16.2.1. Credits and Reimbursements – CWELCC Funding

As part of our participation in the Canada-Wide Early Learning and Child Care (CWELCC) system, we are committed to ensuring that any adjustments to parent fees, including backdated decreases due to funding changes, are handled in a clear, timely, and consistent manner.
In some cases, families may have overpaid due to retroactive reductions in fees determined by CWELCC funding updates.

When this occurs, the following process will apply:

• Identification of Overpayment: Once CWELCC adjustments are finalized and overpayments are identified, the administrative team will calculate the difference between what was paid and the new approved fee structure.
• Communication: Families affected by a credit or reimbursement will be contacted directly with a clear breakdown of the adjustment, including the amount and reason for the overpayment.
• Refund Method: Overpayments will be reimbursed to families by credit or e-transfer, based on the family’s preferred method as indicated during intake or updated in writing.
• Timeline: Reimbursements will be processed and issued within 30 days of the funding adjustment being finalized and confirmed.
• Documentation: A record of the reimbursement will be provided to the family and kept on file for audit and compliance purposes.
  

This policy ensures that families are reimbursed fairly and promptly, in alignment with CWELCC requirements and our commitment to financial transparency.