Service Providers'

Handbook
For Early Learning and Child Care Programs with a Purchase of Service
Agreement

Revised July 2015

The Service Provider Handbook is a companion resource for Service Providers
who have a Fee Subsidy Purchase of Service Agreement with the Region of Peel.

The Fee Subsidy Purchase of Service Agreement, provided in conjunction with this
handbook, is a legally binding contract between the Region of Peel and the Service
Provider. The Agreement outlines the requirements of all Service Providers.

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Table of Contents

1. Working Together
1.1 Early Years Specialists 5
1.2 Site Attendance Audits 5
1.3 Peel Inclusion Resource Services (PIRS) 5
1.4 Child Development Resource Connection Peel 5

2. Funding Types:
2.1 Wage Subsidy 6
2.2 Wage Enhancement 6
2.3 Wage Improvement and Transition Operating Grant 6
2.4 Special Purpose Funding 6
2.5 Reporting Requirements 6

3. Child Care Fee Subsidy Information

3.1 Child Care Fee Subsidy 6

4. Child Care Fee Subsidy Process

4.1 Placement of Children-Peel Children’s Aid Society 6
4.2 Ontario Works Child Care Support 7
4.3 Children’s Recreation Programs 7
4.4 Program Relocates 7
4.5 Service Provider Opens a New Site 8
4.6 Third Party Operator – Extended Day Program 8
4.7 Rate Increase 8
4.8 Statutory/Religious Holidays 8

5. Child Care Fee Subsidy - Special Circumstances:

5.1 Break-in-Service 9
5.2 Program Closures for Specific Days 9
5.3 Exceptional Needs 9
5.4 Elementary School Bus Strike Plan 10
5.5 Snow Days 10
5.6 Parental Leave 10
5.7 Job Search 11
5.8 Transfer Requests to Other Child Care Location 11
5.9 Enrolment into Kindergarten 11

6. Attendance Reporting:
6.1 OCCMS Automated Billing System 11
6.2 Attendance Schedule and Process 12
6.3 How attendance Schedules are Distributed 12
6.4 Reporting and Authorizing Attendance 12
6.5 Reporting Vacancies 13

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 6.6 Absent Day Allowance 13
6.7 When All Days are Used 14
6.8 Late Starts and Withdrawals 14
6.9 Withdrawal without Notice 14
6.10 Outstanding Fees 14

7. Web-enabled Record on Attendance:

7.1 Completing a Record of Attendance 15
7.2 Completing an Individual Child’s Attendance 15
7.3 View and/or Print Attendance 15
7.4 Attendance Schedules 15
7.5 Scheduled Day 16
7.6 Non-Scheduled Day 16
7.7 User Rights 16
7.8 Service Provider Web Record of Attendance 16
7.9 Reimbursement for Service Providers 17
7.10 Late Enrolment 17
7.11 Payment Errors and Omissions Reminder 17
7.12 Billing Process at a Glance 17
7.13 How and When Cheques are Distributed 18

Appendices 19
Appendix I: Financial Reporting Requirements 19

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1. Working Together

1.1 Early Years Specialists:

The Early Years Specialists provide support to Service Providers in relation to matters such
as, financial management and the planning and delivery of programs and services. Early
Years Specialists will also visit programs for reasons including:
• Approve program expansions
• An introduction and site tour
• A routine visit of the site and program
• Offer advice on programming or policies
• Review a provision on the Service Provider’s license
• A Service Provider changes ownership or relocates
• Provide guidance on the use of a validated environmental assessment tool to measure
quality
• Funding opportunities
• At your request
Following the visit a Program Visit Report outlining observations and suggestions will be
completed and kept on file for one year. A copy of this report will be provided to you.

1.2 Site Attendance Audits:

A site audit may take place throughout the year to conduct a review of on-site attendance and
Wage Subsidy
• Conduct on-site attendance and Wage Subsidy audits
• At your request.

1.3 Peel Inclusion Resource Services (PIRS) – Click for information

PIRS is a partnership between special needs resourcing programs and licensed child care
providers to support the inclusion of all children in licensed child care programs within
the community.
PIRS Resource Consultants support licensed child care programs by providing resources
and coaching so that all children can participate fully in licensed early learning
opportunities.

1.4 Child Development Resource Connection Peel - Click for information

The Region of Peel and Child Development Resource Connection Peel (CDRCP) work
together to provide support to the community. CDRCP connects the community and
Early Years practitioners with the information, resources, training and services that
promote quality family life.

The Region of Peel provides funding to CDRCP for professional education sessions, the
Sheridan College Reflective Practice course and Raising the Bar in Peel which is a
process to enhance quality early learning and child care programs.

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2. Funding Types
2.1 Wage Subsidy – Click for information
2.2 Wage Enhancement – Click for information
2.3 2015 Wage Improvement and Transition Operating Grant
Contact ELSProgramAdministration@peelregion.ca
2.4 Special Purpose Funding Types – Click for information
• Capital Retrofit
• Play-Based Materials and Equipment Funding
• Repairs and Maintenance Funding
• Transformation Funding

2.5 Financial Reporting Requirements

You are required to maintain up-to-date financial information for all funds received from
us. Please ensure that financial statements contain adequate information in the body of
the statements and accompanying notes so we can easily identify funding line items (e.g.
fee subsidy, wage subsidy, pay equity etc.) you received from us. If Regional funding is
provided to multiple centres, then financial information is to be provided on a per-centre
basis.

You are required to maintain all financial information in accordance with Canadian
Generally Accepted Accounting Principles (GAAP). Records must contain the content
reasonably required by the Region of Peel. Your financial records or other documents
related to the Purchase of Service Agreement may be required with 24 hours’ notice. The
Service Provider shall retain financial records in accordance with the requirements of the
Canada Revenue Agency or its successor.You are currently required to keep financial
records for up to seven (7) years after expiry or termination of a Purchase of Service
Agreement (Also see Appendix I: Reporting Requirements).

3. Child Care Fee Subsidy Information

3.1 Child Care Fee Subsidy

For information on child care fee subsidy, specific to parents/guardians, click here.

4. Child Care Fee Subsidy Process

4.1 Placement of Children Involved with the Peel Children’s Aid Society
A program may be asked to provide short-term care for families temporarily residing in a
shelter or are involved with the Peel Children’s Aid Society (CAS). Any Service
Provider should understand the possible short-term nature of these types of placements.
If a notice of withdrawal is not given by a client referred from shelters or the CAS, the
five day notification period will be paid by the Region of Peel.
Families living in shelters are often in crisis, and any special consideration in terms of
waiving deposits and registration fees could make a substantial difference to these
families.

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 For families involved with Peel CAS, you are expected to hold an orientation meeting
with the new family and their Peel CAS worker before the child’s first day. At the
meeting, an agreement is signed by the child’s parent/legal guardian and the program
supervisor to clarify the terms of the placement. A one-time registration fee will be paid
by the Region of Peel on behalf of Peel CAS.

4.2 Ontario Works Child Care Support

The Region of Peel administers licensed child care for Ontario Works (OW) clients
through the fee subsidy Purchase of Service program.
Policies that apply to these programs may be different from those that apply to the regular
fee subsidy program. For further information on these programs, please contact 905-791-
7800, ext. 8904 (Brampton/Caledon) or 8894 (Mississauga).

4.3 Children’s Recreation Programs

Fee subsidy funding is available for parents/legal guardians to access recreation programs
for children aged six to 12 years, and for children with special needs up to the age of 17
years.
You are required to meet provincial eligibility requirements and have a Purchase of Service
Agreement with the Region of Peel.

The Early Years Specialist can assist with completing the Purchase of Service
Application forms. You may arrange a meeting to discuss the application process and to
see if the program is eligible for a Service Agreement. Once you have submitted the
application and the Region of Peel has reviewed it for completion, a visit to the recreation
program will take place to ensure that the program meets all the requirements.
Recreation programs that enter into a Service Agreement with the Region of Peel must be
either:
• Accredited by the Ontario Camping Association, www.ontariocampsassociation.ca , or
• A registered member of High Five, www.highfive.org, to the following extent:
• Submitted at least one self-evaluation to Parks and Recreation Ontario, and
• At least 75% of program staff with High Five training

Changes in the Service Provider’s Business

4.4 Program Relocates
Should your existing program relocate, the Early Years Specialist is to be informed as
soon as the decision has been made. The Early Years Specialist will conduct a site visit.
A new Certificate of Insurance will need to be submitted.

If your program moves temporarily to a new location, the Early Years Specialist should
be informed as soon as possible. All parents affected by the move need to receive a letter
of notification from your agency so they can decide whether they want their child to
attend the new location. You are required to fax or e-mail the Region of Peel a signed and

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 dated PDF copy of the letter sent to parents. The date of the move to the new location and
the date of the move back to the original location is to be included, as well as the reason
for the move. The Children’s Services Worker (CSW) for this site will contact you if any
of the parents chose to move their child to another location. If the move is extended,
please notify the Early Years Specialist as soon as possible.
4.5 Service Provider Opens a New Site
When you open a new program at a new location, you may request a Purchase of Service
Agreement by contacting an Early Years Specialist. When a written request is received,
they will send a package to be completed. The Early Years Specialist will work with you
to ensure compliance with the terms of the Purchase of Service Agreement.

4.6 Third Party Operator for Extended Day Program

A non-profit agency who is chosen to be a third party operator for the Extended Day
Program in a school offering Full Day Kindergarten can contact an Early Years Specialist
to apply for a Purchase of Service Agreement

4.7 Rate Increase

You may submit a request for rate increase no less than 12 months after a previous
increase has been approved.

Should the daily rate exceed the approved rate we pay, it is your responsibility to notify
parents/legal guardians of the additional change and obtain payment of the fee.
• Child Care Rate Increase Request - Click here for form

4.8 Statutory/Religious Holidays

You will be paid the current approved rate on statutory holidays. If the child receives fee
subsidy for full-time attendance, you will be paid according to the approved full-time
rate; if a child receives fee subsidy for part-time attendance, you will be paid according to
the approved part-time rate.

The Region of Peel will pay the approved daily rate for the following holidays:

∗ New Year’s Day ∗ Civic Holiday

∗ Family Day ∗ Labour Day
∗ Good Friday ∗ Thanksgiving Day
∗ Victoria Day ∗ Christmas Day
∗ Canada Day ∗ Boxing Day

Important:
• The Region of Peel will not pay for any child care placement that has not been
approved.
• It is essential your reports are accurate as we base your payments on this information
• Attendance Audits are completed on-site at the operator’s licensed child care facility.

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5. Child Care Fee Subsidy: Special Circumstances
Service Providers or clients may be faced with any of the following circumstances that could
impact child care fee subsidy.

5.1 Break-in-service
A break-in-service permits the clients to keep their eligibility status for child care fee
subsidy while not actively receiving it. Examples might be: a parent leaves the country
(taking their child) for a couple of months to care for a sick relative, a teacher does not
require care in the summer for their child as they are not working, or a child care program
does not operate for all or part of the summer.

Children who are registered in programs that do not operate in July and August will
retain their subsidy in September, providing they are still meet eligibility requirements.

All requests are required in writing to the CSW prior to the break-in-service.

Once a break-in-service has been approved then the following will apply:

If the Parent(s)... Then the Parent(s) are...

Withdraw their child/ren prior to the
approved break-in-service start date
Returned their child/ren to the program
prior to the approved break-in-service end
date
Responsible for their child care
costs up to the approved break-in-
service start date
Responsible for their child care
costs from the date the child/ren
returned to the program (before the
approved break-in-service end date)

Clients who require reinstatement of child care fee subsidy must be engaged in an
approved activity and meet all eligibility requirements.

Reinstatement of child care fee subsidy must be approved by Region of Peel staff.

5.2 Program Closures for Specific Days

You are required to report days when your program is closed (e.g. staff professional
development day, Easter Monday or Christmas break) and the parents/legal guardians are
not charged. The Region of Peel will not pay for closed days when parents/legal
guardians are not charged a fee.

5.3 Exceptional Needs

If a child with special needs is enrolled in a younger age group, you will still be paid as
though the child was enrolled in his or her regular age group, unless the Region of Peel
has granted approval for a younger age rate due to exceptional circumstances.

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 5.4 Elementary School Board Strike Plan
If there is a strike, clients have several options for the care of their school age children.
They may:
i. Leave their child in the child care program for the full day.
Clients choosing this option are required to pay the difference between their approved
daily rate (before- and after-school rate, kindergarten rate) and the program’s
approved daily rate. The Region of Peel will pay the full day rate in this situation.
ii. Withdraw their child from the licensed child care program.
The Region of Peel cannot subsidize children who attend unlicensed child care
programs. If clients withdraw their children, their file will be placed on a break-in-
service status. Their child care fee subsidy will be reinstated at the end of the strike,
dependent on funding, but they are required to confirm space availability with you.

iii. Make alternate arrangements.

If alternate arrangements are made for full-day care during a strike, these days are not
deducted as part of a child’s allowed absent days.
Clients should notify their CSW of their choice immediately. We will honour the five-day
Withdrawal without Notice agreement during a strike by reimbursing you with the
approved daily rate for up to a maximum of five days following the last day the child was
present.

5.5 Snow Days

If you provide full-day care to approved school age children who cannot attend their
regular school board program due to school closure or bus cancellation, The Region of
Peel will reimburse your approved full-day school age rate.

5.6 Parental Leave

Siblings may continue to receive a childcare fee subsidy for attending a program a
maximum of four weeks after the birth. After this period the child care fee subsidy stops.

If medical complications arise and the pregnancy/parental leave begins earlier, medical
documentation will be required. Prior approval is required from the CSW if children are
to remain in subsidized care.

When the client returns to work or school/training after a pregnancy/parental leave ends,
they will need to reapply for child care fee subsidy. A child care fee subsidy application
will be completed and submitted before the name is added to the wait list. The Region of
Peel cannot guarantee that immediate funding will be available when the
pregnancy/parental leave ends.

Reinstatement of child care fee subsidy must be approved by Region of Peel staff.

The CSW will confirm the withdrawal date or ongoing child care fee subsidy with you.

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 5.7 Job Search
Clients will be provided with child care fee subsidy for a maximum of 14 weeks per
calendar year in order to search for employment.

If the job search is unsuccessful, the family file will be terminated. Clients interested in
planning for future care are required to submit a completed child care Fee Subsidy Wait
List application.

5.8 Transfer Requests to Other Child Care Location

Clients who wish to transfer their children to another child care location will provide their
current Service Provider and CSW with a minimum of two weeks’ written notice
(dependent on the Service Provider’s policies) and ensure their accounts are paid in full.

You are responsible for enforcing your payment policies with clients.

5.9 Enrolment into Kindergarten

Children who have staggered enrolment will be paid the approved kindergarten rate
effective their first day of enrolment into a school-board kindergarten program.

6. Attendance Reporting

6.1 The OCCMS Automated Billing System – Automatic Age Group Rate Changes
The OCCMS automatically changes a child’s age group, care code and approved daily
rate as they reach the next age category (according to their date of birth). Age groups are
determined by the Ministry of Education as follows:

Age Group From To

Infant Birth 18 months
Toddler 19 months 30 months
Preschool 31 months 4 years, 8 months
JK 3 years, 8 months 5 years, 8 months
SK 4 years, 8 months 6 years, 8 months
School Age 5 years, 8 months 12 years

The maximum age limit for a school-aged child to remain in the child care fee subsidy
program is 12 years. Eligibility for child care fee subsidy terminates the day the child
turns 13 years of age. The posted licence will confirm that the program is licensed for
children up to 12 years.

If a child has been automatically changed to the next age group by the billing system, but
the child has not yet moved rooms (due to space, development, age), we may cover the
child for a maximum of three months at the lower age group. Approval is required for
any time after the three-month maximum.

The paid rate for a child is based on the age group in which care is provided.

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 You will see an age rate change on the Payment Detail Summary sheet (e.g. an infant rate
payment for the number of days the child was enrolled under 18 months of age and a
toddler rate payment for the number of days the child was in the toddler age category).

6.2 Attendance Schedule and Processes:

The Region of Peel will send attendance schedules on the first business day of each
month. The attendance schedule reflects the enrolment for the previous month (e.g. you
receive the attendance schedule printout for June on the first business day of July).

6.3 How Attendance Schedules Are Distributed

As the monthly attendance schedules are available on the Internet using OCCMS Web
Attendance, you have an efficient way of updating attendance. The address is
https://occms.peelregion.ca.

Attendances are saved on the OCCMS for a minimum of seven years. You can access
and view your previous month’s attendances at any point by signing in with a designated
user name and password.

Once you sign in and click on Attendance, you are able to select a year and/or month by
choosing from the drop-down options. From here you are able to view and print the
schedules and payment breakdowns.

You are required to notify us immediately of any changes in staff

responsible for OCCMS Web Attendance.

6.4 Reporting and Authorizing Attendance

You are required to complete the attendance for each child with the appropriate code
listed in the legend. The attendance is to be completed by the seventh business day of the
following month.

Codes for recording attendance are as follows:

Attendance Type Code

Absent A
Non-Paid Days N
Present P
Sick S
Statutory Holidays H

Vacation V

Withdrawal W

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 It is essential your reports are accurate as we base your payments on this information.

6.5 Reporting Vacancies

You are required to report program vacancy/space information by age group each month.
Vacancy information needs to be recorded on the attendance schedule. This information
is used to facilitate placements and transfer requests.

6.6 Absent Day Allowance

A child is considered absent any day that he or she is away for any reason, such as:
• Vacation
• Sickness
• Visiting relatives, etc.

Vacation/sick/absent days can be used during the notice period providing the child is in
attendance on the last day. We will pay up to the last physical day in care.

Each child in receipt of fee subsidy is allowed a fixed number of absent days per year.
The subsidize child care rates are for:
• 260 days of enrolment per year, per child
• Up to 36 absences per year, per child (average of three per month)

Clients are responsible for managing their child’s attendance within the given allowance.
The absent day allowance is adjusted for the calendar year based on the month the child
is enrolled:
Maximum Absences Permitted Maximum Absences Permitted
Month of Enrolment
*Full time **Part time
January 36 Days 18 Days
February 33 Days 16 Days
March 30 Days 15 Days
April 27 Days 13 Days
May 24 Days 12 Days
June 21 Days 10 Days
July 18 Days 9 Days
August 15 Days 7 Days
September 12 Days 6 Days
October 9 Days 4 Days
November 6 Days 3 Days
December 3 Days 2 Days
* 4-5 days per week ** 2-3 days per week

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 Absent days are cumulative and may be carried over from one month to the next. Absent
days not used at the end of the calendar year may not be carried over to the next year.

6.7 When All Absent Days are Used

Each child’s absent day allowance is monitored. The Region of Peel will not pay the
approved daily rate when a child’s absent day allowance has been exhausted. It is your
responsibility to collect the full fee from the client, as set out in the Purchase of Service
Agreement, at their initial and annual reviews. Clients are informed of this policy when
they sign the Parent Policy Agreement.

When a child’s absent days are within five days of those allowed, you should remind the
client that they will be responsible to pay the full cost of child care for any excess days.
Please inform the CSW in the event a child does not return from an extended absence.

6.8 Late Starts and Withdrawals

If a child has been approved for child care fee subsidy and a start date has been
confirmed, the Region of Peel will pay their portion of the rate beginning on the first
physical day of attendance.
If a child will be absent from care for more than four consecutive weeks, for any reason,
the provider is to contact their CSW and inform them of their situation. If approved for a
break-in-service, clients will be advised that their child care fee subsidy will not be
guaranteed upon return (dependent on funding availability) and they must discuss space
availability with you.

6.9 Withdrawal without Notice

Clients are informed in the Parent Policy Agreement of their obligation to provide both
their Service Provider and CSW with at least two weeks’ notice of withdrawal. The
Region of Peel will only pay up to the last physical day the child attends the program.

If children are withdrawn without notice, The Region of Peel will reimburse you, upon
request and with approval, for the approved daily rate up to a maximum of five days
following the last day the child was present. The client is then responsible for paying this
outstanding amount to The Region of Peel.

You are responsible for notifying the CSW when children are absent from your program
for five consecutive days without notification from the client.

6.10 Outstanding Fees

If, at the time of withdrawal, there is an outstanding balance on the child care account
from unpaid parent/legal guardian fees, you will inform the CSW of the outstanding
amount. Should the client reapply for child care fee subsidy, the Region of Peel will
require them to make mutually agreeable arrangements with you regarding the
repayment prior to the application being processed.

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7. Web-enabled Record of Attendance:

7.1 Completing a Record of Attendance

Select ATTENDANCE from the WELCOME SCREEN of the OCCMS. To complete a Record
of Attendance for more than one site, at the Head Office, select PROVIDER SITE and the
MONTH from the drop down lists. All the vacancy fields will need to be completed. Enter
any general site comments as needed. Select SAVE and continue to complete each
individual child’s attendance.

7.2 Completing an Individual Child’s Attendance

You can select the appropriate attendance for each scheduled day by clicking SELECT next
to each child’s name. If a child is showing as a non-scheduled placement, but attends,
changes can be made by selecting from the drop-down boxes for each day. A comment is
required before saving any changes to a non-scheduled attendance. To move on to the
next child, select SAVE AND NEXT CHILD, to go back to the CHILDREN screen, select SAVE.
Click CANCEL to go back without saving.
The CHILD INFO Section lists all the information necessary for the child, including the
remaining absent day allowance. Click along the BLUE BAR or DOUBLE ARROWS (next to
CHILD INFO.) to access this information.

If the name of a child, for whom you have received approval verification from the CSW,
is missing from the Attendance Schedule, you are to make a note in the general
comments which includes name of child, approved start date and dates the child was
present/absent during the month. An adjustment will be completed to reimburse you for
all approved days.

If a rate is not correct, you should notify us before completing the attendance in order to
make the adjustment for that month.

Once the attendance has been updated for all the children, select COMPLETED on the main
CHILDREN screen. Select OK if finished.

The OCCMS will log the username and date/time that the Record of Attendance was
completed. A signature is not necessary on the Web Record of Attendance.

Records can easily be viewed online for a minimum of seven years after they have been
generated.

7.3 View and/or Print an In-progress or Completed Attendance

Select PREVIEW ATTENDANCE in the CHILDREN screen; click on the PRINT icon. In order
to be able to print properly, Adobe Reader must be installed on the computer.

7.4 Attendance Schedules

You are able to change/adjust any day that appears on a child’s attendance screen by
clicking on the drop-down arrow for each day.

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 7.5 Scheduled Day
“Present” days will appear on each child’s attendance as long as a schedule has been
completed by the CSW.

If a schedule is missing or some days are blank on the attendance, this could mean:
• Schedule has not been updated yet
• Child is no longer approved to be in care (although you will always receive notice of
this)
• The child was added to the attendance after the following month’s attendance was
generated.

7.6 Non-Scheduled Day

If a non-scheduled (blank) day on the attendance schedule is changed to a scheduled day,
you are required to enter a comment before you are able to save the child’s attendance

7.7 User Rights

Head Office users are able to:
• Complete Record of Attendance
• View and print Attendance Schedule
• View and print Centre Payment Detail Summary

Site users are able to:

• Complete Record of Attendance
• View and print Attendance Schedule
Finance users are able to:
• View and print Attendance Schedule
• View and print Centre Payment Detail Summary

7.8 Service Provider Web Record of Attendance Step-by-Step

1. Double-click on WEB LINK
2. Enter username and password (enter new password and verify if necessary)
3. Select ATTENDANCE
4. Select SITE and MONTH
5. Select VIEW ATTENDANCE
6. Complete vacancies
7. Enter general site comments (as needed)
8. Select a child
9. Update attendance (from drop-down list) using legend
10. SAVE AND NEXT CHILD

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 11. Continue through steps 9 and 10 until attendance for all children has been completed/
12. Complete or preview attendance when ready

• “*” next to a child’s name indicates that the attendance needs to be updated
• Unscheduled day changes – comments are mandatory
• Add a child’s name – contact the CSW
• To organize by name alphabetically/age/care code or rate – click on the BLUE title
above each column on the main CHILDREN screen (e.g. click NAME if you want to
organize by names/alphabet, click AGE if you want to organize by age).
• If a child has withdrawn from care, select WITHDRAWN from the drop-down menu
on their last physical day in care. If requesting 5 DAYS WITHDRAWAL WITHOUT
NOTICE, please contact the CSW to approval and include a comment.

7.9 Reimbursement for Service Providers

To be reimbursed correctly, you are required to accurately complete the OCCMS
generated Attendance Schedule, which includes:
• Care Code (the current rate charged by the Service Provider)
• Approved Daily Rate
• Fee paid by the client (parent/legal guardian contribution)
• Region of Peel’s contribution
• Vacancy
7.10 Late Enrolment
When a child enrols after the Attendance Schedule is generated, the CSW will verbally
confirm enrolment.

Only children with approval will be processed for payment.

7.11 Payment Errors and Omissions Reminder

Any errors or omissions (adjustments) with respect to your payments should be
reconciled within 90 days of the payment, in accordance with the Purchase of Service
Agreement.

7.12 Billing Process at a Glance

On the first business day of the month, the Attendance Schedules for the previous
month are generated and will be available when you log into the Web Attendance.
⇓
By the seventh business day of the month, you complete and submit your Attendance
Schedule(s) by clicking the “Submit” button.
⇓
Contracts Coordinators verify submitted attendances and forwards them to Accounts
Payable to process payment.

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 Individuals with Head Office Users rights and/or Finance User rights have access to
review verification of payment and financial information on the Centre Payment Detail
Summary.
⇓
Accounts Payable processes payment via direct bank deposit and emails you a Pre-
Authorized Payment notice with payment details.

7.13 How and When Cheques are Distributed

Once you submit your Attendance Schedules, the following procedure takes place:

The Contracts Coordinator verifies the information. Adjustments (as required) will be
completed the following month if not notified prior to receiving the attendance. Note:
If CSW approval is required and not received at time of validating payment, the
adjustment will not be completed.

A cheque requisition can only be produced when Attendance Schedules for all sites
under one Head Office have been returned and processed.

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Appendices
Appendix I: Reporting Requirements

Appendix I: Reporting Requirements

Wage and Fee Subsidy Reporting Requirements

Reporting Requirements

TYPE OF FUNDING Audited Wage Subsidy Non-Audited Year End

Financial Special Purposes Financial Operating Expense
Statements Report Statements Statement
Wage Subsidy greater than or equal P P /A N/A
to $150,000 annually
Auditor Sign-Off

Wage Subsidy greater than or equal P* P* R

to $20,000 and less than N/A
$150,000 No Auditor Sign-Off
Wage Subsidy less than $20,000 P P
annually N/A N/A
No Auditor Sign-Off No Auditor Sign-Off

Fee Subsidy greater than or equal R N/A N/A N/A

to $150,000 annually
Fee Subsidy greater than or equal N/A N/A R N/A
to $20,000 and less than $150,000
Fee Subsidy less than $20,000 N/A
annually N/A N/A N/A
Combined Wage and Fee Subsidy P,R P,R N/A N/A
greater than or equal to $150,000
annually Auditor Sign-Off
Combined Wage and Fee Subsidy P,R* P,R* R N/A
greater than or equal to $20,000
and less than $150,000 No Auditor Sign-Off
Combined Wage and Fee Subsidy N/A P N/A P
less than $20,000 annually
No Auditor Sign-Off No Auditor Sign-Off
Legend:
P = Required as per Provincial Guidelines
R = Required as per Regional Guidelines
N/A = Not applicable
* = Not aligned with provincial guidelines, but Regional guidelines will be applied

Note: Where “No Auditor Sign-Off” is noted two signatures are required as follows:
a) Non-Profit- Position with signing authority
b) Commercial- Position with signing authority

Note: When an agency’s combined funding total is >$150,000 an audited financial statement is required.

Minimum Requirements for an audit package includes: audited report assuring the quality of the audit, balance sheet, profit and loss statement
breaking down incomes, notes to reader

Definition of an Auditor: An accredited accounting firm licensed under the Public Accounting Act expressing an opinion on financial statements
based on an audit.

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Service Providers’ Handbook