Apportioning hours of Child Care Subsidy (CCS) 007-20022042

If a customer has apportioned their CCS hours for a child enrolled at 2 or more services, view details in Process Direct.

Key 'APP' in the Super Key field to go to the Child Care Subsidy Apportionment Details table:

• Start Date: the date the arrangement started. It must be the first Monday of a CCS fortnight
• End Date: the date the arrangement ended or is due to end. It must be the last Sunday of a CCS fortnight or the last Sunday of the CCS year
• Child CRN: the child to whom the apportionment applies
• Enrolment ID & Apportionment Hours: the hours to be apportioned to each service. To identify the service, refer to the Child Care Summary screen and view the child’s details under the Enrolment twisty
• Total Apportionment Hours: the customer’s hours of entitlement. The apportioned amounts cannot be less than or more than these hours
• Apportionment Inactive Indicator:
• Displays Yes if there has been a change in circumstances before the due start date. This means the arrangement will not be applied. For example:
  hours of entitlement changed
  one of the enrolments ended, or
  the child no longer attends 2 or more services
• An arrangement may become inactive due to a retrospective change which takes effect before the start date of the apportionment. This means CCS will be assessed as no apportionment ever existing. The customer may incur arrears or a debt, depending on the sessions and rates of care. A reassessment will process session reports in the order received.
• Rejection Reason Code: this only displays when the customer’s circumstances changed before or during the apportion period
• ACTTST - Activity Test Result: a change in Activity Test result means the apportioned hours do not align with the customer’s entitlement. This may be a retrospective change. E.g. hours change from 72 to 100, or 100 to 36
• ARRDTE - Arrangement Dates Changed: the enrolment start dates have changed which fall outside the apportionment dates
• ENRCON - Enrolment Confirmed: the customer confirmed a new enrolment (with an existing or new service) where they already have multiple active enrolments. They will need to make a new arrangement
• ENREND - Enrolment Ended: the enrolment for one of the services in the arrangement has ceased

If an arrangement ends due to a circumstance change, the system adjusts the End Date to the last Sunday of the CCS fortnight in which the change occurred.

Depending on the change of circumstance, this could also result in the arrangement being made Inactive. If this occurs, it will be taken as no apportionment ever existing. This means the customer may incur arrears or a debt, depending on the sessions and rates of care. Reassessment will process session reports in the order they were received.

If customers do not allocate their hours of CCS for a child attending 2 or more child care services:

• CCS entitlement will be processed in the order Attendance Reports are received from the child care service
• This happens until the eligible hours of subsidy are used up

These criteria must be met:

• the child is enrolled at 2 or more services at the same time
• the customer's eligible hours more than zero

Is the customer eligible to apportion hours?

• Yes, go to Step 2
• No, advise the customer they do not meet the criteria to apportion hours of entitlement. Procedure ends here

In Process Direct, go to the Child Care Summary screen. Select the Child Care icon or key 'CCS' in the Super Key field.

• Take note of the hours of entitlement and the child’s enrolment ID for each service the child attends
• Check future entitlement by selecting Next Period

Note: if this update is being made close to the end of the financial year, the new year rates may not yet be displaying. If they are not displaying, select Reassess Customer.

Key 'APP' in the Super Key field to go to the Child Care Subsidy Apportionment Details table:

• Select
• Complete the Create Apportionment popup box:
• Start Date: cannot be a past date. It must be the first Monday of a CCS fortnight
• End Date: advised by the customer. This must be the last Sunday of a CCS fortnight. If they do not advise a date, enter the last Sunday of the CCS year. This is the latest an end date can be coded as Apportionment arrangements cease at the end of each financial year.
  See the Resources page for a link to the Centrelink Calendar to look up the first Monday or last Sunday of a CCS fortnight
• Child CRN: select the relevant child from the dropdown menu
• Enrolment ID: each enrolment for the child will present. Enter the number of hours to be apportioned to each child care service. Ensure total hours = hours of entitlement
• Select Save
• Complete the Update Header Data. Receipt Date = date the update is being made
• Select Save
• Select Assess
• Review the outcome of the assessment on the APP

• Their apportionment start date is the first Monday of the CCS fortnight after it is applied
• The arrangement will end at the earliest of:
• the start of the CCS fortnight when their hours of entitlement change
• one of the child’s enrolment is ceased or withdrawn, or the customer disputes or rejects the enrolment
• the end of the current CCS financial year
• the date specified by the customer
• the child’s entitlement ends (e.g. child no longer eligible as they have started secondary school)
• If one service does not use the apportioned hours for the fortnight, any balance of hours apportioned to that service will not 'transfer' to any other service
• Any unused hours apportioned to a service will not be ‘reallocated’ when CCS is balanced at the end of the CCS year
• Cancelling the arrangement cannot be backdated. Customers must contact as soon as they no longer need the arrangement

In Process Direct record a Note confirming details of the customer’s request to apportion hours of CCS.

The Note must also confirm:

The customer understood their obligations to cancel the arrangement if it no longer suits their needs. They are aware unused hours apportioned to a service will not be ‘transferred’ to another service or ‘reallocated’ when CCS is balanced at the end of the CCS year.

The arrangement will stop at the earliest of:

• the start of the CCS fortnight when their hours of entitlement change
• one of the enrolment IDs ceased or a new enrolment confirmed
• the end of the current CCS financial year (this will be the first CCS Sunday in July). See the Resources page for a link to the Centrelink Calendar to look up the last Sunday of a CCS year
• the date specified by the customer
• the child’s entitlement ends (e.g. child is no longer eligible as they have started secondary school)

Customers may contact to:

• cancel their arrangement, or
• vary their current arrangement:
• entitlement hours have changed, or
• changing the apportionment between services

Staff do not currently have access to end or vary current apportion details. They will need to raise an Incident through Roxy Digital Assistant. This includes:

If apportionment of hours are to be varied:

• Unable to vary apportionment of CCS hours due to PM29025
• The varied apportionment record details:
• Start Date
• End Date
• Enrolment ID(s)
• Child/ren CRN, and
• New hours to apportion

Apportionment cannot be end dated past the end of the CCS current financial year, (i.e. past the first CCS Monday in the new financial year).

If the apportionment is to be cancelled:

• Unable to cancel apportionment of CCS hours due to PM29025
• Customer has requested CCS apportionment of hours arrangement to cease, effective DD/MM/YYYY(*this must be either a CCS Monday, or CCS Sunday of the fortnight the customer contacted) for the following enrolments:
• Enrolment ID(s), and
• Child/ren CRN

Note: cancellation of the apportionment cannot be backdated unless an arrangement was not ended correctly in the past. Go to Step 3.

There may be a delay in the applying of the cancellation or varied arrangement. The customer can view updates through their Online Services once the updates have taken effect.

As arrangement may not have been ended correctly on a date in the past. This may be due to system delays or staff error.

Escalate the record through Roxy Digital Assistant with details of the cancellation date and why the end date needs backdating.