Commencement of Care

Orientation Process

Once you have been offered a position with us at Wattletree Early Childhood Centre we will organise the orientation process. Initially, you will have an orientation meeting with the Director. During this meeting you will be given information about the Centre and will be introduced to your child’s educators. The Director will answer any questions you may have, and go through all the relevant documents for your child’s enrolment, including any medical conditions or dietary requitements we may need to be aware of.

Orientation visit times and duration can be discussed with the Centre Director. We recommend two visits so that your child can become familiar with the Centre environment, routines and educators, while your child still has the security of a family member being present. You and your child may stay for a meal, participate in toileting and outside play routines etc. Educators will especially aim to establish what changes may be needed to the room routine, food, toileting, bedding, program etc to better accommodate the child’s or family’s needs.

Fees and Charges Policy


For parents and families to pay their childcare fees on time to WECC


Fee statements are emailed each fortnight and are payable by the Friday of that week and cover the fortnight commencing on the following Monday.

Fee & Assistance Information

Maximum fees are payable by those families who do not register with Family Assistance Office (FAO).

Child Care Benefit and Child Care Rebate

To claim either the Child Care Benefit (CCB) or Child Care Rebate (CCR) you need to be assessed and approved for those payments by the FAO.

The FAO issues Customer Reference Numbers (CRNs) for you and your child/ren. You must provide WECC with the CRN and the date of birth of the parent who is claiming CCB and the CRN and the date of birth of your child/ren. Please provide your assessment notice to the Director, to ensure details are entered correctly.

With this information, WECC is able to report your child/s attendance information through the financial year and, depending on the payment method you choose, receive Fee Reduction payments on your behalf.

Child Care Benefit (CCB)

The level of CCB received is dependent upon the actual fee payable by any family. Current fees are posted in the foyer of WECC.
The CCB is income tested and is usually paid directly to WECC to reduce the fees that eligible families pay.
For further information on CCB please visit the My Child Website:

Child Care Rebate (CCR)

To receive the CCR you must be eligible for CCB (assessed at a rate of zero or more).
It is important to remember that the CCR is not income tested. You may be eligible to receive this rebate even though your family income is too high to receive the CCB.
There are four ways that families can now claim their CCR payments;

  1. A lump sum payment into your bank account each year
  2. Three payments per year into your bank account, October, January and April and the fourth payment after you have lodged your tax return and the FAO has reconciled your CCB and CCR entitlement for the year
  3. Fortnightly (and in many cases this may be weekly) payment throughout the year to your own bank account
  4. Fortnightly (and in many cases this may be weekly) payment throughout the year to your service as a fee reduction.

Options can only be made through contacting the FAO, 13 6150 or visiting
For more information on CCR please visit the My Child Website:

CCB and CCR in relation to commencing care at WECC

At WECC we offer an extended period of orientation in room 1 to ensure a smooth and positive transition to care for all new children. If a family decides to delay their child’s commencement, full fees are payable from the end of the orientation period until the child/s commencement date. Any such non-attendances are not reported to the Child Care Management System (CCMS) and therefore are not recognised by FAO.

The FAO can only make payments after the child has commenced care at a service.

CCB and CCR in relation to ending care at WECC
Please see below, minimum notice period/fees to apply.

Continuing Care

Payment of Fees

This is a community based, non-profit Centre. We operate a careful, closely monitored budget which allows for quality care and education as well as an affordable fee structure. Fees are set annually by the parent Committee of Management. See the fees sheet for the current schedule. We have no capacity to carry debts as there is no profit margin.

Fees need to be paid in advance:

Fees are required to be paid a minimum of two weeks in advance at all times. Upon enrolment, the family must pay a minimum three weeks’ fees and then must pay as a minimum one weeks’ fees by 10.00am every Friday. The two weeks in advance must remain intact i.e. it is not used up and then paid again. Families may choose to pay more than the minimums i.e. a family may pay an initial six weeks and then pay monthly or a family using a short session kindergarten place may multiply the weekly fee by the ten weeks of the term and pay the whole term.

Minimum notice period/fees to apply:

Families wishing to withdraw their child’s position from WECC must provide the Director with 4 weeks’ notice, in writing. Failure to provide the requisite amount of notice will result in fees being charged for the full four week period. When providing WECC with 4 weeks’ notice, and you choose to cease care or your child is absent from care prior to the full 4 weeks, full fees are payable for these days. The FAO can only make payments for a child attending a service.

Where a family withdraws their child’s position from WECC after 7th October any year, the payment of full fees will be required for the remainder of the year. This applies to all children across all rooms unless the position is filled to ensure that WECC runs at full capacity.

Where a family accepts allocated days for the following year, they will be invoiced for a minimum of 4 weeks into the next calendar year (unless the position is filled).


Computer generated invoices, (which we call accounts and which act also as a receipt for the previous week), are issued fortnightly – at the beginning of each year these are issued to all families. The accounts are emailed directly to the nominated parent for payment, or alternatively placed in the wall pockets at the beginning of the week – usually by Tuesday afternoon.

Payment by Internet is preferred. The Centre’s account is: –

Banking Institution: Victoria Teachers Credit Union
Account Name: Wattletree Early Child Care Centre
BSB: 704191
Account Number: 049124

To pay fees by cheque, write the child’s name on the back of the cheque; no envelope is necessary.

To pay by cash (please note that this is not the preferred method of payment), place the cash in a well sealed envelope and write the child’s name and the amount on the envelope and hand it to the Director or Assistant Director or place it in the post box in the foyer.

Please note that for security purposes, cash cannot be accepted after 5pm and no change can be given.

Fees must be paid two (2) weeks in advance on a fortnightly basis.

Fees are charged on the hours booked for your child at the centre even though your child may be absent during this time due to illness or holidays. This ensures your child’s place is held.

Fees are not charged to families on Public holidays and when the centre closes over the Christmas period.

Outstanding Fees

Fee payments must remain up to date at all times. If, for any reason, you experience difficulties in making payments, please speak to the Director to arrange a payment plan.

A fee reminder notice requesting payment will be sent out if fees fall more than two weeks in arrears.

Fees outstanding for more than two weeks will put your child’s place at WECC in jeopardy, unless prior arrangements have been made with the Director. An accounting fee of $10.00 will be charged for all outstanding fees. This will be added fortnightly when accounts are processed while fees are outstanding.

In order to have your initial family bond payment reimbursed, you must ensure that your account will be at zero when you complete your final day of care with us.


WECC is closed on all Public Holidays. Fees are not payable on these days.

WECC is closed between two and four weeks over the Christmas period to allow staff to take leave. The length of time WECC will be closed will be determined by the Committee of Management. Notification of the closing dates will be announced toward the end of each year.

No fees are charged for this end of the Christmas period, however a holding fee is required and must be paid prior to this period.


Normal fees apply for days that your child does not attend WECC through illness, holidays or occasional absences. As a requirement of the Commonwealth Department of Health and Family Services each child has up to 42 absence days a year (July -June) where CCB is paid.

All absences beyond the 42 days will only be paid for ‘additional absences’; parents must provide a medical certificate for these days.

If your child is going to be absent from the centre, please notify us as early as possible.

Bond Payments

Upon starting at WECC, families must pay $500 towards their bond account. This amount is held until your child leaves WECC. The $500 is refunded to you on the condition that all accounts are paid and up to date, you have provided WECC in writing four weeks’ notice of your intention to leave and your family has completed one working bee for the year.

We also take a $300 Kindergarten Bond for our Room 5, 4 year old kindergarten. This money is credited to your fees once your child commences the kindergarten program. If you decide not to take up the position in our 4 year old kindergarten room, the $300 Kindergarten Bond will be refunded minus a $50 administration fee (providing the vacant position is filled).

Kindergarten Program – Fee subsidy eligibility criteria
An organisation is eligible to receive the kindergarten fee subsidy for each child who meets the following criteria.

  • The child:
    • is eligible to attend a funded kindergarten program, and
    • individually holds, or has a parent or guardian who holds one of the following:
  • Commonwealth Health Care Card
  • Commonwealth Pensioner Concession Card
  • Department of Veterans’ Affairs Gold Card
  • Temporary Protection/Humanitarian Visa 447, 451, 785 or 786
  • Refugee/Special Humanitarian Visa 200, 201, 202, 203, 204, 205, 206, 207, 208, 209, 210, 211, 212, 213, 214, 215, 216, or 217
  • Asylum Seeker Bridging Visa A, B, C, D, E or F

or the child:
• is identified on the birth certificate as a triplet or quadruplet, and
• the other two or three children on the birth certificate are attending a funded kindergarten program

or the child:
• is identified by a parent, carer or legal guardian as being Aboriginal or Torres Strait Islander and
• the family does not have ‘approved’ Commonwealth Child Care Benefit applied to the fee paid for the time spent in the funded kindergarten program.

The relevant concession card, visa, travel document or letter of visa status will need to be provided to WECC staff who will record the expiry date as necessary.

More information and examples of documents proving eligibility for the kindergarten fee subsidy can be found at:

Sources and related policies

Victorian kindergarten policy, procedures and funding criteria 2017

Related Policies:

  • Late collection of Children


This policy was adopted by the Approved Provider of Wattletree Early Childhood Centre on 01/07/2017.

REVIEW DATE: 01/07/2018