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OSHC Bookings, Cancellations & Payments





Governance supports the operation of a quality service


Management Systems

Systems are in place to manage risk and enable the effective management and operation of a quality service


Roles and Responsibilities

Roles and responsibilities are clearly defined and understood and support effective decision making and operation of the service





 Education and care service must have policies and procedures


Related Policies

Arrival and Departure Policy
Enrolment Policy


  • For parents to gain a clear understanding of the Service fee structure ensuring children’s fees are paid on time.
  • Bookings made in advance to enable the Coordinator to provide a safe, quality program for all children.
  • To ensure the appropriate educator/child ratios are followed.
  • To offer the best possible service to children and families.


This policy applies to children, families, staff, management and visitors of the Service.


The fee structure of the Service includes:


Casual/ Permanent

Costs effective from 10/09/18 10/09/18September 5th

Before School Care



Before School Care



After School Care



After School Care



Vacation Care - School



Vacation Care - Incursion



Vacation Care - Excursion




Booking Definitions

Permanent Bookings:              
Regular bookings made for the same days each week on an ongoing basis (minimum of four continuous weeks) - excluding Vacation Care.

Casual Bookings:                        
Bookings made ‘as you go’ for one off days, either in advance or on the day. This may also be for short periods of time.

Vacation Care Bookings:        
Booking forms are sent out approximately three weeks prior to the program commencing. Vacation Care Forms must be completed and returned to the OSHC program.


  • All bookings should be made in advance where possible.
  • All bookings can be made via digital enrolment forms, text messages, phone calls or emails.
  • Casual bookings made in advance can be made via the OSHC phone or emailed.
  • Casual Bookings for the same day can be made via the OSHC phone prior to 9.30am. When making a late booking, parents are required to call the school office. This is so the school ensures that both OSHC and your child are notified for the child’s safety. All bookings made after 9.30am will incur a $5.00 late booking charge.


To ensure the safety of all children, parents are expected to notify the program if their child is not attending OSHC. We don’t automatically receive notification from the school of children away or if they leave as an early departures. A text message to the OSHC Coordinator is adequate notice by 2.30pm.

  • 1 weeks’ notice is required to permanently cancel permanent bookings.
  • All non-attendance still incurs the daily fee regardless of permanent or casual bookings if cancellations are not made.
  • Fees will not be charged for school camps or closure of the program due to Public Holidays or whole school events.
  • Families taking extended holidays (5 days or longer) can cancel their bookings for the duration of the holiday. It is expected that 1 weeks notice is given.                             

General Fees:

Fees are charged daily and vary depending on the Child Care Subsidy (which replaces the current Child Care Benefit and Child Care Rebate from 2nd July 2018). The Child Care Subsidy will be paid directly to the Service.

Basic requirements that must be satisfied for an individual to be eligible to receive Child Care Subsidy for a child include:

  1. The age of the child (must be 13 years or under and not attending secondary school)
  2. The child meeting immunisation requirements
  3. The individual, or their partners, meeting the residency requirements

Child Care Subsidy is assessed by the Family Assistance Office. It will be determined by:

  1. Combined family income
  2. Work activity level of parents (ie: parents working fulltime or part time)
  3. Type of child care Service

Fees are charged at full days only. (no matter what the attendance hours are)

Payment Options:

  1. Ezidebit - Fortnightly direct debit system (charges applicable)
  2. Cash - in person to the OSHC Coordinator (no fees applicable)
  3. EFTpos - in person to the OSHC Coordinator (no fees applicable)
  4. Cheque - in person to the OSHC Coordinator (no fees applicable)

Ezidebit and Charges

  • Direct Debit - $0.88 per transaction
  • Transaction for Visa/Mastercard - 1.87% of total per transaction
  • Transaction for AMEX/Diners - 4.4% of total per transaction
  • Fees are set up using the service’s direct debit system
  • Families will be issued with an electronic fee statement on a fortnightly basis in accordance with the fee payment and regulatory requirements.
  • A dishonour fee of $14.80 will apply to families for rejected direct debit transactions.

Financial Difficulties

If a family is experiencing financial difficulties, a suitable payment plan may be arranged with the OSHC Coordinator/Principal.

Late Fees

Our Service is not licensed or insured to have children on the premises after hours. This is a breach in the Education and Care Regulations.

It is unacceptable to pick children up late from the service. A late fee will apply to families where children are not picked up prior to closing time. Currently, a fee of $1.00 per minute applies after 6pm. 

A review of the child’s enrolment will occur where families are consistently late.

Change of Fees

Fees are subject to change at any time provided a minimum of four weeks written notice is given to all families.

Responsibility of Management

The Nominated Supervisor (OSHC Coordinator) is responsible for the billing and chasing of fees. Should families wish to discuss fees, they will need to see the Nominated Supervisor (OSHC Coordinator).


Policy Reviewed


Next Review Date


New policy created to comply with changes to the Child Care Subsidy

September 2019