CDS Quarterly Dispatch – May 2025

Person with management or control explained…

What is a person with management and control?

PMCs are ones who take part in making decisions for management of the provider. They may be:

A member of the group that make executive legal decisions
Have authority, responsibility, or significant influence in planning, directing or control
Are in charge of the day to day operations of the provider and/or service

Who is a person with management and control?

Any person who performs the below roles for a provider can be a PMC. Broadly, they can be:

executive officers
board members
company office holders
partners in a partnership
members of the body corporate
partners or members of the organisation’s governing body
service directors
service managers
authorised supervisors
people from external management agencies
people in management positions
anyone listed as a ‘responsible person’ on behalf of a registered charity

Mention this newsletter and get 10% off a 2024/25 EOFY compliance audit. Offer is valid for one service only and must be claimed by 31/7/2025 by emailing info@customdata.com.au

News from the Department

Updating Enrolments

When care arrangements change for a child, they must be recorded.
Services need to update the enrolment notice in their CCS software when:

The family disagrees with details of an enrolment and you agree an update is required
The care arrangement between you and the family changes
You realise the information in an enrolment is incorrect
The care arrangement ends

If any of these events occur, services must update the enrolment notice within 7 days.

Child care provider handbook glossary

Enrolment Notice

The notice given by a provider through the Child Care Subsidy System that they have made an arrangement with an individual or organisation to provide care to a child.

Training roadshow

Our training sessions are designed for early childhood professionals who use QikKids or Xplor, helping you and your staff gain confidence and efficiency in your day-to-day operations. Our sessions cover essential functions, everyday processes, troubleshooting, and best practices to ensure compliance and optimise your subsidy collection. Most locations offer QikKids and Xplor training on the same day, with separate morning and afternoon sessions. This allows you to choose the training most relevant to you – or book in both for a full day of learning. All training sessions can be found on the CDS website training events page.

Workplace health and safety

Pets and animals in education and care services

While there are many benefits to keeping animals in a service, there are also a range of issues that educators need to consider for the safety and well-being of both the children and the animals.

Things to consider could be:

Completing a risk assessment to help decide what type of animal
Preventing the spread of infectious diseases because contact with animals can spread disease
Effective hand washing

ACECQA have a fact sheet to help services with best practice when having an animal at your service..

2025 NAIDOC Week marks 50 years, the the theme for this year is: The Next Generation: Strength, Vision & Legacy, celebrates achievements of the past and the bright future ahead.

National NAIDOC Week is a celebration that is held across Australia in the first week of July each year (Sunday to Sunday). It is a chance to celebrate and recognise the history, culture and achievements of Aboriginal and Torres Strait Islander peoples. NAIDOC Week is an opportunity for all Australians to learn about First Nations cultures and histories and participate in celebrations of the oldest, continuous living cultures on earth.

Do you know what percentage of your revenue should be for salaries, wages and other expenses.

Why doesn’t my CCS statement reflect what I get in the bank?
I need to understand where my money is going!
Why is my revenue changing when I have the same number of children in the centre?
Why don’t I have enough revenue coming to pay the bills?

We can help you get the most out of your revenue.

Upcoming holidays & events

Monday 2 June – Reconciliation Day (ACT)
Monday 2 June – WA Day (WA)
Monday 9 June – King’s Birthday (All States except QLD & WA)

2025 CONFERENCES

Keep an eye out for us come on over and say hello.

6th – 7th June
P&C QLD
Connect 4 Conference
Gold Coast Convention Centre

7th – 8th June
ACA QLD 2025
National Conference
The Star Gold Coast, Broadbeach

Superhero tip

Set a timer or reminder on your device for headcounts. – Steph

End of financial year audit

For all CCS software databases
The end of financial audit is designed to have our team of highly trained staff review your service information to ensure that best practice is being followed, and the service is meeting CCSS compliance.

Key areas that the end of financial year audit covers are:

CCS compliance
Administration
Inclusion support
Kinder funding
Additional child care subsidy

📧 info@customdata.com.au

CCS CALCULATOR

Did you know there is a CCS calculator tool online that can help you find out what a families out of pocket estimation may be?

It is simple and takes only a few moments to complete.

You must have details below:

The families annual income
The daily rate charged by the service

CLICK HERE FOR THE CALCULATOR

Fee increase?

Are you planning to have a fee increase in the new financial year? If so there are a few things to remember:

Families must be notified at least 14 days before any changes are made to the fees policy that will affect the way fees are charged or collected (Regulation 172(2)).
The new 25/26 CCS hourly caps will be released closer to the end of financial year .
Services need to update their ‘ Care and Vacancies’ when there is a fee update. This will update starting blocks website. In most cases this can be done in your third party software.

Families may be eligible to use additional absences only once all 42 allowable absences have been used.
They must meet certain circumstances.

There are 7 circumstances that a service can choose from. Some require evidence to be held, others just need staff to be reasonably satisfied that the reason has been met.

Once it has been determined that an additional absence can be used, staff can apply this to the absence using their CCS third party software.

Additional absence reason	Evidence required

The child or a member of their immediate household (including the partner of the person caring for the child) is ill

A medical certificate, or evidence of a positive COVID-19 test result from a government agency or pathology service

The child is attending preschool

Evidence is not required. You must be reasonably satisfied the reason has been met

Alternative arrangements have been made for the child on a pupil-free day

Evidence is not required. You must be reasonably satisfied the reason has been met

The child has not been immunised against an infectious disease and the absence occurs during an immunisation grace period (63 days after the day that the child did not meet the immunisation requirements)

A medical certificate stating that exposure to the infectious disease would pose a health risk to the child

The child is spending time with a person other than their usual carer as required by a court order or parenting plan

A copy of the relevant court order or parenting plan

The child cannot attend because of a period of emergency, for up to 28 days after the period of emergency

Evidence is not required. You must be reasonably satisfied the reason has been met

The child’s carer chooses not to send the child due to a period of emergency, for up to 7 days after the period of emergency

Evidence is not required. You must be reasonably satisfied the reason has been met

Data lockout period

At the end of each financial year period, CCS requires all data for that said period to be submitted and finalised.

Services are required to ensure all sessions and enrolments have been submitted and retrieved successfully and that all sign in and out times are correct. Along with making sure all CCS is correct and finalised.

The CCS department give services usually a few weeks after the EOFY date to ensure all data is correct.

After said date (TBA) the data will lock, which means if there are any adjustments to be made services will need to complete a full dispensation and wait for approval before the data can be adjusted.

Highly important to make sure all data is correct and true before the data lockout date.