Cancellation of Child Care Subsidy (CCS) 007-17103130

Determine if the cancellation should be completed automatically or manually. If cancellation should apply automatically the relevant Change of Circumstances activity must be completed e.g. Child leaving care.

For a list of codes, see Cancellation, rejection and not effective codes for Child Care Subsidy (CCS) and Additional Child Care Subsidy (ACCS) to determine if an Automatic or Manual cancellation should apply.

CCS customers may ask to:

• cancel CCS to reduce the chance of an overpayment and claim any extra CCS after the end of the income year. These customers should be encouraged to increase their withholdings. There is no availability to claim CCS as a lump sum after the end of the financial year
• cancel CCS for a child as they no longer intend to use child care. The cancellation date is the end of the CCS fortnight in which the notification is received, and is not to be backdated

Customers may also ask to cancel their CCS claim so their partner can claim CCS. This is to ensure only one member of a couple is current for a particular child whilst partnered. A customer and partner can both be CCS current but not for the same child/ren.

• Contact the customer and/or partner to discuss (check Person Permitted to Enquire (PPE) before discussing specifics):
• the customer or partner cancelling their CCS, or
• withdrawing the claim to allow other party to continue to receive CCS entitlement, see Withdrawal of claims
• The cancellation or withdrawal will need to be confirmed by the respective party as PPE or nominee provisions do not cover this authority

Note: the party who is to become/remain CCS current will need to contact their service provider(s) to make sure the child's enrolment and session reports are under their CRN. That is, the enrolment has both the child CRN and the correct parent CRN from the right date.

The cancellation date is the from a CCS Sunday following last attendance lodged to allow the customer to claim from the next CCS Monday.

Staff must establish the most beneficial arrangement for ongoing CCS entitlement, including transfer of entitlement dates, before CCS is cancelled. See Pre-processing checks for Child Care Subsidy (CCS) claims > Table 3 > Step 21 to establish the most beneficial arrangement for ongoing CCS entitlement.

Once cancelled, CCS/ACCS cannot be restored and a new claim must be made.

Customers can update their withholdings via self service. See Child Care Subsidy (CCS) withholdings for further information.

In case of future contact being required (for example, debts outstanding), check with the customer that their contact details are up to date, such as address and phone number.

• For automatic cancellation, go to Step 2
• For manual coding, go to Step 3

Automatic cancellation of CCS occurs following reassessments where no continuing entitlement exists, for example, when a child leaves care. If a change in circumstance is recorded and the customer is no longer entitled to CCS, payment will be automatically cancelled from the date of effect of the change in circumstance.

See the relevant procedure based on the circumstance for coding and procedural information

Go to Step 4.

While in the customer's record, go to the Benefit Action (CCS_BA) screen by:

• typing CCS_BA in the Superkey: field
• select Add to add a new row

Complete the Create Benefit Action table:

• Start date: Is the customer requesting cancellation because a child has stopped attending child care?
• Yes, cancel from the end of the current CCS fortnight
• No, as applicable, consider CCS fortnight rules
• Benefit type: CCS-Child Care Subsidy
• Benefit Action Status: Cancel Claim or Cancel Child. For example, where a child has stopped attending child care, select Cancel Child as opposed to customer wishing to cancel whole entitlement
• Child CRN: This field will only be available when Cancel Child is selected. Select the child that has stopped attending child care from the drop down box
• Benefit A Status Reason: Withdrawn/Voluntary Surrender/No longer using child care. (Note: if a customer contacts and requests cancellation for a child as they are no longer using child care, use status reason Voluntary Surrender)
• Benefit Action Status Text: Client request
• Select Save

Code the date of receipt in the Receipt Date: field.

Code the source of the cancellation in the Channel: field.

Select Save.

Once all required coding has been completed for the customer:

• Go to the Errors (SWE) screen
• Select Assess
• The Assessment Results screen displays the Customer tab (see screenshot).
  Note: this is not the final outcome as the Assessment Results take a moment to load
• Do not take any action until information displays in the Eligibility and Entitlements tables on the SSP tab. These display automatically (see screenshot)

If finalising an ex-partner ATD update, the outcome for the customer will not display on the SSP tab. Check all updates on ATD are correct before finalising. Once completed, return to the customer's record to check the outcome.

Review the Eligibility and Entitlement tables to check the outcome is as expected.

See Reviewing assessment outcomes for Child Care Subsidy (CCS) for further information.

Once the outcome is correct select Finish, then Finalise to complete the activity. Take note of the Transaction ID to include in the Note.

Creating the Note:

• Select the Notes icon
• Select and record details of the update made

Note: the 'notes' field that appears when finalising the activity does not hold notes correctly, so a separate Note is to be recorded.

Record a Note on the customers record with the following minimum requirements:

• CCS/ACCS Cancelled/Withdrawn: s85AA to 85GB FA Act 1999
• Cancellation date
• Reason/s for the cancellation
• Transaction ID
• How the information was received, and
• Other relevant information

Quality Management Application (QMA) Instructions

If the activity goes to QMA or if a Quality Management Officer (QMO) is checking the activity, see Recording reasons for decisions for further information

Has the customer’s CCS cancelled correctly based on their circumstances?

See Explaining the Child Care Subsidy (CCS) rate and entitlement.

• Yes, advise the customer to lodge a new claim if they now have a change of circumstances. Procedure ends here
• No, CCS was incorrectly cancelled, go to Step 2

Complete any required corrective action on the record.

• Go to Child Care and select the Entitlement twisty
• Take note of the incorrect cancellation date
• Go to Pre-processing checks for Child Care Subsidy (CCS) claims for indexing a SOA and assessing the claim. Ensure the cancellation date is recorded as the SOA Date of Receipt (DOR)