The paperwork side of starting childcare is where good families with organised lives still get caught out. Nothing in the list below is hard — it's just a lot of pieces from a lot of different systems (myGov, Medicare, your GP, the centre, your employer) and each has its own lead time.
Working backwards from day one so nothing surprises you.
8+ weeks before day one — the CRN + CCS foundation
Your own CRN — you need it before you can do anything else. If you already claim FTB, PPL, or Medicare-linked benefits, you have one. Check myGov → Centrelink → Menu → "My details".
Your child's CRN — separate from yours. If you claimed FTB or PPL for this child, they have one. If you're a first-time claim family, apply via myGov → Centrelink → "Add a child".
Add 2-3 weeks for a new CRN. Add 4-6 weeks if the birth wasn't registered yet — the child needs to be registered (via your state's Births/Deaths/Marriages office) before Services Australia will issue a CRN. Register the birth as soon as you can regardless — it's a legal requirement within 60 days in every state.
Link your child's CRN to yours — myGov → Centrelink → "Add a child to my Centrelink record". Both CRNs need to be linked or CCS payments can't flow through the centre.
Confirm your CCS activity test hours — myGov → Centrelink → "Update activity details". This drives your subsidised hours per fortnight. Model your subsidy in the free CCS calculator.
4-6 weeks before — the medical side
Medicare Immunisation History Statement — download from myGov → Medicare → "Immunisation history statement" or Express Plus Medicare app. Every approved centre must sight this before enrolment.
"Fully immunised" status — check that your child's Statement shows they're up-to-date for their age. If not, book with your GP or council immunisation clinic now — some vaccines can't be caught up with same-week appointments. States with "No Jab, No Play" laws (VIC, NSW, QLD) refuse enrolment for unimmunised children without an approved medical exemption.
Medical action plans — if your child has asthma, anaphylaxis, allergies, epilepsy, diabetes, or any condition needing intervention at care, you need a doctor-signed action plan. The National Asthma Council and ASCIA both provide standard templates most centres accept. Book the GP appointment now — the plan needs to be current (typically dated within 12 months).
Medication authority forms — if the centre needs to give any medication (including antihistamines, prescription creams, EpiPen), the centre's own form must be filled out by the prescribing doctor. Different form per medication, per year.
2-4 weeks before — the paperwork on the centre's side
Enrolment form — the centre's own form. Signed. Both parents' details if applicable.
Complying Written Arrangement (CWA) — the CCS-required contract between you and the centre. Sign it. The centre confirms it with Services Australia; without it, CCS doesn't flow.
Emergency contacts — usually 2-3 people other than the parents who can pick up in an emergency. Names, phones, relationship. They may need photo ID at pick-up.
Authorised pick-up list — anyone allowed to collect the child. Includes grandparents, friends, nannies. Anyone NOT on this list can't collect the child, no exceptions.
Consent forms — usually a bundle:
- Photography (for internal use, marketing, both, or none)
- Sunscreen application
- Nappy cream / general first aid
- Excursions (some centres have blanket consent; some ask per-trip)
- Water play
Family court orders (if applicable) — if there are custody orders that restrict which parent can collect the child or restrict information sharing, the centre needs certified copies. Bring these on the day you sign the enrolment form.
1-2 weeks before — the personal side
Comfort items — a labelled blanket, dummy, soft toy, or family photo for the child's cubby. Attachment eases the settling period.
Spare clothes — 2-3 full changes in the child's bag, all labelled. Toilet-training children need more.
Nappies + wipes — most centres want you to supply. Check with them.
Sun hat + water bottle — labelled.
Bedding — if the centre asks families to supply (varies). Usually a cot sheet + blanket. All labelled.
Sunscreen if the centre asks families to supply — some do, some provide from a communal bottle with your consent.
Comfort food items — if the centre allows lunch boxes (fewer do — most now provide meals), model a couple of days' worth so you're not scrambling at 6am.
Day one — what to hand over at drop-off
- Signed enrolment pack (if not already returned)
- Immunisation History Statement (if not already emailed)
- Medical action plans + medication + authority forms (if applicable)
- Emergency contacts confirmed
- Your CRN + child's CRN + linked status (verbally confirm with the director)
Week one — check the CCS math
By the end of the first fortnight, your out-of-pocket should match what the CCS calculator predicted. If it doesn't:
- Check the centre's session length matches what they enrolled you for (some enrol on 10-hour sessions, some on 12-hour)
- Check your activity test hours are current
- Check your child's CRN is linked to yours in your myGov account
- Call the centre first — they see the CCS flow from their side and can usually pinpoint where the mismatch is
If everything looks right and the CCS % is still off, NestWise's CCS surface does end-of-fortnight reconciliation and flags mismatches automatically.
The one thing families most often forget
The Immunisation History Statement expires the second your child receives their next immunisation. Every scheduled vaccination (usually 12 months, 18 months, 4 years) resets the requirement to give the centre a fresh copy. Set a phone reminder for the day of each appointment: "Download new Immunisation Statement and email to centre."