FAQs – administering the Child Care Subsidy (CCS)

This page contains answers to common questions about administering the CCS.

Absences

Q: Can I accept a medical certificate that covers a longer period due to an ongoing illness or condition?

A: Yes. A medical certificate covering a longer period may be accepted. The period of time covered should be determined by the medical practitioner and clearly documented in the certificate.

Q: Can I accept a statutory declaration or a pharmacist’s certificate instead of a medical certificate?

A: No. For absences due to illness, Family Assistance Law requires a medical certificate.

Q: How do absences before and after care work?

A: You can only claim CCS for absences that happen between a child’s first and last day at your service. Absences before a child starts, or after they leave, are not usually eligible.

There is an exception called the extended period. This allows you to claim CCS for:

up to 6 days before the child’s first physical attendance, and
up to 6 days after their last physical attendance

To claim CCS during the extended period, the absence must meet specific rules. You must record these as prescribed absences in your system and keep any required evidence.

If a child has used all their allowable absences, you may still be able to claim CCS during the extended period. This only applies if the absence meets the additional absence rules and you have the correct evidence.

Learn more about managing absences in Geccko.

Example – Child unwell after last day of care

Emma’s child, Grace, attends Garema Court Child Care 5 days a week. Grace stops attending. Two weeks later, Emma tells the service Grace is unwell and asks them to keep submitting absences to hold her place.

A week later, Emma confirms Grace won’t return and asks to end the enrolment. The service applies a 2-week notice period, and Grace does not attend during this time.

After the enrolment ends, CCS is reassessed. Payments for the 5 weeks of absences are removed, even though a medical certificate is provided. This is because CCS can only be paid for up to 6 days after a child’s last physical attendance at and only where there is an eligible reason.

The service can go back and resubmit those first 6 days as prescribed absences to receive CCS. Any absences beyond that are not eligible and are charged to Emma as full fees.

Example – Absences at the end of care without an accepted reason

Logan’s child, James, attends Cold Lake Early Learning 5 days a week. James is absent for 2 weeks, then returns for 1 week.

During that week, Logan gives notice to end the enrolment. Cold Lake applies a 2-week notice period, and James attends the first week.

In the final week of the enrolment, James does not attend as the family goes on holiday. Logan asks the service to record these as absences, as they still have allowable absences available.

After processing, CCS is not paid for these final absences. This is because, while the absences are within 6 days of James’s last physical attendance, CCS at the end of an enrolment is only payable where the absence meets specific criteria.

Going on holiday is not an eligible reason in this period. The service cannot claim CCS for these sessions and may charge the family full fees.

Example – Child unwell before first day of care

Pauline’s child, Aaron, is enrolled to attend Big Bears Child Care 5 days a week, with his first day scheduled for the following week.

Before starting, Aaron becomes unwell with hand, foot and mouth disease and cannot attend. His doctor recommends that he stay home for 2 weeks.

To keep Aaron’s place, Pauline gives the service a medical certificate and asks them to record absences for the missed days.

The service submits these as prescribed absences, but no CCS is paid because Aaron has not yet attended care. Once Aaron attends his first session, the system reassesses the earlier sessions.

CCS is then paid for any eligible absences within 6 days before his first day of attendance.

Example – Family emergency outside of 6-day timeframe

Omar enrols his daughter, Marie, at Little Chickens Childcare Centre for 1 day a week. On her first booked day of care, Marie does not attend because her grandmother passed away.

Little Chickens records the session as a prescribed absence. Marie attends her first day of care the following week. After this, the system reassesses the earlier session, but no CCS is paid.

This is because CCS can only be paid for absences within 6 days before a child’s first day of attendance. As this absence falls outside that 6-day period, it is not eligible, even though the reason is accepted.

Q: Can CCS be paid for absences outside the extended period?

A: Usually, CCS cannot be paid for absences that occur more than 6 days before a child's first physical attendance, or more than 6 days after their last physical attendance.

In exceptional circumstances, we may approve CCS for absences outside the extended period. Exceptional circumstances are situations that are unusual or out of the ordinary and must relate directly to the days the child was absent.

Examples include situations where the child, their carer, the carer’s partner, or someone the child lives with is:

affected by, or at high risk of, domestic violence that prevents attendance
impacted by a significant event, such as the death of a carer or a local emergency not covered by a period of emergency declaration
experiencing a serious injury, health condition or hospitalisation that prevents attendance.

This list is not exhaustive. These examples do not automatically qualify as exceptional circumstances. Each application is assessed on its own merits. Supporting evidence is required, and approval is not automatic.

To apply, families should complete and submit the BAC Absences Application Form.

Example – Exceptional circumstances before a child's first attendance

Sarah enrols her son, Liam, at Blue Gum Outside School Hours Care for 5 days a week. Liam is due to start on 2 February.

Before his start date, Liam becomes seriously ill and is admitted to hospital. He cannot attend care until 12 February.

In Liam’s case, CCS can be paid for absences from 6 to 11 February for his absences that meet the rules within the 6-day extended period before his first physical attendance. CCS cannot normally be paid for absences from 2 to 5 February because they fall outside the extended period.

Sarah applies to the Department of Education to be paid CCS for the absences on 2 to 5 February. She provides evidence of Liam's hospitalisation and a Statement of Entitlement from Blue Gum Outside School Hours which shows absences fees.

The department considers whether the circumstances are exceptional and makes a decision based on the evidence provided.

Q: What are additional absences and when can I use them?

A: Families may still get CCS for additional absences after they have used all 42 allowable absences, if certain rules are met. In some cases, you’ll also need to collect supporting evidence.

As a provider, you must:

report the correct absence reason, and
collect and keep evidence where it is required.

There are specific situations where additional absences can be claimed, such as illness, emergencies or other approved circumstances. View the full list of additional absence reasons and required evidence.

Learn more about additional absences in Geccko.

Example – Additional absences with supporting evidence

Timon attends Pride Rock Early Learning Monday to Friday. Timon has acute anxiety and a psychiatrist has given him a long-term medical certificate for absences on days when his anxiety is high.

One week, Timon is absent for 3 days. Pride Rock submits these absences, but CCS is not paid because Timon has already used all his allowable absences.

Pride Rock updates the sessions and records them as additional absences, using the medical certificate as evidence. CCS is paid for these absences because the reason and evidence meet the requirements.

Example – Additional absences without supporting evidence

Milo attends Sunshine Grove Early Learning Monday to Friday. One week, he is absent for 4 days due to a minor illness.

Sunshine Grove submits these absences, but CCS is not paid because Milo has already used all his allowable absences.

As no supporting evidence (such as a medical certificate) is provided, the absences do not meet the rules for additional absences. CCS cannot be paid for those sessions, and the service may charge the family full fees.

Example – Additional absences with insufficient evidence

Luna attends Rainbow Valley Early Learning Monday to Friday. One week, she is absent for 3 days due to a minor illness.

Rainbow Valley submits these absences, but CCS is not paid because Luna has already used all her allowable absences.

Rainbow Valley tries to claim the sessions as additional absences. Lucy's guardian provides a statutory declaration to support the illness. However, no medical certificate or other acceptable evidence is given.

A statutory declaration is not enough evidence for this type of absence. This means the absences do not meet the requirements for additional absences. CCS cannot be paid for these sessions, and the service may charge the family full fees.

Example – Additional absences for court-ordered care arrangements

Arlo attends Rivergum Early Learning Monday to Friday with his usual guardian. A court order requires Arlo to spend part of the week with another carer. During this time, Arlo does not attend care, and the service records these sessions as absences.

Arlo has already used his allowable absences, so Rivergum submits these sessions as additional absences. Arlo’s guardian provides a copy of the court order as supporting evidence.

Because the absence reason meets the rules and the correct evidence is provided, the absences are eligible. CCS is paid for these sessions.

CCS provider approval

Q: How long will it take for my CCS application to be assessed?

A: We process applications as quickly as possible. However, we cannot give applicants a timeframe for completion.

Our assessment speed depends greatly on how accurate and complete your application is when you submit it.

If you have any questions about your application, please email CCSassessments@education.gov.au

Q: Can CCS be backdated once my application is approved?

A: CCS can only be backdated to the date your service started operating, provided this is on or after:

the date you submitted your CCS provider approval application, and
the start date of your National Law approval.

In some cases, backdated CCS payments may be paid directly to families instead of the service.

Q: Can I charge an estimated amount while I wait for CCS approval?

A: To reduce the risk of billing issues, we strongly recommend charging full fees until approval is granted, rather than estimating CCS amounts.

CCS approval is not guaranteed.

Q: I’m buying a child care service. What do I need to do for CCS and existing families?

A: If you purchase an existing CCS-approved service, you must submit your own CCS provider approval application. The existing approval does not transfer to you.

Submit your own CCS application

To help avoid gaps in CCS eligibility, you should submit your application as soon as possible before you take ownership of the service.

You should also contact your state or territory regulator to understand any National Law requirements that apply to change of ownership.

Communication with existing families

You should clearly explain to families that:

CCS cannot be applied until your approval is granted
full fees may be payable while your application is being assessed
a new CCS approval means new enrolment arrangements are required.

Clear and timely communication throughout this process can help prevent confusion and billing issues.

Q: I’m selling my service. What do I need to do for CCS and existing families?

A: CCS approval does not transfer to the new owner. Your approval will end when you stop operating the service.

You should tell families about the change in ownership as early as possible and clearly explain how it may affect their CCS and fee arrangements.

Families will receive a Services Australia notification when their enrolment ends, so timely communication is important.

Before handing over the service, you must:

end all CCS enrolments
ensure session reporting is up to date
finalise all accounts
collect any outstanding fees
reconcile any credits owed to families.

Example – Opening a second service before CCS approval is granted

Little Explorers Learning Group operated a CCS approved service and opened a second service, Willow Creek Early Learning.

The provider submitted a CCS service approval application for the new service and decided to open before approval was granted. Families were told that CCS was not yet available and that full fees would apply until approval was received.

Once approved, the provider:

connected to the CCSS
created enrolments
ensured families confirmed enrolments
submitted session reports
advised families when CCS could be applied.

Families who already had approved CCS claims generally received CCS from their attendance start date, subject to CCS rules and the provider’s application date.

Families who applied for CCS after care started may have only received CCS for a limited period. Full fees applied for any earlier period where CCS eligibility was not in place.

Key takeaway: Encourage families to submit CCS claims as early as possible and explain how timing can affect payments.

Example – Charging reduced fees before CCS approval

Mini Roos Incorporated applied for CCS approval before opening a new child care service.

While waiting for a decision, the service charged families reduced fees based on estimated CCS entitlements.

The provider’s CCS application was later refused. As a result, CCS could not be paid or backdated for any care already provided.

Families were then required to pay the difference between the reduced fees charged for care already provided and the full fees owed.

Key takeaway: Services should charge full fees until CCS approval is granted.

Example – Backdated CCS payments made to families

Binky Boos opened while waiting for CCS provider approval.

The service charged families reduced fees, expecting backdated CCS payments to be paid directly to the service once approval was granted.

When approval was granted 12 weeks later, Binky Boos created enrolments and submitted session reports.

However, some families had not yet applied for or been assessed for CCS. This meant some backdated CCS payments were paid directly to families instead of the service.

The service then had to recover fees from the affected families. In some cases, families had already spent the CCS payment and needed repayment arrangements.

Key takeaway: Payment outcomes can vary depending on enrolment and CCS claim status. Charging full fees until approval is granted helps avoid financial and administrative issues.

Example – Enrolments automatically ceasing due to the 14‑week rule

Orange Circle Child Care opened before receiving CCS approval and charged full fees while waiting for a decision. Families were encouraged to submit CCS claims early to support a smooth transition.

The CCS provider approval was granted 16 weeks later. Following approval, the provider began creating enrolments, backdating them to the agreed start dates, and sending them to families for confirmation.

However, some enrolments had automatically ceased because no sessions had been reported within 14 weeks of the enrolment start date.

Services should create enrolments and submit session reports on the same day. This helps prevent enrolments from automatically ceasing due to inactivity.

Example – CCS eligibility ceasing during extended approval delays

Little Oaks Early Learning opened while its CCS provider approval application was being assessed. Families were clearly advised that CCS was not yet available and that full fees would apply until approval was granted.

The approval process took around 6 months.

After approval was granted, the provider found many families were no longer eligible for CCS due to the rule that CCS eligibility is cancelled if it’s not used for 26 weeks.

These families needed to submit a new CCS claim and be reassessed before any CCS could be paid.

Key takeaway: Long approval timeframes may affect family CCS eligibility. Families should be made aware that they may need to submit a new CCS claim if approval is significantly delayed.

CCS entitlement

Q: How is CCS entitlement determined?

A: Services Australia works out how much CCS a family gets.

They look at things like:

how much money the family earns
what recognised participation type the parents do (like work or study)
whether the family qualifies for CCS.

The CCS calculator tool, available at startingblocks.gov.au, is an official Australian Government tool that helps families estimate what they might pay for early childhood education and care. Providers or services can refer families here for information, but only Services Australia assesses eligibility, including subsidy percentage, for the CCS.

Families should submit a claim for CCS as soon as they know their child will go to care. Services Australia can only backdate CCS eligibility up to 28 days.

If a family thinks their CCS amount is wrong, they should contact Services Australia.

Q: Can I fix a family’s CCS entitlement if it has changed?

A: Only Services Australia can change a family’s CCS entitlement. Providers or services cannot fix or change it.

A family’s CCS entitlement can change when:

their income changes
their work or study changes
their circumstances change in other ways.

Families can check their CCS entitlement on myGov. If they think it’s wrong, they should contact Services Australia.

Important: Always charge families based on the actual CCS amount they receive. Charging based on estimated CCS entitlement increases the risk of debts if the estimate is wrong.

Example – Changes to CCS entitlement

Little Oaks Early Learning looks after Isla.

One day, the centre director notices that the CCS applied to Isla’s sessions has gone down. This means Isla’s mum Sophie, now has to pay more.

Sophie calls the service and asks the director to fix it.

The director explains that CCS is worked out by Services Australia. It can change at any time based on updates to a family’s circumstances. The director tells Sophie to check her CCS information through myGov or call Services Australia.

While the situation is investigated, the director charges Sophie based on the actual CCS amount received.

Example – Increase in CCS entitlement (back payment to family)

Little Oaks Early Learning looks after Noah.

Noah’s dad, Daniel, tells Services Australia his family earns less money now. As a result, his CCS goes up. This means Daniel pays less.

Soon after, Services Australia sends Daniel extra money for the period when his CCS should have been higher. Daniel calls the service to find out about the change.

The director explains that Services Australia works out CCS. It can change when a family’s situation changes. The service has charged based on the CCS received. This ensures that Noah’s fees are correct.

Because the service charged the right amount, nothing needs to change. Daniel keeps the extra money from Services Australia.

Q: A family has subsidised hours but gets 0% CCS. What does this mean?

A: Subsidised hours and CCS percentage are worked out in different ways. A family can have subsidised hours to use but still get 0% CCS.

This can happen when:

Income has not been confirmed:
Every year, families must tell Services Australia how much they have earned. If they don’t do this on time, their CCS entitlement may be reduced to 0%. It stays at 0% until they confirm their income with Services Australia. CCS will not be backdated once the income has been confirmed.
The family earns more than the limit:
Some families earn more income than the limit for CCS. These families may get 0% CCS, even though they have participation hours.

Important: Always charge families based on the actual CCS amount they receive each fortnight. Some third-party software may display estimated CCS amounts, but providers and services should use the CCS applied to session reports.

Example – Subsidised hours showing with 0% CCS

Little Learners Centre looks after Mason. Mason has subsidised hours, but the amount of CCS for Mason shows up as 0%, meaning no subsidy is being paid.

Mason’s dad, Luke, contacts the service. Luke asks why he is being charged full fees when he can see subsidised hours in his CCS details.

The service explains that CCS subsidised hours and the CCS percentage are different. Having subsidised hours does not guarantee a subsidy will be paid. Services Australia works out CCS, and the service is unable to change it.

Luke contacts Services Australia. They tell him that his CCS is 0% because he has not confirmed his income for a previous financial year. Services Australia tells Luke that his CCS will remain at 0% until his income is confirmed.

While Luke sorts this out, Little Learners Centre charges full fees, because no CCS is being paid. Once Luke tells Services Australia his income, his CCS may go back up, but CCS will not be backdated.

Q: How do I get 3 days guaranteed child care?

A: The 3 Day Guarantee means eligible families can get help paying for at least 72 hours of care every 2 weeks, per child (that’s about 3 days a week). It’s not a promise that a service has a spot for a child.

Families can get more than 72 hours of subsidised care each fortnight if they meet certain requirements.

Example – Accessing 3 days of child care

Liam calls Little Oaks Early Learning, looking to enrol his daughter Ava. Liam asks if the service can guarantee three days a week under the 3 Day Guarantee.

The centre director explains that the 3 Day Guarantee means eligible families can get help paying for about 3 days of care each week through the CCS. Families must still pay a gap fee, except in certain circumstances.

She tells Liam that he can learn more about CCS and lodge a claim on the Services Australia website, however enrolment at the service depends on their capacity.

The director talks with Liam about what days the service has available and helps him enrol Ava.

Debt offsetting

Q: What is debt offsetting?

A: Debt offsetting is when the CCS system keeps part of your payment to repay an overpayment or debt raised at the service level. This reduces the amount your service receives.

If your service has incurred a debt or has been overpaid CCS, the system will automatically use part of your future payments to repay the amount owed. This can reduce a payment by up to 50%.

Even when an offset is applied, you must still pass on the full CCS amount to families.

You can view offsets in:

your third-party software
the Provider Entry Point (PEP)
your payment advice.

It’s important to note that offsets appear at the service level, noting providers are liable for all debts under the Family Assistance Law.

Geccko Course - payments and fees

Example – Offset applied to CCS overpayment caused by inaccurate session reporting

Wattlegrove Inc operates three services, including Bottlebrush Early Learning.

Bottlebrush Early Learning reduced its daily sessions from 12 hours to 10 hours. However, sessions continued to be reported as 12 hours. This resulted in a CCS overpayment.

Once the error was corrected, the CCS system reassessed the payments and raised a debt. It then began recovering the overpayment by applying an offset of up to 50% to Bottlebrush’s future payments.

If Bottlebrush’s payments are not enough to recover the overpayment within a reasonable timeframe, offsets may be applied to the provider’s other services.

Q: How do I know if my service has an offset?

A: The most common place to see an offset is in your payment advice, where it appears as a deduction.

You may also notice:

Your CCS payment is lower than expected.
A deduction in the “Total deductions/offsets” row.

To check details:

Look at your payment advice.
Log into PEP to confirm the amount, child and weeks affected.
In PEP, offset transactions will show $0.00 in the “Total Paid” column.

Your third-party software should display similar details; however, you may need to contact your software provider for further guidance.

Example – Offset raised due to end of care absences

Priya is the centre director at Little Lanterns Early Learning and reviews weekly CCS payments.

One week, the CCS payment is lower than expected. Priya checks the most recent payment advice and sees a $350 offset.

In the PEP, she finds the offset relates to a child who left the service without completing the notice period. The record shows that CCS paid on the final absences were reversed, which triggered the CCS recovery.

With this information, Priya can finalise the family’s account.

Q: What is the difference between an offset and a debt?

A: An offset is:

used to recover an overpayment through reduced future CCS payments
applied automatically
capped at 50% of a payment.

A debt is:

raised when the amount cannot be recovered through offsets
issued to the approved provider
includes the amount owed, reason, and due date.

Managing overpayments and debt

Example – Recovery of a debt after service closure

Sophie is the Director of Blue Gum Early Learning, a service preparing to close.

During a review, Sophie finds that an enrolment was not ended when a child stopped attending. Absences continued to be reported, causing a large overpayment.

The system begins recovering the amount through offsets.

However, the service is closing and does not have enough future CCS payments to recover the full amount.

After closure, the remaining balance is raised as an outstanding debt, and a debt notice is issued to the provider.

Q: How can I view outstanding debts?

A: You can view debts in the PEP:

log into the PEP
select the relevant provider
open the debt section.

Here you can:

view any outstanding debts
request payment arrangements.

Enrolments

Q: Why has a family received a cease notification when they are still attending my service after a change in ownership?

A: When a service changes ownership, the child’s enrolment with the former provider ends and a new enrolment must be created with the new provider.

When the previous enrolment ends, Services Australia sends a notification to the family advising that the enrolment has ceased.

This can be confusing because the child may still be attending the same service location and their care arrangements may not have changed. The notification relates to the enrolment with the previous provider, not the child’s ongoing care.

Services should tell families about the new enrolment before the change takes effect to help avoid confusion.

Q: Why has a family received a cease notification weeks after leaving a service?

A: When a child leaves a service, the enrolment should be ceased within 7 days of the child leaving, unless a later date applies under CCS reporting requirements.

If the enrolment is not ended by the service, it will automatically cease after 14 continuous weeks of non-attendance. When this occurs, Services Australia sends a notification to the family advising that the enrolment has ended.

This can be confusing for families because the child may have left the service weeks or months earlier. They may not expect the notification or may be concerned that something is wrong with their CCS.

The notification relates to the enrolment ending and does not, on its own, indicate a problem with CCS.

If the child is attending another service and has a current enrolment in place, no further action is required.

Families can check their enrolment details through their myGov account.

Q: We have a record of an enrolment, but we can’t see it in the PEP. Why?

A: If you can’t find an enrolment in the PEP, first check that you are searching using the correct:

CCS enrolment ID
child or guardian name
Customer Reference Number (CRN)
date of birth.

If the enrolment still can’t be found, it may be because:

the family rejected the enrolment, or
the enrolment was ceased more than 12 months ago and has been archived.

Rejected and archived enrolments cannot be reactivated. If the child still requires care, you will need to create a new enrolment.

If you have checked these details and still cannot locate the enrolment, submit a request through the CCS Provider Helpdesk enquiry form.

Q: How should enrolments be managed when a child is in a shared care arrangement?

A: If a child is in a shared care arrangement and attends care under more than one CCS-eligible guardian, a separate enrolment must be created for each guardian.

Each enrolment must be linked to the correct guardian. Session reports must be submitted against the enrolment for the guardian responsible for the child on that day.

Example – Multiple enrolments for different guardians

Bradley attends care under a shared care arrangement.

Molly is responsible for Bradley on Mondays and Tuesdays.
Gertrude is responsible for Bradley on Thursdays and Fridays.

Bradley needs two separate enrolments:

Enrolment 1 – Molly

Monday and Tuesday sessions

Enrolment 2 – Gertrude

Thursday and Friday sessions

Session reports must be submitted against the enrolment for the guardian who is responsible for Bradley on that day. Each guardian can view and confirm their own enrolment through myGov.

Things to remember: Each guardian may have a different CCS entitlement. However, allowable absences are counted per child, not per guardian. Services should report sessions accurately and monitor absences across all enrolments.

Q: What enrolment type should be used for children of Family Day Care (FDC) or In Home Care (IHC) educators?

A: There are specific CCS rules for FDC and IHC educators, including when care is provided to their own children or certain family members. In some situations, if CCS is not payable a Relevant Arrangement (RA) enrolment must be used.

Use an RA enrolment when:

a child attends FDC and their guardian is the educator providing care
an FDC educator’s child is cared for by an FDC educator at a different FDC service while the parent is working as an FDC educator
an IHC educator provides care to their own child or a close or extended family member.

In these situations, CCS is not payable.

Use a Complying Written Arrangement (CWA) when the child attends another approved care type, such as:

Centre Based Day Care (CBDC), or
Outside School Hours Care (OSHC)
if an exemption applies.

In these situations, CCS may be payable.

Services must ensure the enrolment type reflects the child’s CCS eligibility and must not claim CCS where the eligibility requirements are not met.

Example – FDC educator working while their child attends another FDC service

Dimitri is an FDC educator for Smile Family Day Care and studies part-time. His 4-year-old son, Dante, attends care at Tilley’s Family Day Care.

Because Dante’s eligibility depends on whether Dimitri is working as an FDC educator or studying, Tilley’s Family Day Care creates 2 enrolments:

a Relevant Arrangement (RA)
a Complying Written Arrangement (CWA).

How the service reports sessions

When Dimitri is working as an educator, Dante’s sessions are reported under the RA, because CCS is not payable.
When Dimitri is studying, Dante’s sessions are reported under the CWA, and CCS may be payable if the family meets the usual eligibility requirements.

Example – IHC educator working while their child is attending a CBDC

Angela works as an IHC educator and has a 2year-old son, Theo.

While Angela is working, Theo attends Jumping Joey's CBDC.

The service enrols Theo under a Complying Written Arrangement (CWA).

Because Theo attends a CBDC care type rather than attending IHC with his parent, CCS may be payable if the family meets the usual eligibility requirements.

Example – FDC educator caring for a close relative

Sophie is an FDC educator with Little Blossoms Family Day Care. She occasionally cares for her younger brother, Liam.

Because Liam is a close relative of the educator, the service records his care under a Relevant Arrangement (RA) enrolment. CCS is not payable for these sessions.

What the service needs to do

The service must still report Liam’s sessions and ensure the correct enrolment type is used.

The service also monitors compliance with the less than 50% rule, which requires an educator to care for more non-related children than related children during a CCS fortnight, and all other FDC relative care requirements.

Q: When should an Organisation Arrangement (OA) enrolment be used?

A: An Organisation Arrangement (OA) enrolment is used when a third party, rather than the parent or guardian, is liable for paying the child care fees.

This may apply when:

a government agency agrees to pay some or all of the fees
an organisation pays some or all of the fees
care is provided through a formal support program.

Under an OA enrolment:

the organisation liable for the fees is recorded in the enrolment
CCS is not payable to the individual because they are not liable for the fees.

Services must ensure the enrolment type reflects who is liable for paying the fees and that session reports are submitted correctly.

Q: A family salary sacrifices their child care fees. How should this be reported?

A: If a third-party, such as an employer, is liable for paying some or all of the fees, an Organisation Arrangement (OA) should be used.

CCS is not payable to an individual where they are not liable for the fees.

Services should ensure the enrolment type reflects the correct fee liability and that session reports are submitted correctly.

Services should also confirm who is legally liable for the fees. If the parent remains liable and is later reimbursed by their employer, a standard CWA enrolment may apply.

How to manage other third-party payments and discounts

Q: When should a Provider Eligible Arrangement (PEA) be used?

A: A Provider Eligible Arrangement (PEA) may be used when a child has been identified as needing wellbeing support and is eligible for Additional Child Care Subsidy (ACCS) child wellbeing, and either:

there is no CCS-eligible individual because residency requirements are not met, or
the child is in formal foster or kinship care, and their carer is applying for CCS.

Under a PEA:
ACCS may be paid directly to the provider once all CCS and ACCS child wellbeing eligibility requirements have been met and the ACCS determination has been approved.
For children in formal foster or kinship care, a PEA can only be used for up to 13 weeks. After this, the arrangement must move to a CWA.

PEAs have specific eligibility and reporting requirements. Services must only use a PEA when all requirements are met.

Example – No CCS-eligible individual due to residency requirements

Rivergum Early Learning Centre is supporting Ava, a child identified as needing wellbeing support. Ava’s carer does not meet CCS residency requirements, and there is no CCS-eligible individual who can claim CCS on her behalf.

Before enrolling Ava, an authorised person from the service contacts childwellbeing@education.gov.au and provides evidence that the child is not eligible for CCS. This allows the department to determine whether a PEA can be used.

When contacting the department, the service includes:

service ID
service name
the child’s CRN
the child’s name.

Once eligibility requirements are met, the service lodges a PEA and applies for an ACCS child wellbeing determination. The service also keeps evidence that the child requires wellbeing support.

After the determination is approved, ACCS is paid directly to the provider so Ava can access care. The service reports sessions in line with PEA requirements.

Things to remember

PEAs are reviewed regularly.
If a CCS-eligible carer is identified, the PEA must end and a CWA must be established.

Find more information on ACCS child wellbeing.

Fee charging

Q: Can I calculate a gap fee myself?

A: Yes, but it may not be accurate if it is based on estimated CCS.

The amount a family pays depends on several factors, including:

your service’s hourly fee
the CCS hourly rate cap
the family’s CCS percentage
the family’s entitlement to CCS hours
any CCS withholding amounts, including additional withholding for previous financial year debts.

You must also apply discounts correctly:

Allowable discounts are applied to the gap fee.
Non-allowable discounts are applied before CCS is calculated.

Because these factors can change, services should charge gap fees based on the CCS actually applied to each session, rather than an estimate. This helps ensure families are charged the correct amount and reduces the risk of debts or fee adjustments later.

Q: Can I charge fees in advance based on estimated CCS?

A: Yes, but this is not recommended.

Charging gap fees based on estimated CCS can result in undercharging or overcharging families. If a family is undercharged, your service may need to recover the outstanding amount later.

Charging gap fees in arrears, based on the CCS actually applied to each session:

reduces differences between estimated and actual fees
lowers the risk of debts and fee adjustments
provides families with clearer and more transparent billing.

To help ensure families are charged the correct amount, services are strongly encouraged to base gap fees on the CCS applied to each session rather than estimated CCS.

Example – Charging based on estimated CCS

Brite Stars OSHC charges gap fees in advance using estimated CCS amounts.

Partway through the term, a family’s circumstances change and their CCS entitlement decreases. Services Australia processes the change, but the service continues charging gap fees based on the previous estimate because they only became aware of the update when they reviewed the family’s account a few weeks later.

As a result, the family is undercharged. The service must now recover the difference, creating an unexpected debt for the family, requiring a repayment arrangement.

This situation occurred because the service charged gap fees based on estimated CCS rather than the CCS actually applied to each session.

Example – Charging based on actual CCS received

Little Lanterns Child Care charges gap fees in arrears, based on the CCS actually applied to each session.

Partway through the term, a family’s circumstances change and their CCS entitlement decreases. Once the updated CCS is applied, the service charges gap fees based on the new CCS amount. As a result, the family’s gap fee increases.

Because fees are based on the CCS actually applied to each session, the family is charged the correct amount and no debt or fee adjustment occurs later.

This approach helps ensure accurate billing and reduces the risk of unexpected debts for families.

Q: I have a new family, and no CCS is applying. Can you tell me why?

A: There are several reasons why CCS may not be applying for a new family.

Common reasons include:

the family has not submitted a CCS claim
the family’s CCS claim is still being assessed
the family has not confirmed the enrolment in myGov
the wrong guardian is linked to the enrolment
the family has a 0% CCS entitlement.

You can check the enrolment status for more information:

Received – key details may be incorrect, such as CRN or date of birth.
Pending Confirmation/Eligibility – the family may need to confirm the enrolment in myGov, their CCS claim may still be in progress, or the wrong guardian may be linked to the enrolment.
Confirmed – any CCS issues will appear against the sessions, such as CCS entitlement is 0% or Activity hours exhausted.

If CCS is not applying, you should charge the family full fees.

If CCS is approved later, any backdated CCS is generally paid directly to the family.

Example – Enrolment pending confirmation

CCS is not being applied for a new child at West Village Early Learning.

After checking the enrolment status, the centre director sees it is pending confirmation. He asks the guardian Mayra to check their myGov account. Mayra discovers she has not confirmed the enrolment.

Once Mayra confirms the enrolment, CCS is backdated for the previous weeks and paid directly to Mayra.

Because the service charged full fees while CCS was not applying, no debt is owed to the service, and no fee adjustment is required.

Example – Missing CRN or date of birth

Sofia enrols her son, Gene, at South Point Day Care, but his CRN is missing.

The centre director notices the enrolment status is received and that CCS is not being applied. After contacting Sofia, the missing CRN is added to the enrolment.

Sofia then confirms the enrolment through myGov and receives a backdated CCS payment.

Because the service charged full fees while CCS was not applying, no debt is owed to South Point Day Care.

Example – Enrolment confirmed but 0% entitlement

Priya enrols her daughter, Amara, at Little Oaks Early Learning. The enrolment is confirmed, but no CCS is applied.

The centre director checks the sessions and sees CCS entitlement is 0%. They explain to Priya that her CCS claim has been assessed and that she is not currently entitled to CCS. They suggest Priya contact Services Australia if her circumstances change or if she has questions about her entitlement.

Because no CCS is payable, the service continues to charge full fees.

Hourly fee calculations

Q: How can I support families to choose a session length?

A: Families should consider how session length affects their CCS payments and out-of-pocket costs.

You can support families by explaining how different factors may change what they pay, including:

the hourly rate cap
their approved CCS hours
your service’s session fees and session lengths.

Helping families understand these factors can make it easier for them to choose a session length that works for their needs and budget.

Example – Fee calculations

How session length can affect CCS and out-of-pocket costs

CCS is calculated using the hourly fee or the hourly rate cap (whichever is lower). For Centre Based Day Care, the hourly rate cap in 2026/27 is $15.19.

Buzzy Bees charges $165 per day for both 10-hour and 12-hour sessions. While the daily fee is the same, the session length changes the hourly rate.

This can affect how much CCS is paid.

Families with more hours of CCS

The Smith family attends Buzzy Bees 4 days per week, for 10 hours a day.

They are approved for 100 hours of CCS per fortnight which will cover them for either 10 or 12-hour sessions. Their CCS rate is 80% which will apply to the hourly fee, or the hourly rate cap (whichever is lower).

With a 12-hour session, the daily fee is spread over more hours. This lowers the hourly rate, so more of the fee can be subsidised.

In this example, the 12-hour session results in a lower gap fee than the alternative session option. The outcome is due to the lower hourly rate applied by the service.

Calculation details	10-hour session	12-hour session
Daily rate	$165	$165
Submitted hours	80 hours	96 hours
Approved CCS hours	100 hours	100 hours
Hours not covered by CCS	0	0
Hourly rate	$16.50	$13.75
Eligible CCS per hour	$12.15 (80% of $15.19)	$11.00 (80% of $13.75)
Withholdings per hour (5%)	$0.60	$0.55
Hourly out of pocket	$4.95	$3.30
Out-of-pocket cost per fortnight	$396	$316.80

Families with less hours of CCS

The Nguyen family attends Buzzy Bees 4 days per week, for 10 hours a day.

They are approved for 72 hours of CCS per fortnight. Their CCS rate is 80% which will apply to the hourly fee, or the hourly rate cap (whichever is lower).

If the family chooses a longer session, they may use up their approved hours more quickly. Once they reach their limit, extra hours are charged at the full rate with no CCS.

Choosing the 10-hour session can help match their attendance to their approved hours and reduce unsubsidised time.

In this example, the 10-hour session is a better fit. It reduces the number of hours not covered by CCS and lowers the total out-of-pocket costs.

Calculation details	10-hour session	12-hour session
Daily rate	$165	$165
Submitted hours	80 hours	96 hours
Approved CCS hours	72 hours	72 hours
Hours not covered by CCS	8 hours	24 hours
Hourly rate	$16.50	$13.75
Eligible CCS per hour	$12.15 (80% of $15.19)	$10.00 (80% of $13.75)
Withholding per hour (5%)	$0.60	$0.55
Hourly out of pocket	$4.95 for 72 hours then $16.50 for 8 hours	$3.30 for 72 hours then $13.75 for 24 hours
Out-of-pocket cost per fortnight	$488.40	$567.60

Local emergencies

Q: What is a CCS period of emergency?

A: A CCS period of emergency is applied where an emergency:

affects a widespread area
severely impacts a significant number of people in that area
prevents or makes it unsafe for children to attend.

Special CCS arrangements may apply during a CCS period of emergency to support services and families affected by the event. The department publishes a list of all CCS periods of emergency, including affected regions and timeframes.

Q: My service is experiencing a local emergency. Can I still claim CCS?

A: Not necessarily. Emergency CCS arrangements only apply where the service is covered by a published CCS period of emergency and the closure or children's absence is directly caused by that emergency.

During a CCS period of emergency, services may continue to submit session reports, where a child cannot attend care, or the service is closed, as a direct result the emergency. CCS may continue to be payable where all eligibility requirements are met.

Once the CCS period of emergency ends the specific arrangements that applied during the emergency period no longer apply to new sessions. Services should check the relevant absence and enrolment rules before submitting session reports for any period after the published end date.

Not all events qualify as a CCS period of emergency. For example, break-ins, localised property damage, or short-term outages would usually not be covered.

Example – What to do during a CCS period of emergency

Riverside Childcare Centre is located in an area where a CCS period of emergency applies due to severe flooding. As conditions worsen, the centre temporarily closes to ensure the safety of children and staff.

While the service is closed, the provider continues to support families and meet CCS requirements.

Absences are submitted for routine sessions, and Riverside waives gap fees for the duration of the CCS period of emergency. The submitted absences do not count towards families’ allowable absences, and Riverside reports the waived gap fees as provider discounts in session reports.

The provider also:

notifies the department of the temporary closure via the Provider Entry Point (PEP) or approved software
notifies their state or territory regulatory authority of the closure.

Example – Service temporarily closes after a local safety incident

Bright Horizons Childcare Centre closes temporarily after water damage from a storm leads to mould being identified in the service.

The provider believes the closure may qualify for emergency CCS arrangements because the damage followed severe weather in the broader region.

However, they learn that localised property damage, mould, building repairs and similar operational issues are not usually covered unless the service and relevant closure dates fall within a published CCS period of emergency and the closure/non-attendance is directly related to that emergency.

Because a CCS period of emergency does not apply, CCS cannot be claimed for sessions where care is not provided during the closure.

The provider may need to consider other support options, such as insurance or other available assistance.

Minimum attendance time

Q: Is there a minimum attendance time for a session to be counted as care?

A: No. There is no minimum attendance time specified under Family Assistance Law.

A session of care can be reported if a child attends for any period of time of up to 12 hours. However, services must be able to demonstrate that care was provided and that the family was liable for the fees.

Services must ensure session reports accurately reflect the care that was provided and the agreed care arrangements.

Services should:

maintain accurate attendance records, including sign-in and sign-out times
ensure attendance records reflect when the child was physically present and receiving care
keep evidence of any changes to routine care arrangements
update complying written arrangements when required.

Example – Short attendance due to illness

Daisy’s Day Care provides care to Mia, who attends regularly.

One morning, Mia arrives at 8:30 am and joins her group. About 30 minutes later, educators notice she is unwell and contact her parents to collect her. Mia remains in care until her parent arrives at 9:25 am.

The service records the session as an attendance, as Mia was physically present and received care.

This ensures that attendance records accurately reflect the sign-in (8:30 am) and sign-out time (9:25 am).

Example – Recording attendance when a child was not present

Bright Beginnings Early Learning expects Leo to attend on Monday. However, Leo remains at home and does not attend the service.

Despite this, Leo’s parent marks him as present using the service’s app.

The centre director identifies the issue while reviewing attendance records.

Because Leo was not physically present and no care was provided, the service updates the record to show an absence.

The director also reminds staff and families that attendances must accurately reflect when a child is physically present and receiving care.

Recording an attendance when no care was provided does not meet Family Assistance Law requirements and may result in compliance action, including recovery of CCS payments.

Provider Entry Point (PEP) errors

General errors

Error message	Why this error occurred	Resolution
Date of Event cannot be more than 7 years after the Approval End Date	The date entered is more than 7 years after the service or provider approval end date.	Check the event date and make sure it is within 7 years of the approval end date. Update if needed.
Date of Event is mandatory	The Date of Event field has been left blank.	Enter the event date before submitting.
Request failed with status code 400	A system error has occurred.	Clear your browser history, cookies and cache. Then try again.
Sorry, something went wrong, please try again. If issue continues, please quote the following error number: (<error number>)	The system timed out or had an unexpected error.	Clear your browser history, cookies and cache. Then try again. To prevent timeouts, avoid leaving the system idle.

Additional Child Care Subsidy (ACCS) certificate or determination errors

Error message	Why this error occurred	Resolution
Certificate already exists for the child/service combination from XX.XX.XXXX to XX.XX.XXXX	An ACCS child wellbeing certificate or determination already exists for the same or overlapping dates.	Check existing ACCS child wellbeing records for the child and enter dates that do not overlap.
Provisional record found for the same 9000XXXXXX pending DHS decision	A determination has already been submitted for this child and is still being assessed.	Wait for Services Australia to finalise the decision before submitting a new certificate or determination. Dates cannot overlap.

Enrolment errors

Error message	Why this error occurred	Resolution
Cannot change Arrangement to overlap with another Enrol period	The new dates overlap with an existing enrolment.	Check and adjust the dates so they do not overlap.
Arrangement End Date for a Ceased Enrolment Occurrence cannot be changed	The enrolment has already ended.	End dates cannot be changed once the enrolment has ceased.
Arrangement Start or End date falls within prior Enrolment Period	The new dates sit inside an existing enrolment period.	Update the dates so the new occurrence sits outside other enrolments.
Service is not Active	The dates are outside the service’s approval period.	Check the dates and ensure they are within the service’s approval period.
Individual CRN and DOB do not exist	The guardian details do not match Services Australia records.	Check and update the CRN and date of birth, then resubmit.
Child CRN and DOB do not exist	The child’s details do not match Services Australia records.	Check and update the child’s details, then resubmit.

Personnel update errors

Error message	Why this error occurred	Resolution
Date cannot be earlier than Provider/Service application submission date	The date entered is before the service or provider approval date. This may be a date entered by the service or a system-generated date.	Check the dates entered. If correct, submit an enquiry via the PEP online form with screenshots.
Unable to verify. Please check the details entered or register the individual in PRODA	The system cannot match the personnel details with PRODA.	Make sure details in PEP match PRODA exactly and the account is verified.
The lastName does not match with PRODA	The last name entered in PEP does not match the last name recorded in PRODA. This can also occur when attempting to update a last name.	Check spelling and capitalisation matches PRODA exactly. If the details are correct and the issue persists, submit an enquiry via the PEP online form including screenshots.
End date cannot be more than 28 days in the past. Please contact the Department	End date cannot be more than 28 days in the past. Please contact the Department Personnel must be removed within 28 days of their last day. The system prevents updates after this period.	Personnel must be removed within 28 days of their last day. The system prevents updates after this period. Submit a request to remove personnel via the PEP online form and include the information requested and screenshots.
personSuitability.actionTaken are required	Required fields are missing or incorrect.	Complete all required fields and ensure details match PRODA exactly, including spelling, capitalisation and special characters. Confirm all attachments meet size limits (under 10MB).
Cannot hold more than one WWCC card per state with the same expiry date	A duplicate Working with Children Check (WWCC) card has been entered	Adjust the expiry date of the new WWCC card so it does not match the existing card (for example, set it to one day earlier).

Session errors

Error message	Why this occurred	Resolution
Session report cannot be modified – Outside Reconciliation Period	The CCS system is locked for past financial years.	Apply to amend data through the Application to amend session reports in a previous financial year process.
Red highlighted sessions in PEP	There is an issue with one or more sessions entered.	Check all session details and complete all required fields. Leave days with no sessions blank.
Please enter correct data in all mandatory fields	Some required fields are missing or incomplete.	Complete all mandatory fields. Leave days with no sessions blank.
Supplied Sessions of Care must fall within Enrolment Start and End Date	Sessions are outside the enrolment period.	Only submit sessions within the enrolment dates. If needed, create a new enrolment to cover the dates you are submitting.
Errors found in the other days for this enrolment	There are errors in sessions for the same child during that week.	Review all sessions for that child for the week.
Session of Care details must be supplied if NoCareProvided is not Y	The system expected session data, but none was entered.	If no care was provided for the week, select ‘No sessions to report’ at the top of the screen.
Absence Evidence cannot be ‘Y’ if Absence Indicator <> ‘Y’	Evidence has been selected, but the session is recorded as attendance.	Remove the ‘absence evidence’ selection for any sessions recorded as attendance.

Provider Entry Point (PEP) person suitability error

Q: While updating personnel in the PEP, I am getting the error “personSuitability.actionTaken are required”. How can I fix this?

A: This error usually means information is missing or does not match other records.

Check the following:

Personal details – does the person’s name and date of birth match their PRODA account exactly?
Document size – are all uploaded documents under 10 MB?
Role start dates – is the person’s start date on or after the service’s CCS approval start date?
Role details – is your own role start date on or after the service’s CCS approval start date?

Once these details are correct, you should be able to submit successfully.

Example – Incorrect personal details

Helen is the centre director at Buzzy Bees Child Care. She is adding Devon as an administrator but gets the error when submitting.

Helen checks the details and finds Devon’s last name was entered incorrectly. After correcting it, the submission is successful.

Example – Documents over 10 MB

Jeremy is the CEO at Little Learner’s Child Care. He is adding Agatha as a centre director but gets the error when submitting.

He reviews the uploaded police check and sees the file is larger than 10 MB. He removes unnecessary pages and uploads a smaller file. The submission is then successful.

Example – Role start date before CCS approval

Amelia owns Hollyoaks OSHC. It has operated since before CCS started in 2018. She is adding Norah as a director to help with the day-to-day operations but gets the error.

Amelia confirms Norah’s details are correct and documents meet size limits. Amelia then checks her own role details and sees her start date is set to 1 August 2014, which is when she started at Hollyoaks OSHC but before the Child Care Subsidy (CCS) scheme began on 2 July 2018.

After updating her start date to 2 July 2018, she is able to submit Norah’s details successfully.

PRODA and B2B devices

Q: What is PRODA and why do I need it for CCS?

A: PRODA (Provider Digital Access) is a secure online system that verifies your identity and gives you access to government services, including the Child Care Subsidy System (CCSS).

To access CCSS, you must:

create a PRODA account
verify your identity
obtain a unique identifier (RA number).

Once your PRODA account is set up, you can access CCSS services, including the Provider Entry Point (PEP).

Because PRODA involves identity verification and account management, the CCS Provider Helpdesk has limited ability to assist with PRODA registration, verification or login issues.

If you need help with your PRODA account, use Services Australia’s PRODA support resources.

Q: Why can’t the CCS Provider Helpdesk help with my PRODA access issues?

A: PRODA is managed by Services Australia.

For privacy and security reasons, the CCS Provider Helpdesk cannot access, update or troubleshoot PRODA accounts.

If you are experiencing issues, contact PRODA support or follow the guidance on the Services Australia website.

Q: What is a B2B device and why do I need one?

A: A B2B (business-to-business) device allows your organisation to securely connect third-party child care software to the Child Care Subsidy System (CCSS).

A B2B device links:

your organisation (legal entity)
your PRODA account
your software provider.

This enables your software to securely exchange information with CCSS on your organisation's behalf.

If you use third-party software to manage enrolments, session reports or other CCS activities, you need a B2B device to connect that software to CCSS.

Because B2B devices are managed through PRODA and your software provider, the CCS Provider Helpdesk has limited visibility of B2B device settings and cannot assist with setup or technical issues.

For support, contact your software provider or refer to Services Australia guidance on PRODA and B2B devices.

Q: How do I activate or reconnect a B2B device?

A: To connect your software to CCSS for the first time, you must register a new B2B device in PRODA. This device is unique to your organisation.

After you register, you’ll receive a Device Activation Code. This code:

is valid for 24 hours
is used to connect your software to CCSS.

Once activated, the connection will stay active for 6 months. After that, you must generate a new activation code and reconnect the device.

This process is managed through PRODA and your software provider. The CCS Provider Helpdesk cannot help with activation or reconnection. For support, contact your software provider or refer to PRODA resources.

Q: Can anyone who works at the service activate or reconnect a B2B device?

A: No. Only authorised users can activate or reconnect a B2B device.

To manage a B2B device, a user must:

be recorded as a person with management and control of the provider
have the Device Management permission enabled in PRODA.

If either requirement is not met, the user will not be able to manage B2B devices. More information is available on the Services Australia website.

More information on the Services Australia website

Providing care to relatives

Q: A Family Day Care (FDC) educator is providing care for a child in their family. Can they claim CCS for this care?

A: FDC educators cannot claim CCS for care provided to their own children or close family members.

CCS may be payable for care provided to an extended family member, but only if they meet the less than 50% rule. This means they must care for more non-related children than related children in a CCS fortnight.

All sessions of care must be reported, including sessions provided to family members, regardless of whether CCS is payable.

Q: An In Home Care (IHC) educator is providing care for a child in their family. Can they claim CCS for this care?

A: No. CCS cannot be claimed when an IHC educator is providing care to a family member. This includes both close and extended family members.

All sessions of care must still be reported for every child in care, including family members, even when CCS is not payable.

Q: A Centre Based Day Care (CBDC) and Outside School Hours Care (OSHC) educator is providing care for a child in their family. Can they claim CCS for this care?

A: Yes. CCS may be payable where a child attends a CBDC or OSHC service, even if an educator at the service is related to the child.

The family relationship rules that apply to FDC and IHC services, including the less than 50% rule, do not apply to CBDC and OSHC services.

Family Day Care example – Caring for close family

Lucia, an FDC educator, cares for her 2 year-old step-sibling, Tam. The provider, Buzzy Bees, confirms that Tam is a close relative of the educator.

As this means CCS is not payable, Tam’s enrolment is recorded as a Relevant Arrangement (RA), and the session reports are linked to Lucia.

CCS is not payable when an FDC educator provides care to their own child or a close family member.

If the family wants CCS to apply, the child must attend a different care type, such as CBDC or OSHC.

FDC example – Caring for an extended family member

An FDC educator, Lucia, cares for her niece, Donna, and 3 unrelated children on Monday, Wednesday and Thursday each week. Across the CCS fortnight, more children in Lucia’s care are not related to her than are related to her.

As the less than 50% rule is met, Donna can be enrolled under a Complying Written Arrangement (CWA). CCS may be payable if all other entitlement requirements are met.

FDC example – Caring for an educator’s own child

Rhea is an FDC educator with Buzzy Bees. While providing care for other children, she is also caring for her 3 -year-old son, Leo. Her 8 -year-old daughter, Evie, is at home before and after school.

Buzzy Bees knows Rhea is caring for her own children. Session reports are submitted and the children’s enrolments are recorded as Relevant Arrangements (RA). CCS is not payable, as an FDC educator cannot claim CCS for their own children on a day they are providing FDC. This rule can also apply when the educator’s child attends another FDC service. There are some exceptions to this rule.

There are some exceptions to this rule.

In Home Care example – Caring for a family member

Fernando is an IHC educator. He provides care for Winston, who is his partner’s nephew. The sessions are linked to Fernando and Winston’s enrolment is recorded as a Relevant Arrangement (RA). CCS is not payable.

It cannot be claimed when an IHC educator provides care to a family member, including close and extended family members.

Public holidays

Q: A public holiday is coming up, what do I need to do and can I claim Child Care Subsidy (CCS)? 

A: If your service is closed on a public holiday, you can submit an absence for any session of care that would normally have occurred if the service had been open. CCS may be paid if the child is eligible.

These absences count towards a child’s allowable absence days.

If you charge a fee for the absence, you must charge the family a gap fee.

To learn more, see the Geccko Course – Absences

Example – Casual session bookings

Sarah works shift work and books sessions for her son Roman one week at a time.

A public holiday falls on a Monday, and Tiny Tikes is closed. Roman is not booked to attend on Monday.

As there is no booked session that would have normally occurred on that day, the service cannot submit an absence. CCS is not payable and the service cannot charge a fee for the public holiday.

Example – Routine attendance with allowable absences available

Ash's daughter Pearl attends Seelie’s Centre Care Monday to Friday.

A public holiday falls on a Friday, and the service is closed. Pearl would normally attend on this day.

The service can submit an absence for the session. The absence counts towards Pearl’s allowable absence days. Because Pearl still has allowable absences remaining, CCS is payable.

The service must charge the gap fee for this absence.

Example – Routine attendance with additional absence reason

Bruce's son Damien attends Batson’s OSHC for before-school care each weekday.

A public holiday falls on a Monday and the service is closed. Damien would normally attend on this day.

The service submits an absence. As Damien has already used all his allowable absence days, CCS is not payable and Bruce must pay full fees for that day.

Bruce then provides a medical certificate showing Damien was unwell on the public holiday. The service updates the absence to an additional absence with supporting evidence.

Once CCS is recalculated, the session becomes eligible for CCS. A top-up amount of CCS is paid to the service and passed on to Bruce through a credit or refund on his account.

Example – Routine sessions with no additional absence reason

Muneeba's daughter Kamala attends Junior Marvels OSHC for both before- and after-school care each weekday.

A public holiday falls on a Friday and Junior Marvels is closed. Kamala would normally attend both before- and after-school sessions.

The service submits absences for both sessions. However, Kamala has already used all her allowable days.

Muneeba advises that the family was away for the long weekend, and no additional absence reason applies. CCS is not payable and Muneeba must pay full fees.

If the service's policies allow, it may choose to charge the family for the absence or waive the fee.

Can I charge families on public holidays?

A: Charging fees on public holidays is a business decision, however you can only charge families if:

the public holiday falls on a day the child would normally attend, and
the service would normally have been open.

If you charge a fee, you must submit an absence session with the applicable fee. CCS may be payable, subject to the family's eligibility and available absence days. Families will be responsible for paying the gap fee.

If you choose not to charge a fee, your Complying Written Agreement (CWA) and fee schedule should allow for sessions to be provided at no cost. You should still submit an absence session with a $0 fee to ensure accurate session reporting.

Where no fee is charged:

CCS is not payable
the absence does not count towards the child’s allowable absence days
no gap fee is payable.

Example – Service charges a fee on public holidays

Doreen attends Squirrels Early Learning every Monday, Wednesday and Friday.

A public holiday falls on a Monday and the service is closed. Doreen would normally attend on this day.

The service chooses to charge a fee and submits an absence session for Doreen with the applicable fee.

Because Doreen still has allowable absence days available, CCS is payable. Her guardian, Maureen, is charged the gap fee.

Example – Service does not charge a fee on public holidays

Katherine attends Deerfield City Child Care every Monday and Tuesday.

A public holiday falls on a Monday and the service is closed. Katherine would normally attend on this day.

The service decides not to charge families for the public holiday and submits an absence session with a $0 fee.

Because no fee is charged:

CCS is not payable
the absence does not count towards Katherine’s allowable absence days
the family is not required to pay a gap fee.

Note: Where a service chooses not to charge a fee, the service should ensure the family’s Complying Written Arrangement (CWA) and the service’s fee schedule support nil-fee charged days before submitting a session with a $0 fee.

Q: Can I charge fees and claim CCS when my service is closed for a religious or cultural holiday?

A: You cannot report absences when your service is closed, except on a public holiday by law or during a period of emergency.

On a public holiday, you may only report absences for children who would have otherwise attended care on that day.

Public holiday arrangements apply only to recognised public holidays in the relevant state or territory. You can check applicable public holidays on the Fair Work Ombudsman website.

Whether to charge families when your service is closed for a religious or cultural holiday is a business decision for the provider. However, because the service is closed, absences cannot be reported and CCS is not payable for that day.

Sessions

Q: When do I need to submit sessions?

A: You must submit session reports within 14 days after the end of the week in which care was provided.

There are limited exceptions. For example, if your service was not CCS-approved when care started, you must submit session reports within 7 days after the end of the week that CCS approval was granted.

Submitting session reports on time helps ensure CCS is applied correctly and reduces the risk of payment delays.

Example – Service approval backdated after care starts

Greenleaf Early Learning begins providing care while waiting for CCS approval.

One month later, the service receives CCS approval. The approval is backdated to the date the service began operating.

The service then creates CCS enrolments and submits session reports for the care already provided.

Because the service was not CCS-approved when the care was provided, an exception applies.

The service must submit session reports within 7 days after the end of the week that CCS approval is granted.

Q: What happens if I submit session reports late?

A: CCS cannot be applied until session reports have been submitted and processed. Late submission will delay CCS payments and may result in inaccurate session information.

Families may need to pay full fees until CCS is applied. If eligible, they may later receive backdated CCS payments. This can result in credits or debts that the service will need to manage.

Late session reporting can also result in:

inaccurate family statements
delayed or incorrect absence processing
account adjustments.

Consistently late or significantly delayed session reporting may result in compliance action.

Example – Delayed enrolment and session reporting (non-compliant)

Riverbank Early Learning enrols a new child, Leo. His parent, Daniel, has applied for CCS and is waiting for approval.

The Centre Administrator delays creating the enrolment and submitting session reports because she thinks she must wait for Daniel’s claim to be approved.

Three weeks later, Daniel's CCS is approved. The Centre Administrator creates the enrolment, waits for Daniel to confirm it in myGov, and then submits the session reports.

Because the enrolment and session reports were not submitted on time, CCS could not be applied to Leo’s care when it was provided. During this period, Daniel had to pay full fees.

Once the session reports are processed, eligible CCS payments are backdated and a credit is applied to Daniel’s account. The service must pass the credit on within 14 days, so Daniel receives a refund.

In this example, the service did not meet the required enrolment and session reporting timeframes. Services must create enrolments and submit session reports on time, even if a family's CCS claim is still being processed.

The service may be subject to compliance action.

Q: How do I fix an incorrect session report?

A: If you find a mistake in a session report, update it as soon as possible.

You can correct details such as session times, fees charged, absences and other reporting information. Making corrections promptly help ensure CCS is assessed correctly and families receive the right entitlement.

You generally have 28 days from the start of the week the report relates to make changes.

If you do not correct the information within the required timeframe, you may receive a non-compliance notification and may be subject to further compliance action.

Example – Updating a session report within allowed timeframes

Little Lanterns Child Care provides care to Oliver, who usually attends 2 days a week.

Oliver’s parent, Chloe, asks to add a third regular day. The Centre Administrator forgets to update the enrolment before submitting session reports. The additional day is charged at the casual rate.

The following week, Chloe queries the fees. The Centre Administrator reviews the enrolment and identifies the mistake.

The mistake was found within the allowed timeframe. The service updates the session report and corrects the enrolment for future care. CCS is now recalculated using the correct fee arrangement. As a result, additional CCS is paid to the service and passed on to Chloe as a credit or refund.

Fixing the mistake quickly helps the service avoid possible compliance notifications.

Example – Failing to update a session report within the allowed timeframe

Ava’s parent asks Bright Bears Early Learning to increase Ava’s care from 2 to 3 days a week.

The enrolment and fee arrangements are not updated before the session report is submitted. The additional day is reported incorrectly. Ava’s parent does not notice the mistake until several weeks later.

By the time the service reviews the issue, the 28-day update period has passed.

Because of this, the service:

can still correct the session report
must provide a reason for the late update
receives a non-compliance notification.

Once the session report is corrected, CCS is recalculated using the correct fee arrangement. Because the regular booking has a lower hourly fee, Ava is entitled to a higher amount of CCS for the affected sessions. The additional CCS is paid to the service and passed on to Ava's parent as a credit or refund.

Correcting mistakes errors early helps:

reduce administration
minimise account adjustments
supports accurate CCS reporting.

Q: What if I need to change a session from a previous financial year?

A: You can generally update session reports until 28 days after the end of the CCS financial year. After that, access to submit, update or withdraw session reports for that CCS financial year is restricted. If you need to make a change, you must apply for permission.

Applications are assessed on a case-by-case basis. They must explain what change is needed and why was not made within the required timeframe.

If permission is granted, you can make the approved changes. If permission is not granted, the session reports will remain unchanged. This may mean the service and family need to manage any outstanding fees, credits or account adjustments outside the CCS system.

Regularly reviewing enrolments, fee arrangements and session reports can help identify and correct errors early.

Managing session reports from previous financial years

Example – Changing a session report from a previous CCS financial year

Ethan is leaving South Point Day Care and his enrolment ending.

During a review of Ethan’s records, the service finds inaccurate information in some session reports from the previous CCS financial year.

More than 28 days have passed since the end of that CCS financial year, so the service cannot update the session reports.

The Centre Director applies for permission to make changes. The application explains the error, why it was not identified earlier, and how it affects CCS.

Permission is granted, and the service updates the session reports.

After this experience, South Point Day Care starts reviewing enrolments and session reports every 3 months. Regular reviews help the service find and fix errors early. This reduces administration and helps avoid delays when records need to be corrected.

Specified personnel

Q: I work for a child care centre, what role do I need in the CCSS?

A: The role you need in the Child Care Subsidy System (CCSS) depends on your responsibilities.

Not all staff need a CCSS role.

You need to be authorised in the CCSS if you:

carry out CCS tasks
work as a Family Day Care or In Home Care educator.

Most centre-based educators or Outside School Hours Care staff (for example, cooks or gardeners), will not need a CCSS role.

It’s important to assign the correct role. Each role has a different level of access and may require supporting documents.

Services must tell the department about personnel changes within required timeframes.

Q: Why does the CCS Provider Helpdesk check my authorisation when I contact them?

A: Each role in the CCS Provider System has a different level of access.

When you contact the CCS Provider Helpdesk, they check your role to make sure they only share information that you are authorised to access.

This helps protect sensitive information and ensures compliance with Family Assistance Law.

If you need a higher level of access, speak with your provider. They can review and update your role if needed.

Geccko course: Persons with Management or Control, Fit and Proper Person Requirements

Example – Service Contact staff

Mario works as an administrator at Billy Goat’s Day Care Centre. He sends invoices and helps families with general questions.

A child, Abbey, receives less CCS than usual. Her parents ask Mario to check what happened.

Mario contacts the CCS Provider Helpdesk. As a Service Contact, he can ask questions. The Helpdesk confirms the sessions were submitted as 12 hours instead of the usual 8, which has used up Abbey’s CCS hours.

The staff member who usually manages the session submission is on leave. Mario wants to fix the sessions, but as a Service Contact he does not have permission to update them. To make changes, he needs a role with day-to-day operational responsibility. A person with management or control (PMC) or a person responsible for day-to-day operation of the service, must update his role.

Example – New Director not yet authorised

Denise has joined the board of Jelly Babies Inc., a CCS-approved provider. A service requests her help with an urgent grant application. The department must speak with a person with management or control (PMC).

Denise contacts the department but cannot discuss the application because she has not yet been added as a PMC in the system. As the only authorised person has left the organisation, Denise must email the CCS Assessments team at CCSassessments@education.gov.au and include the following information so she can be added as a PMC:

Provider’s Legal Name and CCS Approval CRN (CCS Provider ID Number).
Full name and PRODA registration number of the person to be added.
Phone and email contact details of the person to be added.
Evidence that the individual to be added is a PMC of the provider (e.g. Committee minutes, ASIC extract etc).

Documentary evidence of background checks for the person to be added:

A copy of the person’s Australian National Police Criminal History Check (National Police Check) carried out no more than sixty (60) days before the person commenced to hold that position.
A copy of the results of a bankruptcy search conducted through the Australian Financial Security Authority website (carried out no more than sixty (60) days before the person commenced to hold that position).
Details of the Working with Children Checks (WWCC), including the authority who issued it and the date the clearance expires.
A current and historical personal name extract search of the Australian Securities and Investment Commission (ASIC) obtained by using the application provided by ASIC or an ASIC-approved information broker carried out no more than sixty (60) days before the person commenced to hold that position.
Evidence that the person does not appear on the banned and disqualified register held by the Australian Securities and Investments Commission (in the form of a computer printout of the results of the search, carried out no more than sixty (60) days before the person commenced to hold that position).

This takes time, as her suitability must be assessed. The delay almost causes the service to miss the grant deadlines.

Example – Family Day Care Educator access

Maya starts work as a Family Day Care educator at Sunshine Rainbows. She provides all required documents and is added to the CCS System by the co-ordinator, Michael.

One child in her care attends for 2 weeks but does not receive CCS.

Michael checks the enrolment and cannot find a problem. He asks the guardian to contact Services Australia. Services Australia advises there is an issue with the enrolment.

Maya contacts the CCS Helpdesk to help resolve the issue. However, as an educator, she is not authorised to discuss CCS or service records. The Helpdesk refers her back to Michael, who has the correct access.

Withholdings

Q: What are withholdings?

A: Services Australia withholds 5% of a family’s CCS entitlement each fortnight. This amount is set aside and used when a family’s CCS is balanced at the end of the year. This helps reduce the risk of the family owing money.

If a family is overpaid CCS, the withheld amount helps reduce their debt.
If a family is underpaid CCS, the withheld money may be paid back to them.

Families can choose to:

increase their withholding to reduce the risk of a debt, or
reduce their withholding to receive more CCS during the year if they are confident their income estimate is accurate.

Families can change their withholding percentage up to twice per year through their Centrelink online account (via myGov). They can contact Services Australia if they need to change it more often.

Additional withholdings – Family CCS debt

Where a family has an outstanding CCS debt, an additional 20% is withheld from the family’s entitlement. The application of the additional 20% withholding results in a provider receiving less CCS on behalf of the family.

Providers are required to adjust the gap fee charged to families for each period, based on the family's entitlement for that period.

Example 1 – Standard withholding (5%)

Emma’s child attends Buzzy Bees Early Learning. Her CCS entitlement covers $400 of a $500 weekly fee.

Services Australia withholds 5% of Emma’s CCS entitlement before paying the rest to the service.

Weekly fee	Eligible CCS	Amount withheld (5%)	Amount received by service	Family gap fee
$500	$400	$20	$380	$120

Buzzy Bees receives $380 in CCS and charges Emma a $120 gap fee. The withholding does not change the CCS rate or the session fee. It only reduces the amount paid to the service.

Services are required to adjust the gap fee charged to families for each period, based on the family’s entitlement for that period.

Example 2 – Increased withholding (10%)

Emma’s child attends Buzzy Bees Early Learning. Her CCS entitlement covers $400 of a $500 weekly fee.

Emma’s income varies due to unpredictable shifts, so she can’t accurately estimate her annual income. To reduce her risk of debt, Emma contacts Services Australia and increases her withholding from the standard 5% to10%.

Services Australia withholds 10% of Emma’s CCS entitlement and pays the rest to the service.

Weekly fee	Eligible CCS	Amount withheld (10%)	Amount received by service	Family gap fee
$500	$400	$40	$360	$140

What the service sees

Buzzy Bees receives $360 and charges Emma a $140 gap fee. The higher withholding does not change the CCS rate or fees. It means less CCS is paid to their service during the year.

Services are required to adjust the gap fee charged to families for each period, based on the family’s entitlement for that period.

Example 3 – Standard withholding and additional withholdings

Emma’s child attends Buzzy Bees Early Learning. Her CCS entitlement covers $400 of a $500 weekly fee.

After balancing, Emma is found to have a CCS debt. From this point, 2 different amounts are withheld from Emma’s CCS each week:

the standard 5% withholding (for future balancing), and
an additional 20% withholding (to repay the debt).

Services Australia applies both withholdings before paying CCS to the service.

How Emma’s CCS is paid:

Weekly fee	Eligible CCS	Amount withheld (5%)	Debt repayment withholding (20%)	Amount received by service	Family gap fee
$500	$400	$20	$80	$300	$200

Both withheld amounts are kept by Services Australia and are not paid to the service.

Buzzy Bees receives a lower CCS payment ($300) but cannot see the additional 20% debt repayment withholding in the PEP. The additional 20% is managed by Services Australia and is separate from the usual withholding. The additional 20% withholding continues until the CCS debt is repaid or Services Australia changes the recovery arrangement.

What to tell families

If a CCS debt is raised after balancing, Services Australia will usually withhold an additional 20% of a family’s CCS entitlement to repay it. This reduces the CCS paid to the service until the debt is repaid or the arrangement changes.

Q: How does withholding relate to CCS balancing?

A. Services Australia withholds part of a family's CCS entitlement throughout the year. At the end of the financial year, CCS is balanced using the family's actual income.

The balancing process occurs between the family and Services Australia. Providers do not have visibility of balancing outcomes and do not need to take any action.

If a family has been overpaid CCS throughout the year, the withheld amount may be used to reduce any balancing debt. If a family has been underpaid CCS, withheld amounts may be returned to them.

Example 1 – CCS balancing

Emma estimated her annual family income would be $100,000 and received CCS throughout the financial year based on that estimate. As part of the normal CCS process, Services Australia withheld 5% of her CCS entitlement during the year.

At the end of the financial year, Services Australia balanced Emma's CCS using her actual income and circumstances.

Example 2 – Overpayment of CCS

Emma's actual income was $150,000. This meant she was entitled to less CCS than she received during the year and had been overpaid $1,000.

During the year, Services Australia withheld $800 from Emma's CCS entitlement.

CCS debt identified at balancing	Withheld amount available	Remaining debt
$1,000	$800	$200

Services Australia applies the withheld amount to reduce the debt. Emma still owes a remaining debt of $200.

Services Australia may recover the remaining debt by applying an additional withholding to Emma's future CCS payments.

Example 3 – Underpayment of CCS

Emma's actual income was $85,000. This meant she was entitled to more CCS than she received during the year and had been underpaid $600.

During the year, Services Australia withheld $500 from Emma's CCS entitlement.

CCS top-up identified at balancing	Withheld amount available	Amount returned to family
$600	$500	$600

Services Australia returns the withheld amount to Emma following balancing.

Still need help?

After checking the FAQs, you can submit an enquiry using one of our online forms.

Child Care Subsidy Provider Helpdesk

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FAQs – administering the Child Care Subsidy (CCS)

On this page:

Absences

Q: Can I accept a medical certificate that covers a longer period due to an ongoing illness or condition?

Q: Can I accept a statutory declaration or a pharmacist’s certificate instead of a medical certificate?

Q: How do absences before and after care work?

Example – Child unwell after last day of care

Example – Absences at the end of care without an accepted reason

Example – Child unwell before first day of care

Example – Family emergency outside of 6-day timeframe

Q: Can CCS be paid for absences outside the extended period?

Example – Exceptional circumstances before a child's first attendance

Q: What are additional absences and when can I use them?

Example – Additional absences with supporting evidence

Example – Additional absences without supporting evidence

Example – Additional absences with insufficient evidence

Example – Additional absences for court-ordered care arrangements

CCS provider approval

Q: How long will it take for my CCS application to be assessed?

Q: Can CCS be backdated once my application is approved?

Q: Can I charge an estimated amount while I wait for CCS approval?

Q: I’m buying a child care service. What do I need to do for CCS and existing families?

Q: I’m selling my service. What do I need to do for CCS and existing families?

Example – Opening a second service before CCS approval is granted

Example – Charging reduced fees before CCS approval

Example – Backdated CCS payments made to families

Example – Enrolments automatically ceasing due to the 14‑week rule

Example – CCS eligibility ceasing during extended approval delays

CCS entitlement

Q: How is CCS entitlement determined?

Q: Can I fix a family’s CCS entitlement if it has changed?

Example – Changes to CCS entitlement

Example – Increase in CCS entitlement (back payment to family)

Q: A family has subsidised hours but gets 0% CCS. What does this mean?

Example – Subsidised hours showing with 0% CCS

Q: How do I get 3 days guaranteed child care?

Example – Accessing 3 days of child care

Debt offsetting

Q: What is debt offsetting?

Example – Offset applied to CCS overpayment caused by inaccurate session reporting

Q: How do I know if my service has an offset?

Example – Offset raised due to end of care absences

Q: What is the difference between an offset and a debt?

Example – Recovery of a debt after service closure

Q: How can I view outstanding debts?

Enrolments

Q: Why has a family received a cease notification when they are still attending my service after a change in ownership?

Q: Why has a family received a cease notification weeks after leaving a service?

Q: We have a record of an enrolment, but we can’t see it in the PEP. Why?

Q: How should enrolments be managed when a child is in a shared care arrangement?

Example – Multiple enrolments for different guardians

Q: What enrolment type should be used for children of Family Day Care (FDC) or In Home Care (IHC) educators?

Example – FDC educator working while their child attends another FDC service

Example – IHC educator working while their child is attending a CBDC

Example – FDC educator caring for a close relative

Q: When should an Organisation Arrangement (OA) enrolment be used?

Q: A family salary sacrifices their child care fees. How should this be reported?

Q: When should a Provider Eligible Arrangement (PEA) be used?

Example – No CCS-eligible individual due to residency requirements

Fee charging

Q: Can I calculate a gap fee myself?

Q: Can I charge fees in advance based on estimated CCS?

Example – Charging based on estimated CCS

Example – Charging based on actual CCS received

Q: I have a new family, and no CCS is applying. Can you tell me why?

Example – Enrolment pending confirmation

Example – Missing CRN or date of birth

Example – Enrolment confirmed but 0% entitlement

Hourly fee calculations

Q: How can I support families to choose a session length?

Example – Fee calculations

Local emergencies

Q: What is a CCS period of emergency?

Q: My service is experiencing a local emergency. Can I still claim CCS?

Example – What to do during a CCS period of emergency

Example – Service temporarily closes after a local safety incident

Minimum attendance time

Q: Is there a minimum attendance time for a session to be counted as care?

Q: While updating personnel in the PEP, I am getting the error “personSuitability.actionTaken are required”. How can I fix this?

Q: A public holiday is coming up, what do I need to do and can I claim Child Care Subsidy (CCS)? 