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

This document outlines an option customers have to apportion their CCS hours between services if their child attends more than one child care service.

On this page:

Viewing apportionment details

Recording a customer's request to apportion CCS hours

Varying or ending apportioning of CCS hours

Viewing apportionment details

Table 1

Step	Action
1	Reviewing apportionment of CCS hours If a customer has apportioned their CCS hours for a child enrolled at 2 or more services, view details in Process Direct. Go to the Child Care Service Apportionment (APP) screen. The Child Care Subsidy Apportionment Details table will display: Record Status: shows if the arrangement is in provisional or confirmed status Start Date: the date the arrangement started. It must be the first Monday of a CCS fortnight Requested Start Date: the date the customer requested the arrangement to start End Date: the date the arrangement ended or is due to end. It must be the last Sunday of a CCS fortnight Requested End Date: the date the customer requested the arrangement to end 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 Status: Displays Active the arrangement is valid for the arranged period Displays Inactive 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. Reason: this only displays when the customer’s circumstances changed before or during the apportionment period SUBHRS - Subsidised Hours Result: a change in hours of subsidised child care means the apportioned hours do not align with the customer’s entitlement. This may be a retrospective change, for example, hours change from 72 to 100 or 100 to 72 (This will display for all updates made on or after 5 January 2026) Note: due to dates used, SUBHRS may display for Activity Test impacted periods. Check the period being assessed and refer to the relevant screen/table I.e., Pre-5 January 2026 for Activity Test, 5 January 2026 onwards recognised participation. This Reason may also display where there is a loss on entitlement, either at the customer or child level, e.g. immunisation or second deadline applies. 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 (This will only display if actioned before 5 January 2026) 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 Transaction ID: captures the activity identification number for referencing when investigating the entry
2	Changes in circumstances If an arrangement ends due to a circumstance change, the system adjusts the End Date to the CCS Sunday of the fortnight in which the change occurred. See the Resources page for examples of apportionment automatically updating Active apportionment When a change of circumstance occurs during the apportionment period, the apportionment will remain Active, however the Start or End dates can be automatically changed to reflect customers eligible hours. Inactive apportionment 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 multiple updates occur during an apportionment period, apportionment will not re-assess. If customers disagree with change of circumstances affecting apportionment, the customer may wish to appeal. See Table 3 > Step 5 if an apportionment arrangement was not ended correctly in the past.
3	No apportionment arrangement 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
4	Show history When a customer’s apportionment has been changed, the Show History will display the original recorded information. To view Show History, select Show History, located on right side of Apportionment table This will display any previously requested apportionment periods including Transaction ID and User Logon that has caused the change If there has been more than one update relating to the same apportionment period, select drop down arrow to view additional information To hide the history, select Hide History, located on the right side of Apportionment table.

Recording a customer's request to apportion CCS hours

Table 2

Step	Action
1	Confirm eligibility to apportion CCS hours 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: tell the customer they do not meet the criteria to apportion hours of entitlement procedure ends here
2	Advise the customer 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 enrolments is ceased or withdrawn, or the customer disputes or rejects the enrolment the date specified by the customer the child’s entitlement ends (e.g. child no longer eligible as they have started secondary school) if a new enrolment is confirmed 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 Does the customer agree to the conditions and is happy to proceed with the apportionment? Yes, go to Step 3 No: Create a CCS Apportionment of Hours DOC. Use Fast Note - select Auto text, use Families > Updates > CCS Apportionment of Hours. Complete all fields Procedure ends here
3	Check CCS entitlement 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. Does the customer have a singular period of CCS hours entitlement, i.e. does not include multiple periods of differing entitlement? Yes, go to Step 4 No, go to Step 5 to code the apportionment for multiple periods
4	Code CCS Apportionment table Go to the Child Care Service Apportionment (APP) screen. In the Apportionment Details table, select Add to display the Create Apportionment popup box. Complete the following fields: Start Date: cannot be a past date. It must be a future Monday of a CCS fortnight End Date: advised by the customer. This must be the last Sunday of a CCS future fortnight. If they do not advise a date, this will prepopulate with 31/12/1999. See the Resources page for a link to the Centrelink Calendar to look up the future CCS Monday or CCS 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: the day customer provided information Channel: select appropriate from dropdown: Service Reason: CCP Select Save Review the outcome of the assessment on the Child Care Service Apportionment (APP) screen. Confirm with the customer: Child Selected Provider Name Hours apportioned Go to Step 6 to finalise the apportionment.
5	Apportionment where subsidised hours change across multiple periods Where a customer’s subsidised hours change within the selected apportionment period code the apportionment in line with their eligible hours. The different entitlement hours must be coded as separate instances in the same transaction. Only the last period can have 31/12/9999 coded. Note: if the correct period is not selected, error Multiple entitlement hours found, please choose the date for one period only will display with ‘Entitlement Hours’ table. This table displays the period of entitlement that can be dated. Go to the Child Care Summary (CCS) screen or select the Child Care icon. 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. Go to the Child Care Service Apportionment (APP) screen. Code first entitlement period In the Apportionment Details table, select Add to display the Create Apportionment popup box and complete the following fields: Start Date: cannot be a past date. This must be a future CCS Monday of a CCS fortnight. End Date: advised by the customer. This must be a future CCS Sunday of a CCS fortnight, no later than end of the first entitlement period 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 Complete the Update Header Data: Receipt Date: the day customer provided information Channel: Select appropriate from drop down Service Reason: CCP select Save Code second entitlement period For second entitlement period, select Add to display the Create Apportionment popup box and complete the following fields: Start Date: cannot be a past date. This must be a future CCS Monday of a CCS fortnight, no earlier than start of second entitlement period End Date: advised by the customer. This must be a future CCS Sunday of a CCS fortnight. If they do not advise a date, this will pre-populate with 31/12/9999. 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 Review the outcome of the assessment on the Child Care Service Apportionment (APP) screen. Confirm with the customer: Child Selected Provider Name Hours apportioned All start and end dates Go to Step 6 to finalise the apportionment arrangement.
6	Finalise apportionment coding Once the Assess button is selected, the apportionment coding will finalise, i.e. it will not navigate to the Assessment Results (AR) screen. Apportionment lines generally cannot be deleted, rather they will need to be end dated from a future CCS Sunday. Therefore, make sure the customer is fully aware, and agrees to, the conditions outlined in Step 2 before finalising. To finalise: Select Save > Assess Updates applied successfully displays Select OK to complete the activity
7	Record Note Record a Note confirming details of the customer’s request to apportion hours of CCS. Create a CCS Apportionment of Hours DOC. Use Fast Note - select Auto text, use Families > Updates > CCS Apportionment of Hours. Complete all fields. The Note must also confirm the customer: understood their obligations to cancel the arrangement if it no longer suits their needs is 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

Varying or ending apportioning of CCS hours

Table 3

Step	Action
1	When apportioning automatically end dates The arrangement will end date 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 is confirmed the date specified by the customer the child’s entitlement ends (e.g. child is no longer eligible as they have started secondary school) Confirmed apportionment lines must not be deleted under any circumstance. When an update changes the customers entitlement, the current apportionment will be automatically end dated. Previously recorded information is viewable in the Show History tab.
2	Customer requests Customers may contact to: cancel their arrangement, go to Step 3, or change their current arrangement: entitlement hours have changed, or changing the apportionment between services go to Step 4
3	Cancelling apportionment arrangement Go to the Child Care Service Apportionment (APP) screen. On the Child Care Subsidy Apportionment Details table: select the Edit button of the confirmed apportionment line to populate the Create Apportionment popup box: Update the End Date: advised by the customer. This must be the last Sunday of a CCS future fortnight. See the Resources page for a link to the Centrelink Calendar to look up last Sunday of a CCS fortnight Select Save complete the Update Header Data: Receipt Date: the day customer provided information Channel: select appropriate from drop down Service Reason: CCP select Save Review the outcome of the assessment on the Child Care Service Apportionment (APP) screen. Confirm with the customer: Child Selected Provider Name Hours apportioned End date There may be a delay in the applying of the cancellation or varied arrangement. The customer can view attendance changes through their Online Services once the updates have taken effect. Note: cancellation of the apportionment cannot be backdated. If an arrangement was not ended correctly in the past, go to Step 5. Go to Step 6 to finalise the apportionment cancellation.
4	Changing the current apportionment arrangement Note: current apportionment is required to be end dated from a future CCS Sunday. Apportionment periods cannot be overlapped. Go to the Child Care Service Apportionment (APP) screen. On the Child Care Subsidy Apportionment Details table: select Edit on the relevant confirmed apportionment line complete the Create Apportionment popup box: End Date: advised by the customer. This must be the last Sunday of a CCS future fortnight. See the Resources page for a link to the Centrelink Calendar to look up the first Monday or last Sunday of a CCS fortnight Select Save complete the Update Header Data: Receipt Date: the day customer provided information, Channel: select appropriate from drop down Service Reason: CCP select Save select Add 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 future fortnight. If they do not advise a date, this will pre-populate with 31/12/9999. 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 Review the outcome of the assessment on the Child Care Service Apportionment (APP) screen. Confirm with the customer: Child Selected Provider Name Changed Hours apportioned Changed dates Go to Step 6 to finalise the apportionment variation coding.
5	When a past end date is required Before an apportionment arrangement being applied, customers are made explicitly aware of the conditions of application. Do not backdate an arrangement or cancellation based on customer request alone. Go to Step 3 to code the cancellation from a future CCS Sunday and make sure the conversation to backdate is clearly documented. If the customer does not agree with the decision not to backdate the start or end date the apportionment, they may wish to appeal. Backdating to apportionment end date Following an appeal process, an apportionment creation or end date may require backdating. This can only be due to the arrangement not starting/ending correctly on a date in the past due to system delays or staff error. Before escalating, contact the customer. Tell them any backdating adjustment to the allocated hours could result in them either: owing money to one or all of the child care services, or a debt raised at reconciliation To reduce the likelihood of this occurring, customers can elect to end their apportionment from the next CCS Sunday. See Step 3. All conversations must be recorded on the customer’s record. Create a CCS cancel/vary Apportionment Hours DOC. Use Fast Note - select Auto text, use Families > Updates > CCS cancel/vary Apportionment Hours. Complete all fields. If backdating is still required, escalate to ROXY for actioning. Include within escalation: the details of the original request general timeline of events the date customer wishes to start/cancel apportionment that the customer is aware of any debts that may arise Procedure ends here.
6	Finalise apportionment change/cancel coding Once the Assess button is selected, the apportionment coding will finalise, i.e. it will not navigate to the Assessment Results (AR) screen. Apportionment lines generally cannot be deleted, rather they will need to be end dated from a future CCS Sunday. Therefore, make sure the customer is fully aware, and agrees to, the conditions outlined in Step 2 before finalising. Select Save > Assess Updates applied successfully displays Select OK to complete the activity Go to Step 7.
7	Record Note Record a Note advising of the customer’s request to cancel or vary the apportioned hours of CCS. Create a CCS cancel/vary Apportionment Hours DOC. Use Fast Note - select Auto text, use Families > Updates > CCS cancel/vary Apportionment Hours. Complete all fields Procedure ends here.