Primary Carer Change

Primary Carer changes are for when a family wishes to change the Carer on an account for a child, or for cases of CCS eligibility where the child should be under a different primary carer.

Primary carer changes are quite involved and should be avoided unless necessary.  Xplor advises that if this is your first primary carer change, you should contact the Support Desk for assistance.

Please note that the Support Desk cannot complete this request for you but will happily give you guidance over the phone.

 

Cancel scheduled payments

If you charge your families by direct debit, Scheduled Payments are generated on a Friday, for whoever is the primary carer/account holder at the time. That means that if you perform a primary carer change after a Scheduled Payment has been generated, you will need to reject it for that week, or else it will be credited to the former carer's account.

Cancelling Scheduled Payments

Financial -> Scheduled Payments -> Select the correct week date -> Search for the child -> Under Actions click 'Reject'

Removing Future Bookings

you should delete future bookings for the child, before you change the primary carer to Parent 2, so they no longer appear on the account statement. You can restore any deleted bookings after the carer change.

IMPORTANT NOTE: Do not remove sessions which have already been submitted to the government! If there are duplicate bookings with subsidy against them, please contact us. Firstly, for a primary carer change confirm with the parents the start date of which they can claim subsidy. Eg. If bookings are under the Mother from January – March but the Father can only claim from February onward. Once confirmed with the family you can commence a primary carer change.

Removing Bookings 

Master Roll -> Search Child -> Tick the Box to the left of the child -> Go to the top right and select '-Delete' -> And delete the range of bookings for the child -> Click Preview -> Tick the Box to the left of Child to confirm the deletion of the bookings -> Click Delete Bookings.

Financial Adjustment

An owing balance can not be left on the current primary carer before the change. If there is any  balance on the account statement you will do a Balance Adjustment to make the balance zero so you can change to the new Primary Carer.

Making a Financial Adjustment:

Financial -> Financial Adjustments -> Add -> Select Children -> Add a Start date (This date will show on the statement) -> Type of Adjustment is dependant if they are owing or not. -> Add an Item -> Add the amount -> Add a Comment eg.'Primary Carer Change' -> Save.

Change the Primary Carer

To change the primary carer, navigate to the child's profile. Profiles > Children > search and select child > Parent/Guardian Untick the box next to 'Primary Carer' for the current parent, and tick the box under the new parent. Then click 'Save' at the bottom of the page. 

Add Bookings

Re-add the bookings that were previously deleted.  For more information on how to add bookings, click here.

Adding the owing Balance

After the previous Financial Adjustment, the same amount must be added to the new primary carer. This can be a debit or a credit amount.

Financial -> Financial Adjustments -> Add -> Select Children -> Add a Start date (This date will show on the statement) -> Type of Adjustment is dependant if they are owing or not. -> Add an Item -> Add the amount -> Add a Comment eg.'Primary Carer Change' -> Save.

Checking the CCS Enrolment

Make sure that the child's CCS enrolment is under the correct primary carer. This only matters if it is a CWA enrolment.  If the enrolment is already under the name of the new primary carer, no further action is needed.

Steps to adjust the CCS Enrolment:

If it is under the incorrect primary carer (the old one) you will need to end that enrolment, and create a new CWA enrolment.

The draft will automatically appear under the name of the new primary carer. They will need to sign off on the CWA in the parent web portal and then confirm the enrolment in MyGov.

Once they have done this, you will be able to backdate the enrolment start date as far as a CWA was signed under the wrong carer, and submit the attendances under the correct enrolment ID.