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Overview
The Childcare Licensing Portal (the portal) is a secure online platform in which licensed childcare providers can complete administrative tasks associated with funding and licensing. Providers can use the claims submission service within the portal to submit monthly claims for the following funding:
- affordability funding (for children up to kindergarten age)
- subsidy (for eligible children attending full-time kindergarten or grades 1 to 6)
- wage top-up and mandatory employer contributions
- Inclusive Child Care Program
- payments related to family day home agency contracts
Below is an overview of how providers and program staff with designated portal access can submit online claims to receive payments.
Access the portal
For facility-based programs, family day homes and group family childcare programs, the licence holder or legal representative (an individual authorized to act on behalf of the licence holder) is responsible for managing access to the portal.
After a program’s license has been approved, they will receive an email inviting them to create a portal account, along with step-by-step instructions. If you have not received an invitation to create a portal account, contact [email protected].
By default, only users with the roles of ‘super admin’ (the license holder or legal representative) and ‘access manager’ (delegated by the super admin) have access to the claim submission and claims adjustments services in the portal. They can then designate program staff to submit claims and adjustment requests by granting them portal access.
For detailed instructions on how to access the portal, refer to:
- License and Portal Role - Fact Sheet – offers information on the different user roles and responsibilities within the portal.
- Childcare Licensing Portal - Account and Service Guide (for super admins and access managers) – instructions for creating an account and granting access to program staff.
- Childcare Licensing Portal - Operator Login Guide (for program staff) – instructions for the log-in process and requesting access to programs and services.
For log-in and system issues, contact the portal team at [email protected].
Child registration
Before monthly claims can be submitted, providers must ensure each child in their program is entered into the portal’s secure registration system. Before registering a child, providers must first search the system to confirm whether the child already has an existing childcare participant number (CCPN).
If no record is found, providers can then create a new registration. Once a child is registered, the system will generate a CCPN, which is used to enrol children in programs and submit monthly claims. Children only need to be registered once but may be enrolled in multiple programs. Read the guide below to learn how to enter children’s information:
If a child’s subsidy is approved before their information is entered into the portal, they will be automatically added to the program’s enrolment list.
Submit a claim
Providers with any of the signed funding agreements listed above must submit monthly claims through the portal’s claim submission service to receive funding payments.
- Claims for each type of funding are submitted within their own section of the monthly claim form. Ensure all eligible children are enrolled under the correct section to avoid processing delays.
- Providers can start a monthly claim as early as the 25th of each month but can only submit it on or after the 1st of the following month.
- Payments are deposited within 5 to 10 business days from the claim submission date.
Step-by-step instructions and video tutorials on claim submission are available once logged in to the portal (click on the Claim Submission tab). Instructions are also available in:
New and existing users can request individual training by emailing [email protected].
Claims are subject to review and audit. Providers must retain all required back-up documentation (including but not limited to child attendance records, early childhood educator timesheets and payroll and child registration records). Read the guide below for specific information on financial reporting requirements for affordability funding claims:
Contact
Connect with the Childcare Claims Unit:
Hours: 8:15 am to 4:30 pm (open Monday to Friday, closed statutory holidays)
Phone: 780-643-6120
Toll free: 1-855-638-6121
Email: [email protected]
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