Notification of changes to your child care services

It is a requirement that all Child Care Benefit (CCB) approved services notify the department of changes to their service as determined by family assistance law. These changes are referred to as Notifiable Events. Operators can update some Notifiable Events via the Child Care Management System (CCMS) using their software product and this is the most efficient process of updating service details.

You will not be able to report the following information through your CCMS registered software:

  • Financial email address
  • Bank account details
  • Number of places offered
  • Changes to your service's legal entity
  • Notification of matters affecting or likely to affect the suitability of Key Personnel, staff members, Family Day Care educators and in-Home Care educators

The above changes must be requested by completing the appropriate Notifiable Events Form. Please note, if you wish to update details relating to both your CCB/CCR payments as well as your funding payments, you must complete and submit separate Notifiable Event Forms to the department.

  • Update CCMS Financial Details Form - CCB and Other Fee Reduction Payments – Use this form to notify the department of a change to the service's bank account to which payments for CCB and other fee reduction payments will be deposited. This form can also be used to update the email address to which all financial documentation (such as Remittance Advices) will be sent. Please note that the same financial email address is used for both CCB/CCR and funding related payments.
  • Update CCMS Financial Details Form - Funding and Grant Payments – Use this form to notify the department of a change to the service's bank account to which payments for CSP and other funding grants will be deposited. This form can also be used to update the email address to which all financial documentation (such as Remittance Advices) will be sent. Please note that the same financial email address is used for both CCB/CCR and funding related payments.
  • Update Service Operational Details Form – Use this form to notify the department of changes to the service’s name, location, operating hours, operating weeks per year, and places offered. The form is also used to advise the department of a change in the management of the service and for notifying the department of matters affecting or likely to affect the suitability of Key Personnel, staff members, Family Day Care educators and in-Home Care educators.
  • Update Parent Organisation Details Form – Use this form to notify the department of changes to the legal entity including the name, location and contact details for the entity. (The legal entity is the Organisation (sole trader, partnership, company or trust) that is the Approved Operator for CCB purposes).
  • Notification of Closure, Sale or Transfer of Ownership or Management Form – Use this form to notify the department that the service is closing, being sold or transferring ownership (including when Administrators are appointed). Other details that must be provided on this form include notification of where the records relevant to child care will be kept.
  • Adding an Additional Outside School Hours Care (OSHC) Component Form – Use this form to notify the department when your service wants to add a Before School Care, After School Care or Vacation Care component where it is not already provided in an existing CCB approved OSHC.

Forms referred to in the Child Care Services Hand Book can be accessed on the Child Care Services Handbook page.

For more information on updating your service's details, please see the relevant CCMS fact sheets.

Timeframes for Notifiable Events

Please be aware that there are legislative requirements for the timing of notifications to the department regarding the changes as outlined in the forms above. Timeframes are as specified below

Section 19 of Child Care Benefit (Eligibility of Child Care Services for Approval and Continued Approval) Determination 2000

Written notice within 7 days - the operator must notify the department if they become aware of something about a Key Personnel, staff member, Family Day Care educator or in-Home Care educator that affects or is likely to affect the suitability of the person to provide child care. The operator must also notify the department of the action taken or intended to be taken to deal with the situation

As a minimum, operators must notify the department where they become aware that a Key Personnel, staff member, FDC educator or IHC educator:

  • is charged with or found guilty of a serious indictable offence
  • becomes bankrupt
  • has their working with children check refused, amended or cancelled.

The overarching requirement is that operators notify the department of any events affecting or likely to affect the suitability of relevant people.

Written notice within 14 days - the operator must notify the department of any change to the details contained in the child care service's application for approval, other than the address of the service.

Written notice within 30 days - the operator must notify the department when a contract for the sale of the premises where the child care service is conducted is entered into, terminating the lease of the premises or changing the address of the service.

Section 219M of A New Tax System (Family Assistance) (Administration) Act 1999

Written notice at least 42 days before - the operator must notify the department if the service ceases operating.

Section 219G of A New Tax System (Family Assistance) (Administration) Act 1999

Written notice within 14 days - the former operator must notify the department of the location of the child care records after the service has closed. Should the records be moved at any point during the period in which they are required to be kept, the operator must also notify the department of the new location.

You can find links to the relevant legislation on the Family Assistance law page.

If you have further questions regarding Notifiable Events, please consult the Child Care Service Handbook or contact your local CCB Approvals team in your state or territory office on 1300 363 079.