Care is invoiced on a Tuesday or Wednesday of each week via email and is based on the current weeks care contract of booked hours for each child. Invoices are sent via our software so will come through under the term "HUBWORKS" or "HUB COMMUNICATIONS". Also you may need to check your junk / rubbish / spam folders if you dont receive your invoice to your main inbox as coming from a business domain often email accounts will mark or block the email from entering your inbox and divert it to junk / spam folders instead. So please double check this if you dont happen to recieve your invoice for care. If you still dont find it there please let the office know asap so we may chase this up and reissue you with another invoice.
Invoices are payable no later than close of business each Friday in the full amount stated on the top right hand side in bold on the invoice.
Invoices will provide a breakdown of each weeks charges and also state an ESTIMATE expected from centrelink for CCS entitlements if eligible and will show in bold the gap payment that the bill payer is required to pay. This can differ occassionaly from the actual figure of entitlement centrelink pays to the service and if this is the case any differences will be evident on the following weeks invoice which will need to be brought back upto date with that weeks payment or any credit rolled over to the next weeks care charges.
If any changes are made to the current weeks scheduled care ie extra hours are utilised by your child and or your Educator is absent and unable to provide care for your child these changes to your account will be reflected in your following weeks invoice and any credits you may be entitled to for over payment of fees will come off the follwing weeks care making your gap payment for that week lower.
Where able to know in advance of these changes we ammend the invoice before being sent out but this isnt always possible so therefore want to reassure families that all credits are rolled over to the following week so you wont be overcharged once the submission of attendances have been processed with CCS via the child care subsidy system.
All payments are recipted weekly and displayed on the follwing weeks invoice. Please ensure you remember to reference preferably your child's full name or at least your child's first Inital followed by their last name, so we are able to correctly assign each payment accordingly.
Families wanting to pay on a fortnighly basis are able to do so under the condition that the fees are paid in advance of the care occuring and not in arrears. We have a fortnighly agreement form which the bill payer will be required to sign stating all the terms and conditions of the fortnighly payment agreement which they agree to abide by at all times to remain on the fortnighly payment cycle.
Alisha our Finance Officer will then be able to provide the family with the 1st required payment to place their account in credit and then also the fortnighly figure that will be required each fortnight there after.
These calculations are formulated on the child's booked hours contract so any other care utilised outside these hours will need to be paid for as utilised on top of the standard fortnighly payable figure.