1.1.S.35 Session reports (CCS)

Definition

A session report is an electronic file that is sent by an approved provider (1.1.A.90) to the Department of Education containing details of the sessions provided to a child for a week by the approved provider's child care service.

Submission of session reports

Providers that are approved to administer CCS, must submit session reports to the Department of Education for a child (for whom the provider has submitted an enrolment notice (1.1.E.25)) for each week in which the provider delivered at least one session of care (1.1.S.40) to the child.

The session report must be submitted within 14 days after the end of the week in which the session/s of care were provided.

If an enrolled child does not physically attend any sessions of care in a week, and the service is not taken to have delivered a session of care when the child was absent (1.1.A.05), providers can indicate this in lieu of submitting a session report (this is not a legislated requirement).

Session reports may only be submitted through either the approved provider's registered third party software program, or the Provider Entry Point.

Information included in session reports

Information required in a session report includes, amongst other things, details of the sessions of care provided, the fees charged for the sessions, the times the child arrived and left the service and other details such as whether the child was absent.

Errors in weekly session reports

It is vital that a provider submits accurate session reports on time. Inaccurate session reports can result in incorrect CCS and affect the eligible individuals and the children to whom the care relates. If there is an error in a session report, the approved provider should vary it so that it is correct and re-submit the report to the Department of Education. If a submitted session report should not have been given at all, the provider should withdraw it.

Approved providers may vary session reports no later than:

• 28 days after the start of the week to which the session report relates
• the last day of the financial year in which the CCS fortnight (1.1.C.10) to which the report relates starts, or
• a later day, which must be approved by the Department of Education.

Approved providers can apply through their third party software program or the Provider Entry Point for a later date to vary or withdraw previously submitted session reports to the Department of Education. A reason for the variation or withdrawal of the session reports is required.

In limited, specified circumstances, an approved provider may need to submit new session reports late, or vary or withdraw session reports in a prior financial year. In these cases, the provider must contact the Department of Education directly to apply for access.

If the Department of Education considers that a detail contained in a session report submitted by a provider might not be accurate, the department may require the provider to withdraw the report, vary it so that it becomes accurate or substitute it with an accurate report. The provider must do this within 14 days of the notice.