Articles on: CCSS Module

CCS Session Error - Time In/Out must not overlap with other session for the same day

This article will assist you with managing the CCS session error ofTime In/Out must not overlap with other session for the same day.

Meaning:

This error means the child has overlapping session times for the same day, so the times are overlapping.

Why the error occurs

The Message of 'Time In/Out must not overlap with other session for the same day' indicates that the child has sessions that are being submitted to CCS, but are overlapping with the same times for another session for the same day.

For Example:

Scenario 1 - Child is transitioning rooms

The child was added onto the new Room eg. Toddlers for the Day, however their booking was left on their existing room Nursery for the day.

Scenario 2 - Child attends Before School Care and After School Care or multiple CBC Rolls for the same day

This scenario is quite common for OSHC Services. The error will only appear if the Sign in/out times have been entered incorrectly.

eg.

ASC Time in: 15:00

ASC Time out: 18:00

BSC Time in: 06:30

BSC Time out: 18:00

In this example the child wasn't signed out of the Service for BSC, so when the Guardian/Nominee signed them out of ASC they signed out for BOTH sessions.

Note: This could also occur if the child's times were incorrectly selected. eg. instead of 15:00 (3pm) being selected in Xap for Sign in, 03:00 (3am) was selected.

The message will be displayed on your Session reports failed to submit email as below and will include the information of:

The name of the child
Family name
Week Start Date that is incorrect
Total Fees Charged
Error

Correcting the Error

Scenario 1 - Child on 2 Rolls incorrectly

To resolve this error, the incorrect room entry can be deleted from the bookings screen.

To Delete the Booking:

Select the Bookings & Attendance Screen
Select the Bookings Tab
Search on the child for the incorrect date/s
Select the 3 dot menu
Select Delete

OR if multiple days use the Bulk Delete option

To assist you further with this process see: Deleting BookingsIf a child is Transitioning rooms, this article will assist you with the process: Managing a child Transitioning Rooms

Scenario 2 - Child attends Before School Care and After School Care or multiple CBC Rolls for the same day

To manage the incorrect Session errors:

Select the Bookings & Attendances Screen
Select the Session Reports Tab
Search on the child
Search on the incorrect dates

Note: The incorrect Sessions will display with the Incomplete Session Status

Select the 3 Dot menu
Select Edit

Overlapping Sign out Time to Sign In example

Incorrect Sign in Time example (non-24hr)

For both examples:

Use the drop down for the "Incomplete" day/session
Correct the Sign in/out times
Select Save & Submit

Note: This option will automatically submit the session to CCSS for processing.

Why the error needs to be resolved.

If the message is not resolved this can impact the Service and Guardian for paid CCSS.

The Session for the child with the error will not submit successfully for processing until the message has been corrected
Can cause a Breach with CCSS due to the session not being submitted within 14 days required period
CCS will not estimate on any Sessions not covered by a CCSS Enrolment

Once the child is actively enrolled to the Service, the incorrect CCSS Sessions can be submitted to CCSS for processing. To assist you with submitting CCS Sessions see: Submitting CCS Session reports

Updated on: 05/03/2021

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