• Norfolk: 519-426-6170 or 519-582-3579 | Haldimand: 905-318-6623
    HNSS > Children’s Services > Child Care Fee Subsidy Application & Approval Process

Child Care Fee Subsidy Application & Approval Process

  1. Client Intake

To find out if you are eligible for the Child Care Fee Subsidy program, and how much you may need to contribute toward child care costs, contact Children’s Services at [email protected] or call 519-426-6170 or 905-318-6623 ext. 3745.

Please have the following information available:

  • Line 236 from your most recent Notice of Assessment/Reassessment (NOA) from Canada Revenue Agency for you, and your spouse/partner (if applicable)

OR

  • Your family net income amount from your most recent Canada Child Benefit (CCB) statement

 

  1. Submission of Verification Documents

Following the client intake process, you will be asked to electronically submit specific documents to our office to verify your eligibility for Child Care Fee Subsidy. These documents may include (but are not limited to):

 

Government-Issued ID

    • Birth certificate
    • Driver’s License
    • Health Card
    • Passport
    • Ontario Photo Card
    • Permanent Resident Card

 

Address Verification

  • One of the following documents identifying the address of the property:
    • Copy of current Lease Agreement
    • Copy of Rent Receipt (within last 30 days)
    • Copy of Water, Hydro or Gas Bill (within last 30 days)
    • Mortgage Statement / Property Tax Statement

 

Income Verification

  • One of the following documents for the most recent taxation year:
    • Notice of Assessment/Reassessment (NOA) from Canada Revenue Agency for you, and your spouse/partner
    • Canada Child Benefit (CCB) statement, or
    • Proof of Assistance form (if applicable)

     

To access a copy of your Notice of Assessment/Reassessment, visit https://www.canada.ca/en/services/taxes/income-tax/personal-income-tax/after-you-file/noa-nor.html#get.

 

Custody Verification (if applicable)

  • One of the following:
    • Court order / Separation Agreement
    • Letter from Children’s Aid Society
    • Letter signed and dated within the last 30 days by parent(s) or caregiver(s) outlining primary residence and custody arrangements for any/all children

 

Verification of Reason for Service

  • The amount of Child Care to subsidize is determined based on a parent’s or child’s recognized need for child care. To meet provincial requirements, families must prove that:
      1. There is no parent in a household that can care for their children due to participation in employment, school or training, or due to an illness or disability; or
      2. The child has a special or social need and participation in licensed child care would enhance, complement or improve outcomes for the interventions planned for the child. Depending on your unique situation, you and your spouse/partner (if applicable) may be required to provide more than one form of verification to determine how many hours/days you are eligible for fee subsidy.

 

Employment Verification

    • 2 most recent consecutive pay stubs, indicating hours worked
    • Copy of work schedule (if working irregular hours)
    • Letter of employment, dated and on letterhead, indicating start date and days/hours of work (if you are returning to work or starting new employment)
    • Self-employment forms and business verification documents (if applicable)

 

School Verification

    • Letter from school, indicating start and end dates, full/part-time enrolment, number of classes, and days/hours of classes (dated and on letterhead)
    • Copy of timetable or school schedule, indicating number and length of classes

 

Exceptional Circumstance

  • Recommendation form completed by a qualified social services or health professional who is working with the family on an ongoing basis, for the duration of the recommendation

 

  1. Over-the-Phone Interview

After completing the intake and submitting your verification documents, an Early Years Services Coordinator (EYSC) will schedule an over-the-phone interview with you and your partner or spouse (if applicable) to review and verify the information you have shared with us. This interview will last approximately 30 minutes.

 

  1. Decision of Application

Once it has been determined that you are eligible to receive Child Care Fee Subsidy, a letter will be sent to you and your child care provider to confirm the number of days each week that will be subsidized. The letter will also confirm if you must pay a portion of your child care costs, as determined by the provincial income test assessment.

The length of your approval will depend on several factors, including your reason for service. At the time of your interview, the Early Years Services Coordinator will confirm when your approval will start and when it will expire. They will also share with how to extend your fee subsidy approval so that you do not have a lapse in service.

By accepting Child Care Fee Subsidy, you are agreeing to the terms and conditions outlined in the Child Care Fee Subsidy Agreement. Any changes in your personal or financial situation (e.g. start a new job, leave a job, change in your working hours, change in your school hours, leave school, change in marital status, change in phone number, change of address) must be reported immediately. Failure to do so may impact ongoing eligibility.

If your child is leaving the child care centre, written notice must be provided to the centre and our office two weeks in advance. If you fail to give proper notice, you may be responsible for the full daily rate of care for the additional days.

 

  1. Updating your Approval past the Expiry Date

To continue Child Care Fee Subsidy past the expiry date of your approval, it is your responsibility to contact the Children’s Services office thirty (30) days prior to the expiry to initiate the update process and to ensure there is no interruption in your fee subsidy coverage.

You and your spouse/partner (if applicable) may be required to submit verification documentation and complete an over-the-phone update interview to continue your Child Care Fee Subsidy coverage.

Please note: If you access child care after beyond the fee subsidy approval period, you will be responsible for the full cost of care.

 

  1. To apply for Child Care Fee Subsidy

Contact Children’s Services at [email protected] or call 519-426-6170 or 905-318-6623 ext. 3745.

Learn more at http://hnss.org/childrens-services/child-care-fee-subsidy/

To determine if a financial contribution toward child care costs may be required, visit https://hnss.org/child-care-subsidy-calculator/.