Your administration

Childcare and the financing of childcare are regulated based on a childcare agreement between the childcare organisation and the parent(s). The childcare agreement contains the arrangements regarding the care of the child. Below you will find the information that must be included in the childcare agreement. Please check carefully to ensure that this is the case. If the information below is not included in the agreement with parents, please make new childcare agreements with the parents. Do this before submitting the application for childcare compensation.

• First name and surname and date of birth and Sédula number of the parent. Also of the partner if:
  • the parents are each other's official partner through marriage or registered partnership;
  • and they are both parents of the child through blood relationship (biological parent), affinity (such as a step-parent) or foster parenthood;
  • and they live at the same address and both contribute to the household.
• First name and surname and date of birth of the child
• Type of childcare (day care or out-of-school care)
• Start date
• Number of day parts per week (morning or afternoon)
• For out-of-school care: whether additional care is used during school holidays
• The amount of the monthly parental contribution
• Name of the organisation, first name and given name of operator / host parent, the address, and the location
• Signatures of parent(s) and provider / host parent with the date

An example of a childcare agreement containing all the mandatory information can be downloaded at the bottom of this page.

In addition to the mandatory information, you can also include other conditions in the agreement. These could include opening hours, study days, extra childcare or closure during holidays, use of photos or videos, or requirements regarding food and allergies.

You do not need to send the childcare agreement(s) with the parent(s) when applying for childcare compensation from the RCN Unit SZW. However, you must keep the signed agreement in your records for 5 years. The RCN Unit SZW may request it when checking your details.

To be eligible for childcare compensation, a childcare organisation must charge a monthly parental contribution. This is done by means of an invoice. Mandatory information in an invoice for parent(s) includes:

• Name of the organisation or name of the operator or host parent
• Name of the parent (or partner)
• Name of the child
• Invoice number
• Month
• Amount of the parental contribution

An example of an invoice containing all the mandatory information can be downloaded at the bottom of this page.

Proof of payment can be a bank statement or a receipt. Proof of payment must contain at least the following:

• Date of payment
• Name of the organisation or operator or host parent
• Name of the parent (or partner)
• Name of the child
• Amount of the parental contribution

When a child is deregistered or stops attending childcare organisation, the childcare organisation will issue a proof of deregistration. The minimum information required on a proof of deregistration is:

• Name and date of birth of the child
• Name of the organisation (and location)
• Date when the childcare has ended

An example of an invoice containing all the mandatory information can be downloaded at the bottom of this page.

A childcare organisation must keep track of which children and staff members are present each day, including the times they arrive and leave. The weekly attendance list must contain at least the following:

• Name of the organisation (and location)
• Name and date of birth of the child
• Name of employee(s) in the group
• Date and the confirmation of the attendance per day part (including arrival and departure time).

An example of an attendance list containing all the mandatory information can be downloaded at the bottom of this page. You can also use an app to do attendance tracking.

In addition to documents required for the verification of the childcare compensation, a childcare organisation must keep the following documents in the administration for at least two years after the document is no longer up to date:

• Operating permit of the location (this must even be retained for 5 years!)
• Certificates of Good Conduct (VOG; these must even be retained for 3 years!)
• Health and safety policy
• Pedagogical and educational policy plan
• Composition and regulations of the parent committee (in case of childcare centres with more than 50 children)
• Proof of  training requirements (diplomas of employees)
• Proof of experience requirements
• First aid certificates