📘Fees & Payments Policy (QA7) (video needed)

National Quality Standard (NQS) - Quality Area 7: Governance & Leadership

Implementation

Woodlands Fee Structure

General Fees: 

Woodlands fees are charged weekly in line with the child care subsidy (CCS). A families first initial payment will be charged a fortnight in advance. Depending on where the family falls in the billing cycle, this can also create a slightly different first payment and will vary depending on the families child care subsidy (CCS) (if eligible). The child care subsidy (CCS) will be paid directly to Woodlands and applied to a families account as a fee reduction. 

All families who are eligible to child care subsidy (CCS) are liable to pay the remaining gap payment after the child care subsidy (CCS) has been applied.

All families who are not eligible for the child care subsidy (CCS) are liable to pay full fees.

In some circumstances where a family has applied for child care subsidy (CCS) and it has taken an extended amount of time to be approved by Centrelink, Centrelink may instead pay any outstanding child care subsidy (CCS) to the nominated parents personal account which should be paid directly to Woodlands.

Basic requirements that must be satisfied for an individual to be eligible to receive child care subsidy (CCS) for a child/ren include: 

• The age of the child (must be 13 years or under and not attending secondary school)
• The child meeting immunisation requirements.
• The individual, or their partners, meeting the residency requirements 

Families Child Care Subsidy (CCS) will be determined by: 

• Combined Family Income 
• Activity Level (of both parents) i.e. employed full-time, part-time, casual, studying etc)
• Type Of Child Care Service 

1. If the circumstance arises where families have made a child care subsidy (CCS) claim and it is not approved for whatever reason, the family is liable to pay the entire outstanding balance. 
2. All fees are to be paid via the Debit Success Direct Debit System by either adding BSB/ACC or direct debit/visa card details to the Xplor Home App. All fees owed are charged weekly every Thursday and non-payment could result in the cancellation of a child/ren's enrolment and recovery action may be undertaken at the parent's expense.
3. All fees are payable in advance for every day that a child/ren are enrolled at Woodlands. This includes absences due to public holidays, sick days and family holidays. However excludes periods when Woodlands is closed.
4. Woodlands has a number of fee structures available to ensure families are able to fully benefit from their child care subsidy (CCS) this includes a standard daily fee (10 hours) and flexible daily sessions are also available in 6,7,8 and 9 hours.

Casual Days & Applying For Holidays

• All families may apply for a 'discounted holiday fee' for up to 4 weeks per calendar year.
• All families need to email the service a minimum of 2 weeks in advance requesting the holiday discount. In this email should include the exact holiday and return dates.
• Discounted holiday fees are charged at 50% of the current daily fee and will also include any child care subsidy (CCS) if eligible. 
• Discounted holiday fees can only be applied to full weeks of care (not individual days).
• Discounted holiday fees are unable to be applied in arrears, due to CCS and billing.
• Casual days can be offered to families if the availability arises when families are on holiday. When a family applies for a casual booking it is not guaranteed to be accepted.
• Any swap of bookings is not permitted, unless it is a permanent swap. This does include If there is a public holiday, unfortunately families are unable to swap days, however, you are able to add an additional day due to the public holiday closure.  

 Payment Of Fees

• Fee payments are set up using the Service’s direct debit system. 
• All families are required to have a method of payment saved on the parent app - Xplor Home for the Woodlands schedule billing which occurs each week on Thursday usually between (12:00 pm - 3:00 pm)
• All families have 24 hours, 7 days a week access to a live statement via the Xplor Home app or Home web access.  All family statements are complete from the beginning of care. The information included in the statement is your child/ren's booked days, CCS applied to the account, payments made, session summary (including who has signed in and out, and what time, and CCS statement of entitlements in accordance with the fee payment and Regulatory requirements. 
• A dishonour fee of $19.95 will be applied by Debit Success for any transactions where there are insufficient funds to cover the fees, as per individual banks. 
• Bookings are charged regardless of whether the child attends or is absent on a permanent booking.

Unpaid Fees & Financial Difficulties 

•  If a family is experiencing financial difficulties, and struggling with the payment of fees, they are encouraged to contact the campus manager so a suitable payment plan can be arranged. 
• If required, Woodlands will assist families in consulting with Centrelink to assess eligibility for Additional Childcare Subsidy (ACCS)- wellbeing, temporary financial hardship, return to work, and eligible Grandparents.
• The Privacy and Confidentiality Policy of the service in line with the Information Privacy Act 200 and Health Records Act 2001 will be complied with at all times in relation to families financial and personal circumstances.
• If a family is unable to pay the required fees via the direct debit method on time, a reminder email will be issued after one week and then again after two weeks, when the fees are still outstanding. A child/ren's enrolment may be terminated if payment has not been made after the three weeks, to which the family may receive a final letter terminating the child/ren's enrolment. At this time Woodlands may initiate its debt collection procedure, following privacy and confidentiality requirements, unless other arrangements have been made.

 Late Fees

• Woodlands is not licensed or insured to have children on the premises outside operating hours being 6:30am-6:30pm. This is a breach of the Education and Care Regulations. 
• A late fee will apply when children are not picked up prior to 6:30pm. Currently, a fee of $15.00 per 10 minutes block and part thereof will occur. 
• A review of the child/ren's enrolment may occur where families are consistently late.

Centre Closures (advised or voluntarily) during declared outbreaks

• Fees may also be payable if the centre is directed to close or closes voluntarily to contain the spread of a virus. When determining whether to charge fees, the Approved Provider will consider all relevant issues including the likely length of the closure, whether they need to pay staff during the closure, and if they will receive any support from the Government to maintain their financial viability of the business
• Please note “a fundamental principle and requirement under Family Assistance Law is that Child Care Subsidy is always calculated on the actual fee the parent is liable to pay for each session of care.” Source: Child Care Provider Handbook https://www.education.gov.au/child-care-provider-handbook/liability-payment

Change Of Fees

• Fees are subject to change at any time, families will be provided a minimum of four weeks notice which is given to all families via the Xplor Home App.

Termination Of Enrolment 

• All families are required to provide four weeks written notice by email of their intention to withdraw a child/ren from Woodlands. 
• If the termination from Woodlands is required without notification, families may lose their child care subsidy (CCS) resulting in the payment of full fees to be charged.  
• All families are required to complete our 'end of enrolment' tasks as a formalised process to end the Woodlands Long Day Care & Kindergarten enrolment. 

Responsibility Of Management 

• The nominated supervisor is responsible for the billing and chasing of fees. 
• Should families wish to discuss fees, they will need to speak with the nominated supervisor. 
  
  

  Source Australian Children's Education & Care Quality Authority Guide to the Education and Care Services National Law and the Education and Care Services National Regulations Revised National Quality Standard The Business of Child Care, Karen Kearns Child Care Provider Handbook https://www.education.gov.au/child-care-provider-handbook/liability-payment

  📅Policy Reviewed/Modification Dates	✍️Modifications & Updates
  January 2024	Updated the notice period from 2 weeks to 4 weeks
  December 2024	Revised and reformatted the policy to enhance clarity and accessibility Incorporated a feedback and collaboration form to encourage community input