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Managing End of Year Processes 2025/2026

Managing End of Year Processes in Xap for the calendar year 2025/2026

At the end of the year, some Services may choose to close for periods. This may be for:

Public holidays

Days other than Public Holidays

Other items you may change for your Service could be:

Changing/Updating your Fees

Or changing your Operational hours

Closing Rolls eg. ASC/BSC but still running VAC

Stopping Tours during a period

Closure dates for CCSS

CCSS have advised that their closure dates over this period will be from 12.30pm (AEDT) on Wednesday 24th December 2025, and reopen at 9am (AEDT) on Friday, 2nd January 2026

For further information regarding CCS closures see: Childcare Subsidy 2025-2026 Christmas/New Year Period

Session reports and payment dates

Data submitted to CCSS will be processed throughout the Christmas and new year period.

If you have any Session reports submitted on the below dates, you may experience short delays in processing or payment due to public holidays:

Note: The Xap software automations will retry to submit if they are unable to be submitted successfully.

When you can claim CCS

If your service remains open, and only closes for public holidays, you may submit session reports as usual.

Families can only get CCS when your service is open and providing care, unless it is a public holiday or during a period of emergency.

The below table outlines when a service that only closes for public holidays and weekends may submit session reports and claim absences.

If your Service closes over the Christmas–New Year period, the below table outlines when a service that closes over the Christmas–New Year period may submit session reports and claim absences.

Managing Fee Changes

There are 2 examples of Fee Changes:

Fee price increasing, however the Times are staying the same.
Fee price may or may not change, however the times are changing.

Fee price changing (Session Times/Operational Hours remain the same)

If you are increasing the price of your fees, and the session times/operational hours are staying the same, then the existing fees can be edited, adding a new effective date and fee price.

It is important to not override the fee history. If this is overridden, it can cause errors for prior sessions linked to that fee.

To assist you with increasing your Fees see: Managing Fee Increases

Fee price staying the same/changing (Session times changing)

If the session times are changing as well as the fee price increasing, then a NEW Fee will need to be created to ensure the history of the prior fees and times isn't affected.

The old fee can be archived when you have finished managing all sessions linked to this fee.

To assist you with creating a new Fee see: Managing Sessions & Fees

Early Finish Fees

If your Service is closing earlier than the normal Operational or Fee times, this will need to be reported to CCSS for these attendances.

For Example:

CBC Service - normal session/fee hours are 6:00am - 6:00pm and, on Christmas eve, you choose to close at 4:00pm

Vacation care, where full day session hours are from 7:00am - 6:30pm, but on Christmas eve, you choose to close at 2:00pm

New fees will need to be created to display the shorter session hours. The attendances for children booked on that day will need to be edited and the new early closure fee selected to advise CCSS of the change of hours.

See: Creating new Sessions/Fees and Editing SessionsNote: As this is a temporary change an Operational profile change does NOT need to be submitted to CCSS.

Operational Changes/Temporary Closures

If the Operational hours of your Service are changing, this can be managed from within your Settings screen.

Option	Description	Link
Whole Service Closing	eg. Sessional Kindergarten or CBC closing for a day/period - Christmas/New year's holidays	Temporary Service Closures
Room/s Not operating	eg. ASC/BSC not running during VAC holiday periods	Room Closures & Capacity

Submitting Fee and Operational Changes to CCSS

If your Fees have increased or the Operational hours have changed, this information is required to be submitted to CCSS.

To assist you with submitting these changes see: How to Update or Submit Fee details to CCSS , the Operational Changes will be automatically submitted to CCSS when ticking the Submit to CCSS button at the bottom of the Operational profile screen.

Managing CCSS Sessions

The automatic CCSS submissions will continue for any dates that the rolls have been left operational. The system will also automatically try to submit prior weeks sessions that haven't been submitted successfully. You can also choose to manually submit CCSS sessions see: Submitting Session to CCSS.

Depending on your setting configurations for Holidays & Exceptions your attendances for the Public Holidays will either:

Be removed with no charge
Marked as an Absent

To assist you further with managing CCSS errors see: Help Page - Managing CCSS Errors or Session Reports Pending Submission

Managing IS Case Claims

IS Case claims are unable to be submitted until the week has finished and sessions submitted.

When you are creating your IS Case Claim, you are unable to claim hours for the Public Holidays as they are not included in your approved case hours. This also includes if your Service is closed outside of the Public Holidays.

To assist you with managing your IS case claims see: Help Page - Managing IS Cases and Centre Admin Dashboard Report - CCS

Paychoice Support Operational Times over Christmas and New Years:

Please find the operational times for Paychoice over the Christmas & New Years period

Office will remain open over the Christmas period.
Adjusted hours on December 25th and 26th, 2025, from 1:00 PM to 9:00 PM Melbourne time.
Office will be closed on January 1st, 2026, for the New Year’s public holiday.

Note: There will be a 2-day delay with settlements over Christmas and Boxing Day and a one day delay over NY. (Settlement delays are always one day per public holiday - as it is a bank holiday, the bank account transactions for the extra processing day).

Managing Tours

If your Service has been running Tours and they are still showing in your Settings > Tour Calendar as Green/Available, you will need to block out these times. By blocking out the Tour Slot times, this will ensure that families are unable to book a Tour during your Blocked out period.

To assist you with managing Tours see: Creating Tour Slots

FAQ's

Service Closures Queries

If your Service is only closed for the Public Holidays, do you need to report this to CCSS?

A. No, as they are National Public Holidays they will be automatically flagged with CCSS.

To assist you with managing the Public Holiday attendances see: Managing Holidays & Exceptions

If your Service is closing for other days other than the Public Holidays, that are your normal operational days/hours. Do you need to report this to CCSS?

A. YES, If your Service is not operational other than the Public Holidays, then you are required to report this to CCSS.

To assist you with managing these closures see: Managing Temporary Service Closures and Managing Room Closures & Capacities.

Session reports and payments

Data submitted to CCSS will be processed throughout the Christmas and new year period.

If you have any Session reports submitted on the below dates, you may experience short delays in processing or payment due to public holidays:

Updated on: 08/12/2025

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