NSW Start Strong Funding

[00:00:00 ]
Tash:   Hi everyone, and thanks for joining today’s webinar Exploring State Kinder New South Wales funding. My name is Tash, and I will be your facilitator for today. I would like to show my respect and acknowledge the Quandamooka people as the traditional custodians of the land, winds and waters. From where I gather today, I extend my acknowledgement to the traditional custodians throughout Australia, celebrating their diversity, culture, and ongoing connections to land, winds and waters throughout, including where you gather from today. I pay respect to elders past, present, and emerging, extending that respect to all Aboriginal and Torres Strait Islander peoples joining us today.

[00:01:12 ]
Welcome. If this is your first time joining one of our Xplor Education webinars, thank you so much for coming along. We’d love to engage and interact with you throughout, so if you do have questions on things that we have covered that you want a bit more detail on, if we haven’t covered it and you’d like an answer, please feel free to use the Q & A box. You will find that on your Team’s toolbar next to chat it will be Q & A. We will be exclusively using  Q & A today just to track and make sure that we are answering your questions, and we will have some Q & A time at the end of today’s session to make sure that you walk away fulfilled with the information that you require.

[00:01:55 ]
Excellent. So, today’s agenda is really simple. We are taking you through an overview of the state kinder funding tool for New South Wales. What this is going to do is cover the child profile setup, program creation funding, both auto allocation and manual. And then, as I mentioned, we’ll have a small live Q & A segment at the end.

[00:02:20 ]
Before we get started, I do wanna make sure that we’re set up for success. So, during today’s session, I need to let you know that Xplor Education is attending regular meetings with each state governing body. In these meetings, the teams are discussing and setting deliverable dates around recording requirements and API integrations, if they apply. We do not currently have any deliverables to share with you today and we won’t be promising anything until it is set in stone that it will be built, actioned and delivered, and we will provide you with those dates as they come about. But please be assured that we are on track with the government’s requirements.

[00:03:01 ]
For the most up-to-date information, please ensure that you are signed up to our release notes emails. You will receive these as a matter of urgency with any updates around API integrations, reporting, uplifts or anything else to do with any product any feature in our Office product but most importantly, relevant to today, the state kinder funding tool. Please also note that during today’s session, I will not be discussing specific funding requirements. So, we’re not gonna be talking about three-year-old versus 4-year-old. I don’t work for the government and therefore I don’t feel comfortable delivering information that comes from the government. I wanna reference you back to your state Kinder funding guide for entitlements for children. So, if you’re unsure as to what they’re entitled for, how you should be calculating that, who should have what? Please look at your guide or chat to your governing body around these. But assuming that which what entitlements each child holds, I’m gonna show you and walk you through our state kinder funding feature and how to use it. We are gonna do that live in the system. But I will dive back into this slide deck to give you some really valuable tool tips and insights on how to use our auto allocation tool and manual funding tool.

[00:04:21 ]
But first thing you wanna do, let me move this across. First thing you wanna do to make sure that you are set up for success in a program is set the child’s profile up. To do that, it is on a child-by-child basis, but you can set this up at the beginning of the year and there’s no additional information that’s required throughout. Navigating into profiles, children. If you do have a group of children moving into the kindergarten program for New South Wales, you can add them in bulk. What you can do is filter your children by active and by specific room. So, if it’s our Butterflies room that actually runs our New South Wales, Start Strong or Digital Hub, select on that and press apply, and it will segment to those children. If you have multiple, then you can select them in bulk here. Update. Eligible kinder program and then down the bottom we can move them into the Start Strong program and press update. So that’s placing all children as eligible for New South Wales Start Strong kinder funding in bulk. What you will have to do additionally in each child’s profile, however, is you will need to fill out the state kinder funding tab. And that is a one by one. Locate your child. Move across to the state kinder funding tab, which we’ll generate. Now, if this isn’t straight away, then give it five minutes and it will update. Now let me find someone who is, I apologise, New South Wales. There will be specific questions. I’m really sorry. Matilda was in my New South Wales program this morning. Here we go. All right, so state kinder funding tab. It will say New South Wales Kinder Funding up the top, so we know that we have them assigned to the correct state. Information that will come across automatically will be from the child account page, so just making sure that their child account details are correct before moving into this screen, and anything that can flow across will automatically do at the top, it will automatically populate with your service approval id that will already be placed in the system. If you’re unsure where to find this, you can hover over the eye icon. It will give you a little bit more detail. From here, you’ll need to answer the below question child receiving funding at the service child has declaration and consent form signed. You will go through, you’ll add all of these in as a yes or no. Your child details, as I mentioned, will populate from your child account screen. Then you’ll have a few more additional. Now these are state specific. So, New South Wales government has advised that this is what they require being answered in the system. So, it’s come through from them and we’ve facilitated by creating this screen. You hover over the eye icon next to any question, it will give you more insights as to what it is exactly that you are answering. So, if you’re unsure of anything, don’t guess, just press on the eye icon here. If you’re still unsure as to what that means, you can absolutely jump on the phone to one of our amazing Xplor support team members, and they can give you further insights as to where you might find this piece of information to be able to make the correct identifier in this screen.

[00:07:52 ]
Once you’ve gone through, you’ll just press on save. Now you can save part the way through, so if you’ve answered half of the profile, you can hit save and come back in. Please keep in mind though, at the moment, this is read and store only data, so this is just for your record keeping, but the goal is down the track, potential for an API integration, which would mean and require that this information is actually updated in whole. So, our recommendation is always completed in one setting because you might forget to come back and complete the rest. And it might mean that child is ineligible at a later time when an API integration is established.

[00:08:34 ]
If you do have any supporting documentation for this child, again at the moment, this is to record keep only so you can upload it in here. They do need to be PDF JPEG or PNG files, so things that can’t be edited and cannot exceed 10 megabytes. So again, if you’ve got something quite large, you might need to break it into portions.

[00:08:57 ]
Down the bottom, you will have an overview of the programs that this child is in. Once you’ve started placing them in a program, the programs become active. They have funding in there. You don’t add them to a program through their profile. Instead, we’ll do that through the state kinder funding tool. But you will have individual oversight of each child under their profile.

[00:09:19 ]
Excellent. So that is the child profile setup. If you do want more information and a step-by-step guide on how to complete this and the requirements we have our incredible knowledge base article here. It’s called Kindergarten and Preschool State Kinder Funding. As you scroll down, we’ve segmented into our three state kin to fundings that use this tool, New South Wales, being at the top. In the dropdown here, you’ve got a detailed overview of your child profile and state in to tab program creation funding allocation and reversing a payment in there as well. So, if you need any further insights, please utilise this as well.

[00:09:57 ]
All right. The next step in the process is creating your program. So, navigating to childcare subsidy on your menu to the left-hand side, state kinder funding, which will be your last option. Within the screen here, you’ll be able to see a list of all your existing programs. If you haven’t created a program yet, then you’ll be able to press only plus add to the bottom right corner and create and establish your first program. When you open this tab, first thing that you will note is it lets you know how to set up the program and the requirements in that. Really simply, you’ll need to put a program name. Now, from Xplor Education standpoint, we highly recommend that you’re breaking your program up. So rather than having a full year’s program displayed in here, that you would put these into bite-size pieces. Being quarterly or term based. So, this might be program one or Term one, Butterflies room 2025. It’s really easy to identify what the program is historically, if we need to go back for record keeping purposes, but also helps you be able to manage your programs by having those four bite-sized pieces, making sure that all the children are aligned, educators are attached, the program was actually facilitated. We don’t have to go back 12 months’ worth.

[00:11:20 ]
So input your program here. You might put the room or program name in there as well. In here, if we are using that theory of putting bite-sized pieces in or term-based then I might just run a 10-week program. Now you do have the option to run a full year’s worth. You’ve got 52 weeks in here, so it’s really at your discretion how you’re wanting to put these programs in, what’s best for your record keeping and your team’s management. For this example, I am going to do term-based programs. So, I’m gonna elect 10 weeks in here. Start date is the start date of the program. So, when are you starting this program? For this one, I’m gonna say it was the 27th of January. ‘Cause we’re looking at term one. And then the funding type. So, we do facilitate for ACT, New South Wales and VIC. So, we’ve put all of the funding program types that you would have in the system here for you to select from. Again, at your discretion, which children will fall in the three-year-old kinder versus the four-year-old kinder. It is really ideal to have them separated for record keeping purposes. This is the first year that you are really using the state kinder funding tool, but a couple of years down the track, you wanna be able to reflect on all of these programs and how do you do that efficiently. You might wanna be separating your three- and four-year-olds for reporting purposes.

[00:12:51 ]
Once you’re ready, you’ll press on show operating weeks. I do have 10 operating weeks in the system here, but if I was doing this for a semester, for example I might elect to run this for 23 weeks, and I might actually start this on the first week of January, and I might call this. Semester 1 20 25. And what this gives me is an overview of the weeks based on the date that I’ve selected. So, this is week one of 2025, and it might have been a term holiday. So, if they are term holidays, you can set them in here. They will not count towards your program facilitation. They will not have the ability to be funded because they are set as a term holiday. You can’t put state funding on a holiday. So, any weeks that you do elect as holiday again, no state kinder funding will be applied. But a really great record keeping purpose to track holidays. They might have a mid-semester holiday in there as well. So, we might have mid-week 12 or what would’ve been week 12, so they both might be one as well. When we scroll up, we can see how many weeks we’re actually operating for. So, although we’ve selected 23 weeks, we’ve only got 19 weeks of operation, which we’ll have the ability to have funding applied. Once ready, we hit save. That program is now saved under our state kinder funding tab. So, if I come back out here, I can see at the top. Now all of these columns are durable, so if you would prefer to see your programs listed by a program name, commencement date, year number of weeks, or funding type, you can reorder all of these. By default, they will be under program id, which means the newest creation will be at the top, most historic at the bottom.

[00:14:43 ]
Excellent. So that’s how you set up your program in the system. Once it is set up, just pressing on it and you can add your children into your program. So, this is reflective of who will be part of this program to receive funding. Press on select children from here. It will only list children who are eligible to be part of this program, which means that you have gone into their profile, you have added them to the New South Wales Start Strong funding, eligibility, hit save. And then you have gone over to the state kinder funding tab, and you have filled out those questions. If they aren’t populating in that screen, that would be because they haven’t been nominated for this program, so therefore they don’t have eligibility. So, some troubleshooting there, just making sure that you have completed their profile updates so that they can show in your list. Once you’re ready, you’ll be able to tick children in bulk or you can tick them individually next to their name. Hit next. It will bring up a list of warnings, if any, do relate. This is a read only at the moment, so just an FYI for yourself. It will let you know if you have missing information. So, if you haven’t completed that state kinder funding tab, insufficient documents if they need them, and then if there’s a state conflict. So, we can see here that this child is for VIC funding. They shouldn’t be part of a New South Wales program. So, it gives you a really great oversight if there are any conflicts or errors that are gonna affect this account, and you can go through and remedy those ahead of time. Once you’re ready though, you’ll be able to hit save, and you’ll be able to attach the children to the program that they can be part of. So, they will list in here. Up until the program starts. If you’ve made a mistake, you can, under the actions, delete a child from a program. Once the program has started and funding has start, has been applied, you can’t delete them from a program. You’ll need to cancel them out. That would include if they were never meant to be part of the program. What you would do is delete the funding that they’ve already been provided, zero out their entitlements and then cancel them from the program. So just hitting cancel I’ll be able to walk you through exactly what that looks like. Let me just grab a program with children. So, we’ve got a child here. This is the delete button. So again, if they weren’t meant to be part of the program, no funding. The program hasn’t gotten started, they haven’t received any funding, you can delete them out. Once the program has started, however, you’ll need to cancel them out, pressing on cancel. You can put the date as the first start date of the program if they were never meant to be in it, or if they’re exiting out midway through, you’ll put it as midway through. Once you’ve selected the cancel date, you’ll select the cancel reason. Now these come through from the government, so we can’t customise these. This is the exact wording and terminology that they’ve requested that we give as a cancel reason. So that’s why they’re listed in there. If you do nominate that they’ve transferred kindergarten programs, that’s under your provider. So, if they’ve gone from your centre to another centre within your provider, then they’ve transferred kindergarten program. If they’re going to a new program, then you’re just gonna select that they have exited the kindergarten program. There’s no further tracking that you can make on this child to ensure that they do pick up their program with another service. It’s at the family’s discretion. Other than that, you’ve got the three other types that the government has asked us to list, so just selecting which one most aligns with why this child is being cancelled out. Once ready, you’ll hit confirm and then they will have no further payments made on their account. And they will be cancelled outta the program. Now it is really key to highlight at the moment that we do not have any API integrations with any states, but they are impending. So, we will be integrating with specific states, for specific funding. When that does happen, you will be required to leave the children, any child that has been part of the program active until your final submissions have gone through to close off this program. We will dive more into that when the API integrations happen. But it is good practice to note that when you are ending care for children, when we do become API integrated their end date needs to reflect the end date of the program. For now, however, you can end care from the date that they finish. Just making sure that you follow the exit program steps, which again is cancelling them out of the program, setting their funding to zero, and then they can finish up.

[00:19:21 ]
Excellent. So, we’ve gone through child profile setup, we’ve gone through program creation. Again, if you do have any questions, popping them into the Q & A, we will have time at the end to go through them. We are now gonna dive into your funding order allocation versus manual. Before we look at it in the system, I do just wanna run you through some insights as to where the funding pulls from and some additional information that might be of value to you.

[00:19:49 ]
All right, so when we’re talking about funding auto allocation, it’s really key to note how this is actually calculated. The weekly funding auto allocation is calculated based on total sessions times the week, divided by the funding amount, and that equals what they will receive weekly. So, when we are talking about sessions, this is the sessions bookings on master role. You don’t establish a program based on we’re facilitating 15 hours per week for a child, two 7.5-hour sessions, for example. This is just based on their total bookings. So, if we are talking about a term and the child attends for 20 sessions in term one, which is our program, one facilitation then the session amount will be 20. If they add sessions midway through the program, then that will increase for the remainder of the funding that they have left. And we’ll talk about those user examples in a second. But as a black and white space, what’ll be referring to when we say sessions, it’s the total bookings for that child in master role for the program duration. When we’re talking about total weeks, we are talking about the weeks that the program is running. So again, if you are running four programs throughout the year, ’cause you’re doing one per term. Say you’re doing four 10-week programs it would be 10 weeks. And then when we’re talking about the funding, it’s the amount of funding allotted to the program. So, we are going to have a look in the Office system, and you will put the total amount that child is eligible for. That’s the funding we are talking about. It’s really key to note that the government might actually give you the lump sum for the year for a child. So, as a complete example, it could be $2,500 that a child’s entitled to for the entire year. If you are running four programs, you will need to divide that amount by four. So, keeping that in mind as well, the amount that you put in per program is what they’re going to have allocated to them. So, sessions, times, weeks, divided by funding equals the weekly funding amount. That’s how it’s calculated. Again, variables can come into that. If they add an additional day as a casual or permanent, if their CCS changes, et cetera, there will be changes. House funding allocated. So, every Friday order, if you have the order allocation tool turned on it will look at the master role for the given week, look at the sessions for the child.

[00:22:18 ]
10:00 PM Australian Eastern daylight savings time for the week in arrears, so it’s always charging in arrears. Funding is based on the bookings and master role for the weeks that haven’t currently been assigned. So again, if you deleted a booking, sorry, deleted a payment from week one, we’re in week seven, when the funding runs on Friday, it’s gonna run for week one and week six. You’ve got the example one there. So, Lola has three sessions per week. She’s enrolled into the state kinder program that runs for 10 weeks. Her total funding for the quarter is $2,000. So, her funding will be calculated as three times 10 divided by $2,000 equals 66.66 per week. So that’s a stock standard. Amazing. No changes have been made to her account. Example two is a little bit more complicated. So, Dean attends four days per week. He’s enrolled in a state kinder program that runs for 10 weeks. His total funding for the quarter is $2,000, so same as Lola. In week four, however, Dean increased his scheduled attendance days to five per week. So, we’ve gone from four days to five. So, funding for weeks one to three will be calculated as four times 10 divided by 2000 equals $50 a week. Then for weeks four to 10, the funding will be calculated as follows. So, five times seven, ’cause we’ve only got seven weeks left and he’s increased to five divided by 1,850 because that’s how much is left, considering we’ve used $50 for weeks one, two, and three. So, this is the remainder of our funding equals $52 and 85 cents. So that’s how the calculating for auto allocations is created. A few FAQs for auto allocation funding is paid on a Friday weekly in arrears. It’s paid on actuals, dependent on CCS. If the service does not have CCS applying, you can still only apply auto allocations in arrears. It does run through a 10:00 PM Australian Eastern daylight savings time on the Friday, but it could take several hours depending on the batch that your centre’s in. So usually by midday Saturday you’ll be able to see that funding or Monday, because we don’t work on the weekends. Auto allocations are only available to be backdated up to 12 months currently. There is no automated reverse task. So, in the event where CCS changes where a CCS or ISS is paid in arrears and it changes the total gap fee for a child, the system does not have capability to retrospectively look at a historic payment and identify that there’s a change to that week. So, what will need to happen is administrators will need to be all over if they’ve added or deleted a booking in the system for a week that has already had funding applied. If they’ve increased or decreased the fees as well. If CCS has changed, if a CCS or ISS has been back paid. If any of those relate to an account or if a discount has been added, sorry, as well. If any of those relate to an account that has already had a payment made, you’ll need to go into the program, delete the payment, and then if you turn order allocations on, then it will retrospectively add the new payment based on the entitlements for that child for that week. But we don’t auto do it. Any weeks marked as term holidays will not count towards funding. So, no order allocation of funding will be placed on a week marked as the term holiday. There can only be one funding allocation per week per child. So, if you are using order allocations you can’t switch over to manual and give a double payment at all if they’ve already had a payment. That’s it. You also can’t use gap fee adjustments to add an additional payment onto their account. State can defund gap fee adjustments. They talk to each other only one payment. You could add financial adjustments if there is something that you do need to place on the account. So, at your discretion, if you would like to do that. Finally, please note that bookings do not need to be marked as attended, absent, or holiday to be included in the funding allocation. We look at the total bookings that you have in the system regardless of the status for auto allocation. So really key to shout that out. Our bookings do need to be in the system by Friday, 10:00 PM Australian Eastern Daylight savings for the week in arrears where the funding is being applied. So, if you do make a booking after that. It would operate the same. You would need to delete that payment in order for it to recalculate in the system and apply. So that’s our order allocations.

[00:26:59 ]
I’ll quickly run you through manual, not as many points but still really important to know. During manual allocations can be made, only be made based on CCS actuals. They don’t have to be made on the Friday. So, CCS actuals are paid to your system Monday midday Australian Eastern Daylight savings time. Or if it’s a public holiday, they’ll be made Tuesday. So once CCS actuals have been placed on the account, you can go in and create manual allocations in your state kinder funding tool. Currently allocations can only be backdated up to eight weeks. So, if you do need to backdate payments past the eight-week mark, you can turn auto allocations on, let it run for that one week. It will retrospectively look at any weeks that haven’t had funding applied. So, it, for example, if week nine doesn’t have any funding applied, you’ve opted for manual allocation, do your manual allocation this week for last week. But then turn order allocations on and it will cover week nine. There are no program or yearly caps on manual al allocation. So, what we mean by that is, although you can put or assign the funding amount for a child, we don’t hold you to that. So, when you are using the manual allocation tool, you will need to be tracking how much funding you have placed on a child’s account. It is up to you at your discretion how much you’re providing to the children. Administrators are not able to waive more than the weekly gap for a child, but they are not limited by the year. So again, you could go over your $2,000 if we’re using that as our yearly subsidy amount. If you’re not tracking that. Manual allocations can be reported through Financial Adjustments report. So again, if you’re wanting to track how much money you’ve placed on a child’s account, you can pull the financial adjustments report over the set date period for the program, and it will tell you. So really easy to be tracking those amounts that you’re placing on a child’s account. But we don’t limit you and we don’t stop you at $2,000 if that’s the limit you’ve set in there for the child. Any weeks marked as term holidays will not count towards funding. So, you won’t be able to manually order allocate sorry, manually allocate any funding for a week that you’ve marked as a term holiday. So, we will block it in the state funding feature. Excellent. Some FAQs around manual funding. Children must be marked in office in master role as attended or absent. So, if you’re trying to add a manual allocation of funds and the gap fee isn’t looking right children have to be marked as attended or absent. For any days that haven’t been marked at all, so they’re left in that orange booked in status, they won’t show up on your manual allocation tool. So, make sure in master role all of your bookings for children are updated, either as attended with sign in and out times, or marked as holiday or absent. Other FAQ, you can use reverse payments. So, if you’ve made a mistake on the payments, you can always reverse them.

[00:30:06 ]
Excellent. Now I have just seen the time. We will quickly run through funding now and then I’ll check if there are any questions. I do apologise. When we are in a program, you can press on your funding tab up the top here. Immediately it’s gonna ask you how you would like to apply the funding, and this is what you’re going to set and forget, but you could come in and change it at any time. If you would like auto allocations to be turned on, then yes, automatically apply kinder funding. Yes. And now we are set to auto allocation. It gives you a detailed overview up here around what the requirements are for auto allocation. We do also recommend auto allocation as your chosen funding tool. For each child, you’ll see them listed As part of your program, you are required to come in and place the allocated government funding amount in here. Again, if you have created a full year’s program and the child is entitled to $2,000 for the year, you will put the $2,000 in here. If you have created term-based programs, the child’s entitled to $2,000, they’re entitled to say 500 for this term if you’re doing equal term dates. So, placing their entitlement for this program. Once you place the entitlement in the system the system intuitively will update. It will show you what that child’s going to receive based on the master role sessions that they currently have in the system.

[00:31:36 ]
Again, if they change their master role bookings, if they add a casual day, if they add a reoccurring day, if they drop a day, then this will rig jig itself automatically. You’ll be able to track how much they’ve currently received in the system and then what the balance is remaining in the system also. So really easy to be tracking with order allocation. Again, Friday for the week in arrears. You can switch it to manual allocations, however, at any stage. So manual allocations like so. We’ll still see the children all listed here. You will see their allocated government funding amount as per what you’ve put in here. However, this will not count towards when we’re putting manual allocations into the system. So, we could go over that $500 if we’re not tracking it. What you’ll see is the manual funding allocation tool down the bottom. You’ll wanna select the week that we’re wanting to apply to. For example, it might be the 3rd of February that we’re wanting to backdate this one too. It will list your children. It will let us know if they have any gap fee. This one has zero gap fee. That’s completely fine. The reason why they don’t have a gap fee is because I haven’t signed them in or out, so I could go over, make sure that they signed in or out on master role, and then this will update based on that data. Once ready, if in bulk, if everyone’s receiving the same amount, you can tick everyone or you can tick the individual child here, you’ll press on waive and then you’ll input the amount that you’re wanting to waive. When that applies to the child’s account, it will apply against today’s date. It will have New South Wales Start Strong kinder funding and the child’s name on it, and then it will have the amount. If their gap fee was say, $30 and I put in the waive tool $50, it will only waive up to $30 for them. So never putting the child in credit at all up to $50, whatever their gap fee is. You’ll be able to see historically all of the gap fee adjustments that you’ve done week by week in here. But as I mentioned, you could also pull the financial report for financial adjustments and be tracking those easy.

[00:33:47 ]
Perfect. Let me dive into Q & A ’cause I do appreciate we’ve gone a little bit over time. Okay. I’ve cancelled funding for a child and selected, exited kinder program when it should have been transferred kinder program. Am I able to amend this once it’s placed in the system? Melanie, you won’t amend it. Right now, it is just for internal record keeping purposes. Again, there’s no API integration. There isn’t a penalty by not saying transfer versus exited. Technically they have exited your program, but they are transferring under your provider. So, it’s a nice to know for the government, but it’s not a mandatory, so no need to change it, but moving forward, if you can just be mindful to be really accurate, it’s great for record keeping, but there’s no penalty on that one.

[00:34:43 ]
Is manual allocation applied through the gap fee adjustments or financial adjustments? It’s through the funding tool on your state kinder funding. Perfect.

[00:34:54 ]
Can you show us again where you nominate kinder funding on the child profile? I checked and cannot see the fields in Xplor child details. Okay. So, to nominate a child into a particular program, if you go to profiles children. Press on the child themselves. Scroll down midway on the page and it’s the eligible Kinder Funding Scheme here in the dropdown. Just selecting which one. Press save. You don’t have to nominate this one. This is an old feature that we had a lot of administrators tick this and then we’ll nominate this as well, which is amazing. This actually doesn’t feed anywhere, so if you don’t tick this, don’t worry. This is the important one. Where are they? And hit save again. It will create the state kinder funding tab, which you’ll need to go through and answer those questions, but it can take up to five minutes for this tab to populate. And then as we mentioned at the beginning as well, you can put people in bulk, so just ticking on the children, update kinder program. Then in the dropdown selecting which one and press update. And that will move all of the children that you’ve nominated to that program. So, you can do it one by one, or you could do it in bulk up to you.

[00:36:12 ]
Is there any way we can bill for the term and apply funding for the term, so at the beginning of the term allocated for our fees. Completely understand what you’re saying, Angela. No. If you are using the state kinder funding tool, it’s in arrears only to apply the funding. It’s gotta be based on actuals, that’s the way that the system has been developed. If you have auto allocations turned on, then it will auto allocate in arrears. But if you do term billing setting your billing window to your term, we’ll enable your families to see what they’re being charged. This tool may not work for you then, and you can definitely have internal discussions around what else you might use. Financial adjustments might be a viable option, but really key to stipulate if you do a financial adjustment, it doesn’t consider the gap fee of a child, so you could be over crediting children potentially. So please have internal conversations around how that might look for you and what would work best. We definitely recommend using the state kinder funding tool, however, and it is billing and arrears for that funding.

[00:37:20 ]
Given ACT 3-year-old is very complicated, as you apply the funding based on gap amount per hour will Xplor be able to accommodate the calculations? Really great question Tim. I won’t answer it in this session ’cause this is for New South Wales. We do have an ACT session coming up in an hour and a half. So, if you are coming to that one, we’ll address more specific questions for ACT in there. Really great question. Definitely bring it along.

[00:37:50 ]
Auto allocate. I don’t understand why some children get allocated over the weekly funding in some weeks. I thought it would be consistent to the, for our operating weeks. So, the allocation. Of order allocation of funds is based on their session bookings. What we talked about at the beginning here’s two examples. So, it pulls based on session times week, divided by funding. If their sessions change, if there’s a fee increase, fee decrease, if they have CCS adjustment, there are all variables in there. It won’t always be a consistent same amount. If the amount does change, there’s a reason for it. Something has changed in the system. So highly recommend just going through and navigating on that child’s account as to what has changed or updated. You can do that through statements, detailed statement, overview. That’ll give you a good insight to anything that might have changed in the system. Whether you’ve added a booking, deleted a booking, CCS has changed, whatever it might be. If you’re still unsure Kylie, then definitely jump on the phone to our support team and they can give you some guidance on that one as well. But it’s really as simple how it is calculated. So, for it to change, there’s gotta be a variable in the system.

[00:39:06 ]
Cara with the transfer option, it only lets me see the other age programs in the same centre. Not all the centres under my provider. It will be based on what you as a user have access to Cara. So, if you only have access to your centre, then you are only gonna see your programs whereas head office will see all programs. So, it might be an internal conversation with your provider as to how they would like us to. Or how they would like you to advise that a child is transferring a program for record keeping purposes. It might be that the provider is happy for you to say exited program, and then they’ll just enter the new one. And then they will be able to keep track of who the child is based on the information that they hold in head office. But have a chat with them.

[00:39:56 ]
How do I get onto the ACT session in one hour? Tim, if you jump onto Luma, which is probably where you booked this one it will highlight all the sessions that we have upcoming. So, I actually have a VIC session in 15 minutes. And then directly after that I’ll be hosting the ACT. So, if all three states is something that you work in just the same invite that you had, which is Luma, jump in there and you’ll be able to register and join me at those webinars. Also, let me see if I can find the Luma invite while I’m also screen sharing with you. It would be relevant for anyone else as well. So, if you work in all three states we are running all three funding webinars today, so please feel more than welcome to dive into those.

[00:40:51 ]
Perfect. Farris just popped that in there. Thank you so much, Farrah. Amazing. Excellent. That is all our questions in Q & A. Excellent. I’m so appreciative we have gone over time, so thank you all so much for staying back a little bit longer, asking some really amazing questions. I hope that you’ve walked away from today’s session with answers that you required.

[00:41:17 ]
If not please feel free to have a chat to our support team. You can send us an email if it’s something that’s not urgent. Alternately, we’ve got chat and call. We do host regular webinars, so if you would like to attend other topics the Luma that Farah has just linked in the Q & A, please save that. That is the link to all of our customer facing webinars that we have upcoming. So, if it is in our books, you’ll be able to see and register for it. Excellent. This session is recorded. It will be up on our learning paths. If you don’t have access to those because you attended today, we will send you a follow-up email with that link. Feel free to share to anyone who couldn’t make it today, and I appreciate your time. Thank you all so much and I look forward to seeing you at a future session. Okay.