Policy Content

To comply with legislation when either applying or maintaining the Child Care Subsidy (CCS) a CCS Governance Policy is required. Our policy covers: evidence ensuring ongoing compliance with Education and Care National Law and Regulations, Family Assistance Law, Australian Taxation laws, Australian Securities and Investment Commission (ASIC) and the Australian Government’s guidelines provided in the Child Care Provider Handbook (2019). Our financial integrity is transparent as we provide information about our organisation size and structure, decision making processes, employment procedures, fit and proper checks operational structure, financial viability and risk management.

National Quality Standard (NQS)

QUALITY AREA 7: Governance and Leadership

7.1	Governance	Governance supports the operation of a quality school
7.1.2	Management Systems	Systems are in place to manage risk and enable the effective management and operation of a quality school
7.1.3	Roles and responsibilities	Roles and responsibilities are clearly defined, and understood, and support effective decision making and operation of the school.

Related Legislation

Acts	Laws
Child Care Subsidy Secretary’s Rules 2017	Family Law Act 1975
A New Tax System (Family Assistance) Act 1999	Family Assistance Law – Incorporating all related legislation for Child Care Provider Handbook in Appendix G - dese.gov.au/resources-child-care-provider...

Purpose

Our School aims to comply with the Child Care Subsidy legislative requirements associated with operating a fee reduction service for eligible families. We understand the Department of Education, Skills, and Employment's approach to maintaining the financial integrity of all child care funding. Our School has a genuine commitment to meet our obligations to maintain financial integrity and have effective compliance systems in place to ensure the child care funding we receive is administered appropriately. Our School accepts the legal responsibilities associated with claiming Child Care Subsidy within the Family Assistance Law. We will continuously examine our business and service model to identify opportunities to cater to the needs of our families and community. (Child Care Financial Integrity Strategy, 2019).

Scope

This policy applies to families, staff, educators, approved providers, school management team (SOAPE), and visitors of the School.

Approved Provider Details

To claim Child Care Subsidy to pass onto families as a fee reduction, our School must be approved by a delegate of the Secretary of the Department of Education, Skills, and Employment by showing the required evidence and information to ensure ongoing compliance with the Family Assistance Law. 

Our school will ensure that all reporting requirements for claiming and administering CCS payments are maintained. These include the requirement for the provider to undertake fit and proper checks on all relevant key personnel and ensure background checks have been undertaken for relevant key personnel.

Oranganiation Structure

The Akidamy School of Early Learning (referred to as "The Akidamy" ) all Services are referred to as Schools within our organisation. Each School has its company entity, trading schools, and approved provider and service approval. All Companies report to the Head Organisation entity called Beverly Group Holding Pty Ltd. It is important to note that all schools have the same single director and approved provider, Michael Sebbag. The Akidamy and its asscoitated entities exclusively undertake childcare services. The Akidamy currently operates and is administered at the following locations:

• Beverly Group Pty Ltd  - The Akidamy School of Early Learning—Perth, which is located at 105 Summers Street, Perth, WA 6000
• Beverly Group 3 Pty Ltd - The Akidamy School of Early Learning—Fremantle, which is located at Level 2 - 28 Cantonment Street, Fremantle, WA 6160
• Beverly Group 2 Pty Ltd - The Akidamy School of Early Learning—Mount Hawthorn - Is under construction 
• Beverly Group Holding Pty Ltd - Corporate Office, which is located at 10 Beverley Street, Coolbinia, WA 6050

Each school administers its own CCS payment, which is overseen by the school operational management team. This team is made up of the following key members:

• School Director

• Educational Leader

• Office & Experience Coordinator

A corporate team, which includes the CFO and CEO/Approved Provider. 

The combined corporate and operational management team at School is referred to as the SOAPE. Each school will have its own SOAPE (e.g., SOAPE—Perth, SOAPE—Fremantle, etc.). All SOAPE meetings are held weekly at each physical school facility all will report to the CEO and CFO.  The School Director is the most senior manage at each School and her second in charge is the Education Leader, they work close with each Office & Experience Coodinator, Studio Leads and Studio Teacher.

The School is administered at each school site with respect to all CCS payments, management, and cross checked. This School utilises CCS Software and Smart Central for child and staff attendance, parent payments, and enquiries and cross-checks this with the Company Bank and Xero reporting systems. The Staff attendance login in Smartcentral is done also to ensure that the school meets licencing ratio and staffing requirement and this is aligned with the number of children attending the School during the course of the daily operations. 

This work is done by the "Office & Experience Coordinator" and managed and overseen by School Director or in their absence by the Educational Leader. All SOAPE members have police clearance, WWC, and have PRODA numbers.

All purchasing of day-to-day requirements is administrated at each School, with significant purchases or long-term agreements above $5k reviewed, requiring approval by the CEO or CFO.

All applications with respect to regulatory approval or licences are drafted by the School Director for approval by the CEO.

The CEO and CFO at the head office administrate and manage the ordering of large purchases above $5,000, capital projects, legal, marketing, HR, payroll, financial reporting, audits, and all major long-term commercial agreements. The following key required information is broken down for each school in the following table.

 

Information	Perth School	Fremantle School
Provider Approval Number	PR-40002464	PR-40033357
School Approval Number	SE-00017139	Pending Approval - (APP-00040395)
Business Name	Beverly Group Pty Ltd	Beverly Group 3 Pty Ltd
Trading Name	The Akidamy School of Early Learning - Perth	The Akidamy School of Early Learning - Fremantle
Contact Person	Michael Sebbag	Michael Sebbag
Telephone	0892271409	0892271409
Mobile	0407703899	0407703899
Email	michael.sebbag@theakidamy.com.au	michael.sebbag@theakidamy.com.au
Address	105 Summers Street, PERTH, WA 6000 Australia	Level 2 - 28 Cantonment Street, FREMANTLE, WA 6160 Australia
NQA IT System details registered	Yes	Yes
Provider Entity Name	Beverly Group Pty Ltd	Beverly Group 3 Pty Ltd
ABN	78 601 615 007	11 658 985 543
Relevant Entity Documents (Financial Statements, signed partnership agreements,s, etc) provided	Yes	Yes
Financial Management Checks	Yes	Yes
Details in which the provider or their personnel have an interest	Yes	Yes
External Management Organisation of an external group	No	No
Number of years of operation	Since 2018	Planned for 2025

The approved Service can only be operated by the Approved Provider and must continue to be delivered as the same type of service that was approved. If the Service is sold to another provider, that provider will need to obtain its own separate approval and continue to comply with any conditions of their approval.

Our School & Business Structure

The following information describes the type and size of our childcare school operation, including personnel, recruitment and professional development strategies, fee structure, philosophy, and financial position.

Information	Perth	Fremantle
Entity Type (Partnership, Private Company, Sole Trader, Public Company etc)	Private	Private
Information provided with application for provider approval	Yes	Yes
Number of Managers (Managers may include School Director, Nominated Supervisor, appointed Project Manager of multiple services )	2 People: School Director and Educational Leader	2 People: School Director and Educational Leader
Number of operation personnel	Total of 30 People Operational Team:  1 x School Director, 1 x Educational Leader, 1 x Chef, 1 x School Custodian, 1 x Office & Experience Coordinator, 1 x Art and 1 x Italian Teacher, 4 x ECT, 5 x Studio Leads,   13 educators and 2 trainees Corporate Team - 3 (Shared Between Schools) Corporate = CEO (Approved Provider), CFO and Marketing & Social Media Manager	Total of 35 People Operational Team:   1 x School Director, 1 x Educational Leader, 1 x Chef, 1 x School Custodian, 1 x Office & Experience Coordinator, 1 x Art and 1 x Italian Teacher, 5 x ECT, 4 x Studio Leads,   14 x educatorsnd 2 x trainees Corporate Team - 3 (Shared Between Schools) Corporate = CEO (Approved Provider), CFO and Marketing & Social Media Manager
Recruitment and Professional Development Plans	Recruitment process and documentation Professional Development is located in Sweetprocess which is the Akidamy Knowledge Platform, and we also handle all personal information storage and compliance in Employment Hero which is Personnel, Compliance, Reporting and Recruitment software for the Company. All staff have significant checks and certification requirements which checked monthly and some bi-annually, which they need to maintain. All staff will be inducted and will have 6 month probabation period with the exception of the currently employed stuff.	As per current Perth School.
Structure of the business	See the diagram on further down on the policy	See the diagram on further down on the policy
Number of sites and locations	1	1
Service Type	Long Daycare	Long Daycare

Operational Structure

Data	Perth	Fremantle
Address of Service	105 Summers Street, Perth, WA 6000 Australia	Level 2 - 28 Cantonment Street, Fremantle, WA 6160 Australia
Days of Operation	Mon to Frid	Mon to Frid
Hours of Operation	7:00am to 6:00pm	7:00am to 6:00pm
Weeks of Operation	51 weeks [Close 25 December  / 1 January]	51 weeks [Close 25 December  / 1 January]
Fee Schedule	202 as 1 July 2024	217 proposed as 1 Jan 2025
Number of Licensed Children	70: Currently ramping up to 90 as of the 1 February 2024	108
Services Provided	Refer to Family Handbook - Perth Link	Refer to Family Handbook - Fremantle link
Current Employees & Qualification	We have stored in our Employment Hero System	We have stored in our Employment Hero System
Collection of Fees	Payment types accepted - Credit card, external provider, Electronic Bank transfer -  Centrelink arrangements (Managed via your CCMS Provider Smartcentral)	Payment types accepted - Credit card, external provider, Electronic Bank transfer -  Centrelink arrangements (Managed via your CCMS Provider Smartcentral)
Liabilities	This is lodged annually with the ATO and ANZ Bank as part of company reporting requirements. Please note that all forward forecasts are provided to the bank and updated annually and reported monthly or as required to ensure financial stability and meet funding arrangements. This work is undertaken by the company's CEO and CFO. This was also audited by BDO on a needs basis and the bank credit department.	This is lodged annually with the ATO and ANZ Bank as part of company reporting requirements. Please note that all forward forecasts are provided to the bank and updated annually and reported monthly or as required to ensure financial stability and meet funding arrangements. This work is undertaken by the company CEO and CFO. This was also audited by BDO on a needs basis and the bank credit department.
Are other services operated by the Approved Provider?	No	No
Does the Approved Provider operate other businesses under the legal entity?	No	No
External Management Organisation	No	No
CCS Administration	On-Site includes the following: Approved Provider, School Director, Education Leader and Office and Experience Coordinator	On-Site includes the following: Approved Provider - Currently until the Service Approval will attacined then the Acting School Director

Organisation Structure

Corporate Structrue

Organisational Structure Diagram (Decision-Making Hierarchy) at School Level

 

Organisational Governance Groups Diagram [Decision-Making Hierarchy]

Source for further Detail: CCS Provider Handbook dese.gov.au/resources-child-care-provider...

Financial Objectives

Our primary target for year 2025 is to open the expanded Perth School (70 to 90 children) and Open the Fremantle School (to an approved maximum capacity of 108 children) by March 2025, ramping occupancy to 93% to June 2025 for Perth School and by Dec 2025 for Fremantle School. Our primary objective for 2025:

• is to maintain high-quality educational programming,

• exceed families expectations, 

• provide safe environment for all, 

• provide support for the professional development of staff, 

• ensure high retention of staff with the schools

• ensure open leadership and management culture is embedded across the school

• QIP is active and regularly contributed by all staff accross the school

• ensure policy, procedure and risk assessment are accurate and regularly updated and reviewed

• consistently review our waitlist management procedures. 

To achieve the financial objective, the SOAPE has an annual budget with monthly, quarterly, and annual targets. There are clear quarterly, annual, and three strategic plans with a five-year forward budget updated biannually, based on actuals from Xero and operational statistics from Smart Central and Employment Hero. Every month we review monthly historical finance, operational, and safety performance. The SOAPE has quarterly offsite meetings and annual and three-year strategic offsite two-day workshops. This information, in summary, is communicated to all staff at the monthly newsletter and town hall sessions.

To maintain a competitive position within our marketplace, fees are reviewed annually, and all associated functions are governed by our ‘Payment of Fees Policy’. This includes management of fee increases, the collection of a bond, collection of late fees, absences, and public holidays.

Service Business Model

Operational Hours, Fees and Family Policies

Operational Hours, Fees and Family Policies are discussed, established, and approved by the SOAPE with the authorisation of School Director and the Approved Provider. School Director is responsibily for ensuring that they updated and inplace. Documentation, including fee schedules, policies, and parent agreements, is communicated to parents and staff via email and placed on the School's public-source knowledge platform (Sweetprocess cloud-based system).  Note all changes, updates, and approvals are tracked in Sweetprocess. This is also accessible via QR codes, which are displayed at reception and staff rooms. All familie polices with relate to families are located family handbook, which include and not limited to the following: key information, enrolment, termination of care, school fee structure, charges and payments, orientation, school services, arrival and departure, booking of care and causal days, school enviroment, meals, communication, education programming,termination of care, accidents and incidents, health & Hygiene, parents respectivefuly bahviour towards staff, school polices, ACECQA, NQF, EYLF and how CCS payments work and how to get support.

Staff Recruitment and Employment

The Akidamy utilise Employment Hero to undertake all Human Resource requirements, which include:

• Recruitment Management and Job Advertisement
• Employment Contracts, Staff Policies, reporting Records, and Certification (Visa, WWC, Tax Certifications, Superannuation, etc.)
• All Employment Records and Certification Compliance
• Health Safety and Personal Injury Management
• Time Sheet and Payroll management (leave, pay rates, super., and tax etc.)
• Performance Review, Job Description Score Card and 1:1 Meeting
• Learning Management System (LMS) - Induction, Training and Payreviews.
• All HR regulatory compliance requirements and Checks

Level of Decision-Making for the following key areas are outline below:

• Staff Recruitment:
  • All job advertisements are undertaken by the CFO/People and discussed and approved by the CEO and School Director. The CFO, School Director, and Educational Leader share the responsibility of screening and shortlisting staff for the majority of the roles. 
  • School Director and Educational Leader make all final operational recruitment decisions, which are overseen by the CFO, who is also the head of People. Senior Leadership roles of School Director and Educational Leader are appointed by the CEO/Approved Provider, CFO, with recommendations from the School Director.
    • This is all tracked and managed through our Company HR platform, Employment Hero. 
    • Each role requires a minimum of one initial screening call and one face-to-face interview. Depending on the seniority of the Role, a second interview is conducted with a three —or four-person panel.
    • All staff receive induction training upon commencement, regular performance reviews, job descriptions, and a detailed staff handbook outlining the conditions and culture of the School, access to staff policies/procedures, and instructions on how to communicate and resolve any issues they may have.
    • This ensures management makes hiring and staffing decisions to ensure compliance with regulatory standards and staffing ratios. Documentation of qualifications, job descriptions, employment contracts, certification qualifications, VISA, WWC, medical history, general background checks, and recruitment processes is maintained for audit purposes in Employment Hero Software
• Pay and Conditions: All pay and conditions (Employment Contractors) for staff are documented and approved by the CEO/Approved Provider, CFO, and School Director. This information is store HR and Payroll Platform Employment Hero. Each staff member has undertaken
• Hours of Operation: The School Director and the Approved Provider sets operational hours to align with regulatory requirements and community needs. Records of hours and any changes are documented in SmartCentral and are managed and overseen by the School Director.

• Fee Policies: Fee structures and policies are established by School Director and Approved Provide. Documentation includes fee schedules, policies, and parent agreements and approved by SOAPE.

• Enrolment Processes: Processes for creating and ceasing enrolments are managed by the School Director which ensures compliance with capacity limits and regulatory requirements. Detailed enrolment records and exit procedures are maintained.

• Major Operational Decisions:

  • The School Director and Approved Provider are responsible for financial decisions, such as business closure of the School. Documentation includes plans, notifications, and regulatory compliance records and is undertaken by the School Director with assistance from the Educational Leader. All procedures and policys are mostly drafted by the School Director with assistance from the Educational Leader. So policy and procedure are drafted by the the CEO, CFO, with the assistance of the School Director. Nevertheless, all policies and procedures are approved by the School Director and some instances, the CEO.

  • Each school undertakes regular risk assessment and registers all significant risks in the School risk register; these are reviewed annually to ensure awareness and mitigation plans are in place to reduce risks. 

Non-compliance Risk Management

To ensure our continued commercial, operational, and financial viability, our School will maintain a current Quality Improvement Plan (QIP), a Professional Development and Training Plan, Personnel files, Professional Indemnity and Public Liability Insurance and a Child Care Management System. We understand our obligations to comply with requirements for the governance and financial administration of payments of child care funding and continually monitor and evaluate our school’s financial viability.

Type of Risk	Prevention and Strategies in Place	Action To Be Taken
CCS Compliance	Smart Central for all Service	We have policies and procedures with respect to the management of the compliance
Insurances	Worker Compensation, Early Learning Business Insurance, Business Property, Business Interruption, Theft, Glass, Personal Accident, Professional Indemnity Public and Product Liability, Management Liability	Which are automatically renewed and reviewed annually with our SOAPE and insurance brokers
Service Competition	We have an active and regular  ‘self-assessment’ and ‘quality improvement planning’ process., which is stored in Early Works Software	We regularly monitor continuous improvement. Is it a weekly/monthly agenda at SOAPE meetings and monthly lunch meetings with educators?
Submission of sessions	This is usually managed via your approved CCS software. Submit a statement to reflect this.	Ongoing
Submission of vacancies	This is usually managed via your approved CCS software (Smart Central). Submit a statement to reflect this.	Ongoing
Staff Skills and Knowledge	Submit a brief statement describing how you facilitate your Professional Development Plans and associated training	Biannually: Performane Reviews done in Employment Hero Quarterly SOAPE  and Town Hall KPIs SOAPE Monthly in Metronomie Software: KPIs
Accurate Data Reports	This is usually managed via your approved CCS software (Smart Central and Online Dashboard in Smartsheet). Submit a statement to reflect this.	Daily Weekly
Policies and Procedures	This overseen and managed by the School Director in Sweetprocess	Annual Review and checked as required and modified by change of operational procedures, changes in legislation or new risks or incidents that have occurred at the school
Risk Assessment and Risk Register	This overseen and managed by the School Director in 1Place Childcare Software	As required, new activities and resources, excursions, and new educational activity, trades person activity of the school, change of environment, new company policy, changes in government legislation; and any required recommendation from staff and familes etc.

NOTE: As with any business changes, you may want to seek further guidance from your financial management team, legal advisor, SOAPE, CFO, management committee, board, accountant, and/or other financial advisor as to how these changes may specifically affect your service.

Policies, Procedures or Documents 

The School Director is responsible for school financial, operational, and safety management; therefore, this requires adequate and updated policies, procedures, processes, and documents. School Director is assisted by the Educational Leaders and Office & Experiences Coordinate primary and support by the School Leads, and Studio Teachers. All policies are reviewed by the SOAPE and, depending on the policies, by all staff. They are also regularly reviewed by SOAPE team and signed off by the Approved Provider.

Related Policies, Procedures or Documents	Obligations under CCS
FIT AND PROPER CHECKS
CCS Personnel Policy Recruitment Policy Job Descriptions  CCS Notifications Policy	The CCS Personnel Policy ensures key personnel who submit data to CCS are registered with PRODA and have relevant Provider and Service background checks, including WWCC and reference checks, determining whether a person is fit and proper as per Family Assistance Law requirements. The CCS Personnel Policy outlines procedures for management to notify DESE and if required the regulatory authority in the event of key personnel not meeting the requirements to remain fit and proper, including the change in status of WWCC. The CCS Notifications Policy outlines guidance for Approved Providers to notify the Department of Education, Skills and Employment in relation to changes relating to personnel. The Recruitment Policy ensures all staff are required to hold a current WWCC before they begin working with children in any capacity. Working in line with the CCS Personnel Policy staff are required to submit any documentation required for background checks related to the position they are applying for.
STAFF RECRUITMENT
Recruitment Policy Child Safe Environment Policy	Job Descriptions state educators are required to have up-to-date knowledge and compliance of the law/ regulations/ acts (including Family Assistance Law for staff who submit data to CCS). The Recruitment Policy outlines that the Approved Provider or assigned nominee will approve all recruitment decisions as outlined in the Recruitment Policy. The Recruitment Policy provides details regarding advertising strategies and opportunities. The policy outlines background checks (WWCC, reference checks, PRODA background checks) required for specific positions. The position outlines induction and probation periods for all employees.
ENROLMENT AND ACCS
Enrolment Policy CCS Procedure Guide Job Descriptions (Multiple Policies these are stored in Employment Hero)	The Enrolment Policy refers to guidelines for CWAs and submission to CCS of enrolment details. Our Enrolment Policy provides guidance for parents and management regarding the requirements for Complying Written Agreements (CWA) which must be signed before a child enters care. The policy outlines details which must be included on the CWA and outlines any conditions when a new CWA is to be signed. The policy states an enrolment notice must be submitted within 7 days of a signed CWA and enrolment acceptance. The  Enrolment Policy provides details regarding the ACCS process. It provides guidance to the types of ACCS and how parents/services can apply for ACCS. Additional statements refer to families that must be approved for CCS to be eligible for ACCS and that families who are claiming ACCS are signing a CWA on enrolment. The policy outlines steps for the service to apply for ACCS (Child Wellbeing).  The  CCS Procedure Guide  provides guidance to services regarding the administration of CCS, including information relating to CWA and ACCS. Refer to the School Director/ Nominated Supervisor Job Description where the School Director/ NS will be responsible for working with families and agencies regarding ACCS eligibility and application requirements. The Service Administration will be responsible for entering ACCS applications into the CCSS software in collaboration with the School Director/ NS as per Enrolment Policy and CCS Handbook.
INVOICING AND STATEMENTS
CCS Account Policy Payment of Fees Policy	The Payment of Fees Policy outlines procedures regarding invoicing and providing statements to families. A Statement of Entitlement will be provided to families each fortnight as per CCS requirements. The CCS Account Policy provides details regarding when invoices will be issued to families. Invoices and Statements are available to families upon request.
THIRD PARTY SOFTWARE SECURITY
CCS Compliance Checklist/ Audit Cyber Safety Policy	The Cyber Safety Policy outlines that the Approved Provider will ensure the CCSS software used at the service has policies and procedures regarding safe storage of sensitive data before using the software, the Approved Provider will review the privacy policy of the CCS software on a yearly basis or as required. The Approved Provider will review any potential threats to software security on a monthly/yearly basis. The Director/ Nominated Supervisor will advise the Approved Provided as soon as possible regarding any potential threat to security information and access to data sensitive information. Any breaches of data security will be notified to the Office of the Australian Information Commissioner (OAIC) by using the online Notifiable Data Breach Form. The Approved Provider will ensure all Personnel using the software will have their own log in username and password. Personnel are encouraged to change their password for CCS Software every 6 months. Each Personnel who is responsible for submitting attendances and enrolment notices to CCSS will be registered with PRODA as a Person with Management or Control of the Provider or as a Person with Responsibility for the Day-to-Day Operation of the Service. The Approved Provider will review/audit staff log ins on a monthly basis and ensure this procedure is followed by all staff who access CCS software to submit data to CCS. The CCS Compliance Checklist/ Audit will be used each month by the Approved Provider to review usernames and passwords of staff using CCSS Software and to review the privacy policy of individual CCSS Software. The Approved Provider will use the CCS Compliance Checklist/Audit to ensure usernames and passwords used for CCSS Software have not been shared or compromised. The CCS Compliance Checklist/Audit covers details regarding ensuring the data is submitted to CCS accurately and checked against service records.  Data submitted to CCS: Enrolments, Attendances, CCS Payments, Personnel and Record Keeping is cross referenced from CCS Software to service records; Enrolment forms, Sign In/out Sheets, Personnel records, Proda records.  For example: The attendance sign in/out record is cross referenced against attendance reports recording attendances submitted through the CCS Software, the cross referencing is recorded on the CCS Compliance Checklist/Audit each month by the Approved Provider.
DATA INTEGRITY
Fraud Prevention Policy Fraud Corruption Prevention and ProcedureCCS Compliance Checklist/ Audit Cyber Safety Policy Cyber Safety Procedure	The CCS Compliance Checklist/ Audit is used each month to identify any data anomalies within incorrect data submissions are picked up in a timely manner. This checklist is used as a tool to facilitate fraud prevention and ensures data integrity within our Service in relation to correct data entry for enrolments, attendances, CCS payments, personnel, and record keeping. The Fraud Prevention Policy and Fraud Corruption Prevention Procedure outlines that CCS Software will be monitored by the Approved Provider to ensure data integrity and security is maintained by all staff who process CCS payments to families. Attendances are cross referenced against child booking reports to ensure sessions are correct when submitted to CCS. Sessions which require resubmission are resubmitting to CCS within 14 days. CCS payments are checked by the financial officer each month and any anomalies are discussed with the Approved Provider and Director/ Nominated Supervisor. CCS Payment reports and invoices are electronically stored each week for future cross referencing and checking.
FRAUD PREVENTION AND DETECTION
Fraud Prevention PolicyFraud Corruption Prevention and Detection Procedure Code of Conduct Policy Termination of Employment Procedure	The Fraud Prevention Policy and Fraud Corruption Procedure outlines fraud prevention and detection in relation to CCS data, internal controls to prevent fraud and reporting of fraudulent activity and/or corruption. Including details of the Child Care Tip Off Line. The policy outlines that an internal audit regarding CCS payments will be completed by the Approved Provider/ Finance Officer each month to ensure payments received by the Australian Government recorded in the service bank account reconciles with the payments recorded in the CCS Software system.  The Code of Conduct Policy and Termination of Employment Procedure provides actions to follow regarding termination of employment following a breach of conduct.
RECORD-KEEPING
Record Keeping and Retention Policy Payment of Fees policy	The Record Keeping and Retention Policy refers to how records are maintained and managed in a private and confidential manner, in accordance with legislative requirements including the Family Assistance Law. Records relating to CCS are kept for a period of 7 years as per CCS Handbook. The Payment of Fees policy outlines procedures for staff to follow in regard to supplying parents with invoices and Statement of Entitlements, invoices are issued weekly in arrears (adjust as required) and Statement of Entitlements are issued to families fortnightly.
NOTIFICATIONS
CCS Notifications Policy	The CCS Notifications policy has been developed to ensure all notifiable circumstances and situations pertaining to the administration of Child Care Subsidy are reported in accordance with relevant legislation. The CCS Notifications Policy has been developed from the guidelines within the Child Care Subsidy Provider Handbook.
FEES AND DEBT RECOVERY
Payment of Fees Policy Overdue Fee Payment Procedure	The Payment of Fees Policy outlines that our fees have been developed in line with our business plan. Our Payment of Fees Policy provides families with a clear understanding of the service fee structure, payment requirements, and CCS benefits prior to enrolment. This policy provides guidance to families for fees that are payable when children attend, such as pupil free days, sick days, family holidays, public holidays, and service closure periods. Our Overdue Fee Payment Procedure outlines processes for staff and families regarding late payments of fees.
COMPLAINTS HANDLING
Fraud Prevention Policy Fraud Prevention and Detection Procedure Payment of Fees Policy Dealing with Complaints Policy Dealing with Complaints Procedure	The Dealing with Complaints Policy and Payment of Fees Policy provide procedures for families to follow regarding complaints and disputes relating to fees, invoices, CCS payments, statement of entitlements, and other CCS related issues. Families who have a complaint regarding CCS payments can refer to the CCS tipoff line, details are provided in the Dealing with Complaints Policy, Fraud Prevention Policy and Payment of Fees Policy.

Source

Australian Government Department of Education, Skills and Employment. Applying for Child Care Subsidy (CCS) Approvaldese.gov.au/child-care-subsidy/applying-c...
Australian Government Department of Education, Skills and Employment. Child Care Package (2021)
dese.gov.au/child-care-package
Australian Government Department of Education, Skills and Employment. Child Care Provider Handbook (2018)
dese.gov.au/resources-child-care-provider...
Australian Government Department of Education, Skills and Employment. Guide to Additional Child Care Subsidy (child wellbeing) (2019)
dese.gov.au/additional-child-care-subsidy...
Australian Government Department of Education, Skills and Training. Business support tools and resources for child care services
dese.gov.au/business-support-tools-and-re...
Australian Government Department of Education, Skills and Employment. Child Care Financial Integrity Strategy, 2019
dese.gov.au/financial-integrity/resources...
Australian Government Department of Education, Skills and Employment. Mandatory Documents for Care Subsidy Approval Applications August2019
dese.gov.au/child-care-package/resources/...
Australian Government Department of Education, Skills and Employment. Child Care Subsidy (CCS) Specified Personnel Roles (2020)
dese.gov.au/child-care-package/resources/...
Australian Government Department of Education and Training (2017) Child Care Services Business Support Resource – A guide for considering your businessdese.gov.au/key-official-documents-about-...Payment of Fees Policy