Managing End of Financial Year Processes 2023/2024 - CCSS Services

This article will assist you with running a quick check on your Software prior to the Financial Year Lockout to ensure that you have met all of your CCSS Regulations. And that your Services are running effectively. This will allow you to get the most out of your Software.

Important Dates to Note

End of Financial Year Checklists

• Fee Increases
• Attendances & Bookings
• CCSS Session Reports
• CCSS Enrolment Errors
• Inclusion Support Case Claims
• ACCS - Additional Child Care Subsidy Claims
• Personnel
• Operational Profile
• Holidays & Exemptions
• Tours
• Families

Fee Increases

The Fee Increase or Change section is to ensure that Fees are managed correctly and the changes reported to CCSS appropriately.

Things to Consider

• Are the Fee times remaining the same just the $ is changing
• Are the Fee Times changing and the Fee $ remaining the same
• Are both the Fee Times and the Fee $ changing
• Are you archiving old fees?
• How would you like to manage bookings currently linked to the fees?
• Will the Fees be Internal (only for staff use) or Family Facing

Bookings & Attendances

The Bookings & Attendances section is to ensure the right information for days, fees, times have been applied to your Children's Bookings.

Things to Consider

• Are all of your Attendances Marked (Incomplete & Pending Statuses)
• Are there any overlapping Times
• Are there any incorrect Booking Days?
• Incorrect Fees assigned to Days
• Missing extras eg. Discounts, Preschool Flag

Reports:

• Bookings Report
• Incomplete Attendances Report

CCSS Session Reports

The CCSS Session Reports section is to ensure that all of your Sessions have been submitted to CCSS successfully for processing.

Things to Consider

• Are all of your Sessions displaying Incomplete or Pending Statuses
• Are there any Submission Errors
• Are there any CCSS Enrolment Errors
• Are any sessions showing as 0 sessions
• Any sessions showing as "Vary" and not submitted

CCSS Enrolment Errors

The CCSS Enrolments section is to ensure that all of your CCSS Enrolments have been submitted successfully for all of the Children who attend your Service. Errors for a Child's Enrolment will prevent their Sessions from being submitted to CCSS for processing and will cause a Breach.

Things to Consider

• All children who attend your CCSS Approved Service are required to be connected with a CCSS Enrolment type.
• This is regardless of if the Guardian is wanting to claim CCS entitlements or a 3rd party is paying for the Child's care.
• The CCSS Enrolments are required to cover all of their session dates that are being submitted to CCSS.

There are errors that can stop a CCSS Enrolment from submitting to CCSS. If the child doesn't have an Active CCSS Enrolment, then this will prevent their connected sessions from submitting successfully.

If the sessions aren't submitted within the correct period, this will cause breach notices with CCSS.

This report will provide you with the current Statuses of all Children's Enrolments. The enrolments that will need to be corrected are:

• Unsubmitted
• Ceased (If the child is still attending care)

Inclusion Support Case Claims

The Inclusion Support section is to ensure that all of your IS Case Claims have have been submitted successfully for processing. If they aren't submitted within the 60 time frame, the Service will lose the funding for unsubmitted claim periods.

Things to Consider

• Have all sessions for IS children been marked and submitted to CCSS correctly
• Are the bookings for IS children correct eg. Correct Days, Fees, Times
• Have all IS case claims been submitted for the last 60 days

To assist you further with these processes see: Help Page - IS Case Management Guides and Videos and Help Page - IS Case Claim Errors

ACCS - Additional Child Care Subsidy Claims

The Additional Child Care Subsidy (ACCS) section is to ensure that all of your ACCS Certificates & Determinations have have been submitted successfully for processing and are applying to the relevant Children and Account Balances.

Things to Consider

• Have all Certificates & Determinations been created for the correct date range
• Have any rejected Certificates & Determinations been followed up on
• Is ACCS applying to all attendances as required.
• Are there any expiring Certificates & Determinations

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Report - CCSS Entitlement Report

Personnel

The Personnel section is to ensure that all CCS Personnel for your Services have been submitted with all relevant information.

Things to Consider

Have changes been made if:

• Staff who have finished with your company been ended correctly
• Adding an additional role
• Updating previous history declarations
• Updating Support Documents/WWCC

Operational Profile

The Operational Profile section is to ensure that CCSS have the correct Operational details for your Services. If your Service is not operating for a period, this information is required to be submitted to CCSS.

Things to Consider

Operational Profile changing:

• Are your days of operation changing
• Are your hours of operation changing

Is your Service Temporarily closing?:

Temporary closure are for CCS and non CCS Services. There are three main scenarios where you may need to close your service for a period of time:

1. Whole Centre closing for a period (Monday - Sunday)
2. Closing Rolls (not the whole Centre - CBC)

For example:

• CBC closing BSC/ASC Rolls but still providing other care such as Vacation Care

3. Closing Rolls not whole Centre – OSHC

For example:

• OSHC Services closing ASC/BSC but still providing VAC.

By managing this information, this will assist you with:

• Ensuring no Bookings are requested during a Closure period
• Correct Invoicing is sent out for your Families

Holidays & Exemptions

The Holidays & Exemptions section is to assist you with managing your Bookings. This includes how you would like to manage eg. Public Holidays.

Things to Consider

• Do you charge for Public Holidays
• If you don't charge for Public Holidays/Exemptions - How would you like to manage current and new bookings for these dates

Tours

The Tours Section is to assist you with managing Tour availability during possible closure periods.

Things to Consider

If there are periods that you would like to Block out for example.

• Holiday periods when your Service is closed
• Public Holidays
• Days and Times that don't suit you to have Tours booked

Families

How to confirm income

Families confirm their income by:

• Lodging their tax return, or
• Contacting Services Australia to advise they don’t need to lodge a tax return. Families can complete an Advise non-lodgement of tax return using their Centrelink online account through myGov or through the Express Plus Centrelink mobile app. They’ll need to do this even if they’ve already told the Australian Taxation Office they don’t need to lodge.

Updated on: 05/07/2024