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Customer CRN
The Customer CRN is the Centrelink Reference Number on the CCB Statement. Sometimes Centrelink may place extra information in front of, or following the CRN (eg XAC/394344324A/VREF4). The information in bold is the CRN; it has 9 digits followed by a letter, no spaces are required.
QikKids will check that the combination you have entered is a valid CRN. Like numbers on a credit card, only certain combinations are valid. If you receive an "Invalid CRN" message, check that you haven't mistyped the CRN.
Centre
CCB Statements are applied to an individual centre. If you are logged into more than one centre you must choose which centre the notice is for.
Centrelink Start
The Centrelink Start date on the CCB Statement.
Auto Apply From
Tick this box to have QikKids automatically work out the Apply From date. It will choose the correct date based on the Centrelink Start date and previous notices in the system.
To manually supply an Apply From date, remove this tick and choose the Apply From date.
Covers Care For
Tick which types of care this notice will be applied to. You must have a valid Service CRN to activate each care type.
Percentages
Enter each percentage supplied on the CCB Statement. Leave any unused percentages set to 0 - QikKids will ignore these and use the highest non-zero percentage if more percentages than have been entered are required.
Note: Do not enter the percentage sign, only the decimal value. eg 16.8 (for 16.8%)
Tick to Receive CCB as Fee Reduction Here
Tick this box for all children that will receive CCB as reduced fees at your centre. Do not tick for children that are lump sum recipients or do not attend your centre.
CRN
Child CRN. If a child CRN has been entered incorrectly on a previous statement, you must edit it on the Child Details screen. Do not enter a child CRN for children that do not attend your centre, or children that are "Opting Out" of the CCB system.
School
In many cases QikKids is able to work out the school age status of the child from their birth date and school start date (if supplied), and this box will be set to Auto. If there is insufficient information a tick box will be enabled so you can manually set their school age status.
Note: It is not necessary to edit a CCB Statement when a child starts school. Simply ensure that they the correct Starts School Date entering in the Child Details screen and QikKids will automatically calculate the school age reduction for attendances after this date.
Hour Limit
If a child receives CCB Fee Reduction at your centre you must enter the number of hours they are eligible to receive at your centre.
If a child attends care in multiple centres within your database, QikKids will automatically manage the hour limit, so on all CCB Statements you should put the full limit (generally 20 or 50 hours).
If a child also regularly attends an external approved care centre, then you must reduce the hours they are claiming at your centre by the number of hours they are attending at the external centre. For example, a child has a 50 hour limit and attends 3 X 10 hour sessions per week at an external centre. This leaves 20 hours to be claimed at your centre.
Special CCB / Grandparenting
Please refer to the Childcare Handbook for an explanation of how and when these codes should be used. When giving SCCB, the gap column indicates how much the family is able to pay for the approved hours of care (ie it is not applied to attendances outside of their CCB eligible hours). To increase their CCB eligible hours, use the Inc Hrs column and enter the number of extra hours in the Extra column.
JET
From July 2006, JET is incorporated into the standard CCB calculation and reporting. Each child receiving a JET subsidy will be given a weekly JET hour limit and and hourly rate for the family contribution. For example, a child may be allocated 20 hours a week of JET, with a family contribution of $.50c per hour. This means that the family will be charged .50c per hour, with CCB and JET paying the difference.
Note: To receive JET assistance a child must be receiving CCB as a fee reduction, and not be on SCCB.
Weekly External CCB Care
If a child attends an approved external care centre on a weekly basis then tick this box. If the centre is a Long Day Care Centre and you are also a Long Day Care Centre then enter the number of hours the child is attending in Long Day Care.
Note: Do not use the External CCB Care section if the child is using another centre within your database. For these children QikKids handles the cross counting and hour management automatically.
External LDC Care Example
A child is claiming CCB Fee Reduction at both your LDC centre and another LDC centre. They have a 50 hour limit and are attending 2 X 11 hour sessions at the external centre.
QikKids combines these two pieces of information to enforce the hour limit at your centre, and to calculate the correct part time percentage.
Doc N°
For centre use. Can be used to store supporting documentation tracking numbers.
Claiming CCB as a Lump Sum
Any child that has a valid CRN number and is NOT ticked under Eligible to Receive CCB Reduction Here will automatically be lodged as a lump sum claim.
Opt Out Families
To completely remove a child or family from the CCB system, edit the child and remove their CRN.
To Cancel CCB
If you receive notification that a child is no longer eligible to receive CCB enter a new CCB Statement with the Apply From date set to the date the new rule should apply from. Remove the tick from Eligible to Receive CCB Reduction Here for any children being cancelled.
Siblings in other care (QikKids 3)
One of the more common questions asked by QikKids 3 users moving over to QikKids 4 is "What happened to the Siblings in Other Care field?".
The problem with "siblings in other care" in QikKids 3 is that if the sibling occasionally attended your services, you have to enter a new notice to stop QikKids bumping the percentages too high.
In QikKids 4 you enter all CCB eligible siblings for the family, regardless of whether they attend your centre or not. Then, on the CCB Statement, tick their name if they are registered to receive CCB at your service. Tick the Weekly box if they are registered with another approved service and attend there on a weekly basis. From these two pieces of information QikKids can always work out the correct percentage, even if the child alternately attends your service and another approved service. There is no need to enter new statements or lock percentages.
For example a child registered at your service has 2 other siblings in external care. One of those siblings occasionally attends your service and so has registered to receive CCB here also.
You enter the names of the 3 children (if you don't know the name of the 3rd child you can enter "sibling 3" or something similar). On the CCB Statement under Eligible to receive CCB Reduction here you tick the names of the two locally registered children and enter their CRNs. For the sibling that occasionally attends your service and permanently attends another service you tick Weekly under External CCB Care. If they are attending an LDC centre externally and you are also an LDC centre then you will also need to input how many part-time hours the child will be claiming at the external service (QikKids will take this into account when calculating the local part-time percentage). For the 3rd sibling, the one that never attends your service, but weekly attends another approved service, tick Weekly under External CCB Care but don't tick Eligible to Receive CCB Reduction here . You will now have spaces for 3 percentages. The system also automatically limits the cross counting between OCC services so there is no longer a need to split up siblings in that fashion.