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20 hours ECE record keeping requirements
Services must keep records of fees, donations and optional charges received from parents. Records must show the type of payment received – fee, donation or optional charge.
In addition, home-based services with educators charging home-based educator top up payments have further record keeping requirements.
Services must also continue to meet the requirements for recording enrolment, attendance and absence in Chapter 6, and the record keeping requirements in Chapter 11.
Enrolment agreement form
The sections marked with this symbol ♦, in the Ministry of Education’s sample enrolment agreement form must be included in the service’s enrolment agreement form. Wording cannot be changed, except to add relevant details for your service.
For more information on enrolment records see Chapter 6 of this Handbook.
Services must keep the following records of fees, donations, optional charges and home-based educator top up payments charged to parents:
- records of the agreement to optional charges must be part of the enrolment agreement form
- records of the agreement to the home-based educator top up payments must be part of the enrolment agreement form
- records of fees and donations must be kept on the enrolment agreement form.
Recording parent contributions
Records must show the amount and type of payment received – fee, donation, optional charge and home-based educator top up payments.
Home-based ECE services
When the parent directly pays the home-based educator, services must keep a record of all payments made for 20 Hours ECE that occur between any of the following parties: parent, educator and service provider. This includes the pass-through for home-based services.
