NSW Digital Hub: Fee Details File

Purpose

The Fee Details Data file shares information about a child’s enrolment and funding period with the NSW Department of Education. It supports tracking of fee relief timing, program participation, and equity loading (if applicable) for each enrolled child.

How is this file created?

This file is automatically generated from the Fee Details module in EnrolNow.

A new Fee Details record is created automatically when:

A child’s status is updated to Enrolled, or
A child’s Current Allocated Days are modified

The new record includes:

Child and program details (name, program type, equity loading, etc.)
Date of First Fee Relief Payment (usually the first day at service)
Date of Last Fee Relief Payment (based on the Last Day at Service field of the program that the child was allocated to)

The new record does not include the following, which must be updated by you (the service) for accuracy. A task will be created to remind you when these records must be updated:

Total Fee Relief Reduction (per annum)
Total Fee Charged (per annum)

Note, to support ease of update of the fee amounts, these should be entered as the per annum value. The value will be prorated to a weekly amount based on the number of weeks operated by the service, as defined in the organisation module.

What do you need to do to ensure this is accurate?

EnrolNow automatically creates and archives Fee Details records for each child when:

The child’s status is updated to Enrolled, or
Their Current Allocated Days are modified

This ensures that each child has a Fee Details record aligned to their current enrolment.

⚠️ However, services are responsible for updating the following key funding fields:

Date of First Fee Relief Payment
Date of Last Fee Relief Payment
Total Fee Relief Reduction (pa)
Total Fee Charged (pa)

✅ How services can manage these fields:

Use the Mass Update tool in the Fee Details module to update these fields efficiently in bulk
Filter children using custom views (e.g. by room, status, allocated days, program type, etc.)
Select multiple records and update dates all at once using the “Update Fee Relief Dates” button

Further detail about data fields in the file

Digital Hub Field Name	EnrolNow Module	EnrolNow Field Name	Where it Comes From
Unique Child Identifier	File Generated
Unique Service Identifier	Organisation	Service Approval Number
Transaction Period Start Date	File Generated		The Monday of each calendar week that falls within the reporting period which is defined as 1Jan of the current year through to Sunday of the current week.
Transaction Period End Date	File Generated		The Sunday of each calendar week that falls within the reporting period which is defined as 1Jan of the current year through to Sunday of the current week.
Date of first fee relief payment	Fee Details	Date of first fee relief payment	If this is the first Fee Details record for the child, the automation sets this to the child’s First Day at Service. If created due to a change in allocation, it is set to the date of the change. Services can override this manually using the Mass Update tool.
Date of last fee relief payment	Fee Details	Date of last fee relief payment	If a child moves to Care No Longer Required or receives a new Fee Details record due to an allocation, this is set to today. Services can override manually as required. Prior to the completion of an allocation this will default to the Last Day at Service date in the Program module.
Total Fee Relief Reduction	File Generated		Calculated as total Fee Relief Reduction (pa) ÷ number of operating weeks (as defined in the Organisation module).
Total Fee Charged	File Generated		Calculated as Total Fee Charged (pa) ÷ number of operating weeks (as defined in the Organisation module).

* Please note that the following fields are passed in the file creation, however they will always be passed as blank data given that EnrolNow supports preschools and not LDC in the CCS setting.

- Total Child Care Subsidy

- Total Additional Child Care Subsidy