Articles on: CCSS Module

IS Case Claim Error - Case claim cannot be submitted while case Status is Withdrawn

This article will assist you with managing IS Case Claim errors for - Case claim cannot be submitted while case Status is Withdrawn.

Overview

An IS case once Approved via the IS Portal will provide you with the current status.

Case Statuses:

Approved - IS Case Claims can be created as the case is ACTIVE
Withdrawn - IS Case Claims can NOT be created as the case has been withdrawn
Inactive - IS case period has ended

Note: An IS Case needs to be in the status of Active to allow claims to be created and submitted successfully.

The error will display as below

Why the error occurs

An IS Case can go into a withdrawn status if:

The Service does not submit any claims for more than 60 days of the Case Start Date.
The IS Case will automatically be withdrawn and new claims cannot be submitted.

How can you fix a withdrawn IS case status?

Cases can be reactivated at the agreement of the IDFM.
Please contact your local inclusion agency in the first instance. This email must contain the case ID, the reason that IDF was not claimed within the 60-day timeframe, and confirmation that IDF is

still required for all weekly approved hours as stated in the Approval Letter.

Once reactivated, new claims must be submitted within 7 days and in accordance with the 60-day rule. If a service requires their case to be reactivated, they should contact the

IDFM.

Non-attendance due to COVID-19

If the child included in an Additional Educator approval does not attend the service, the status of the case may change to inactive. A service cannot claim IDF Subsidy for the period a child is not in attendance.
The service should review the IDF Subsidy approval period outlined in the Approval Letter to be aware of the approval end date.
If the child is absent for more than 60 days and returns to the service, the service can contact your local inclusion agency to request reactivation of the IDF Subsidy approval.
The service will be able to claim IDF in line with the approval, including approval period start and end dates, and the Conditions of Funding.

NOTE: From 1 October 2025 Deloitte will be the Inclusion Development Fund Manager (IDFM). The current fund manager, KU Children’s Services, will continue until 30 September 2025.Service continuity is our priority. We will work closely with Deloitte and KU Children’s Services to ensure a smooth transition to the new arrangements. You can subscribe to the DESE Subscribe to the DESE newsletter and join their Facebook group for updates.

Support for IS case queries

Further information regarding IS can be found here: Inclusion Support Portal

More support

Use the Inclusion Support contact form for help with:

Child Care Subsidy System (CCSS) credentials - user name and password request. (CCSS superseded Child Care Management Software in December 2019)

Rejected claim for payment

Issues with CCSS username and/or password

For all other issues, please use the education contact form or contact your local Inclusion Agency.

To assist you further with managing IS case error see: Help Page - Managing IS Case Errors

Updated on: 21/09/2025

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