Child Care Fee Assistance

OCCMS technology creates a monthly web-based record of attendance (ROA) for all operators to report the daily attendance of each fee subsidy child enrolled in the child care centre. The fee subsidy rate minus the parental contribution for a subsidized child must be paid by an invoice generated in the OCCMS Web Record of Attendance.

Records of attendance (ROA) are available for validation by the first day of each month.  Once the ROA is received, each child must be validated. Operators are to select the appropriate code for each child whether the child is present, absent, sick or on vacation.

If there are children missing from the ROA, the operator must request the missing child to be added on to the ROA by contacting the child care system support team at [email protected] prior to its completion. Once the changes are complete, the ROA will be resent to the operator. All records are to be validated within five business days and sent back to the child care system support team for reconciliation and payment.

The child care fee subsidy program permits a child to be absent from a centre due to illness, vacation and unexpected absences.

Children are assigned a set number of absence limits depending on when in the calendar year the child’s first placement began. Parents/guardians are advised of their entitlement during their subsidy appointment and are made aware that they are responsible for fees incurred beyond these limits.

When a child is sick or absent for five or more days in a month operators are to make a comment on the Record of Attendance to explain the reason for the absence. In addition if a child has five consecutive unexplained absences notification should be sent to the appropriate subsidy eligibility worker. Child care fee subsidy may be terminated or the number of approved days per week reduced if a child fails to attend on a regular basis.

If a family has had extenuating circumstances that have led to absences the operator should discuss the situation with the family to determine if a request for additional days is warranted.

Request to Increase to Sick/Absent Days

A request should be submitted for consideration prior to a family exhausting their allowable absences limits. Supporting documentation may be required.

Request Increase to Sick/Absent Days Form(PDF, 125.19 KB)

The request for sick/absent days form can be completed by either the operator or parent/guardian and submitted to the appropriate subsidy eligibility worker for review. The subsidy eligibility worker will inform the child care operator if additional days for that calendar year have been approved.

Withdrawals by Parent/Guardian

Parents/guardians who wish to transfer their children to another child care centre will provide their current child care provider with a minimum of two weeks notice.  It is the responsibility of the parent/guardian to inform their subsidy eligibility worker of any changes in their child care arrangements.  However if a subsidy eligibility worker does not verify their knowledge of the withdrawal operators are to report the withdrawal through the OCCMS Record of Attendance.

Withdrawal/Termination of Child Care Fee Subsidy by Subsidy Eligibility Worker

The child care fee subsidy approval form serves as confirmation of eligibility for subsidy and dates of eligibility are noted on this form.  Families receiving child care subsidy are required to have their subsidy reviewed annually and a new approval form is revised following the appointment.

If a child care operator is not notified of an extension beyond the end date on the approval form it should be presumed that care will end and sufficient notice has been provided. 

The dates of eligibility may end sooner than the dates on the original approval form. In this situation, child care operators will receive a Withdrawal Notice providing a period of five days’ notice of termination/withdrawal.

If a child remains in care following the placement end date it is the responsibility of the child care operator to discuss payment arrangements with the parent/guardian. Subsidy will not be paid beyond the placement end date.

Discharge by Child Care Operator

If a child care operator discharges a child from their centre, or if care is unavailable for another reason the notice period is waived and the operator is not entitled to payment beyond the actual days attended, nor is the client responsible for any additional payment.

Breaks in Service

A break in service permits the parents/guardians to keep their eligibility for child care fee subsidy while not actively receiving it.  Reinstatement of child care fee subsidy must be approved by a subsidy eligibility worker. Parents/guardians whom require reinstatement of child care fee subsidy must be engaged in an approved activity and meet all eligibility requirements. 

Maternity/Parental Leave

Siblings may continue to receive child care fee subsidy up until the beginning of the maternity/parental leave. If medical complications arise and the pregnancy/parental leave begins earlier, medical documentation is required. Prior approval is required from a subsidy eligibility worker if a child is to remain in subsidized care.

Medical Leave

In the event a parent/guardian needs to take a medical leave from their work or school, eligibility for child care fee subsidy can be extended for up to three months. A doctor’s note must be provided by the parent/guardian to verify they are unable to work or attend school due to a medical reason. The note should provide the estimated length of time the leave is expected to last. All situations are reviewed and approved by the supervisor or manager.

In the event the medical leave is anticipated to extend past the three month period the parent/guardian may consider having a child care services referral submitted for review.