sessions of care were provided
  • unique identifier assigned to the enrolment of the child for care by the service
  • date of issue and start and end dates of the statement period.

The service

  • name of the provider
  • any business name of the service registered with the Australian Securities and Investments Commission
  • ABN (if any) of the provider and (if different) the ABN under which the service trades
  • unique identifier of service and the provider

For a Family Day Care or In Home Care provider:

  • name and unique identifier of each educator who provided care during the statement period
  • which sessions of care the educator provided.

Sessions of care

Daily and weekly totals of the number of hours of care provided during the statement period, including start and end times for each session of care.

From 14 January 2019, the statement will be required to include the start and end times of the child’s physical attendance.

For the statement period and cumulatively for the financial year until the date of issue of the statement – the sum of:

  • the number of days on which the service is taken to have provided a session of care to the child while the child was absent (up to 42 days in the financial year)

the number of days on which the service is taken to have provided a session of care to the child, beyond 42 cumulative days in the financial year and particular circumstances apply.

Fees

Hourly fees for each session of care provided in the statement period.

Daily and weekly totals of the amount of all fees charged by the provider for care provided during the statement period, including details about any discounting or refund applied in order to pass on fee reductions.

Fee reduction amounts

For the statement period:

  • the number of hours for which the fees were reduced (or for which the individual otherwise received the benefit of a fee reduction amount)
  • the total of the fee reduction amounts of which the provider was given notice
  • a breakdown of the amounts of fee reduction for each session of care and whether it related to a payment of Child Care Subsidy or Additional Child Care Subsidy.

From 14 January 2019 (the first full Child Care Subsidy fortnight in 2019) session reports are required to record actual attendance in and out times (except for absences). Those providers already using an electronic solution for sign-in sign-out purposes should commence providing this information in statements of entitlement from July 2018.

What other information will parents receive about their entitlements?

In addition to the fortnightly Statement of Entitlement from providers, parents (individuals) will have access to information through their Centrelink online account, and will receive periodic notifications:

  • parents can view their determination of entitlement (the outcome, decisions and calculations of entitlement) at any time, using their Centrelink online account
  • parents will receive a notice of all determinations of entitlement during each quarter from Centrelink.