BASC Voucher Reporting

The Commonwealth and NSW Governments require reporting on all BASC Vouchers redeemed, funds expended and session details. Reporting of the BASC Vouchers is mandatory, and required in addition to any existing reporting to the Commonwealth.

You must report on how you have used the $500 vouchers, this aspect of the program is non-negotiable.

At the end of the BASC Voucher Program the NSW Government will seek repayment of any funds not spent by parents as a part of the program.

The BASC Compliance Reporting Tool

The BASC Voucher Reporting Compliance Tool is an Excel spreadsheet created to assist providers with tracking voucher spend, and reporting back to NSW Governments on how the vouchers were spent.

When a provider’s registration with Service NSW is approved, a BASC Voucher Reporting Compliance Tool will be sent via email within 7 business days.

Alternatively, you can submit your own spreadsheet with all the required data by following guidelines provided by the Department of Education.

How to use the tool

There is no requirement to use the tool on a daily basis. Providers can choose to extract the required data at the end of each term, and input it into the Tool, or into their own spreadsheet.

The tool or spreadsheet file can be compressed into a zipped file and will need to be submitted via a secure website once, at the end of each term.

By looking at the Tool, you will see that the session data that we require from you each term includes:

  • Service ID
  • Child name
  • Child CRN (where available)
  • Date of session
  • Session Type (Before School Care, After School Care, Vacation Care)
  • Voucher amount use ($)

Reporting with your own spreadsheet

If you are using your own spreadsheet you will need to have all the columns as per the guidelines we provide, or you will be asked to resubmit your spreadsheet.

This will assist us in being able to analyse the hundreds of spreadsheets we will receive each term.

Vouchers scanned and redeemed – this data can be extracted from the Service NSW app into the tool to assist with the process of reporting.

The data that providers can extract reports from the Service NSW app includes:

  • Applicant name
  • Child name
  • Child CRN
  • Voucher locations
  • Voucher ID
  • Timestamp on redemption

You may find the following video guides useful when completing. We recommend you watch these before submitting your report.


BASC Voucher reporting due dates

Please note that the term dates are inclusive of the school holidays, and the deadline is two weeks after the next term starts (noting there is a much longer period of time for Christmas holidays).

Term (2022) Related dates Due date for report submission

1

28 February - 25 April 2022

8 May 2022

2

26 April - 15 July 2022

31 July 2022

3

18 July - 7 October 2022

23 October 2022

4

10 October - 3 February 2023

19 February 2023


Frequently Asked Questions

Where can I find the data I need to report on?

Data on vouchers scanned and redeemed can be extracted from the Service NSW app into the tool to assist with the process of reporting.

The data that providers can extract reports from the Service NSW app includes:

  • Voucher locations
  • Voucher ID
  • Timestamp on redemption
  • CRN
  • Child name

What about providing sharing the CRN with the Commonwealth?

The Commonwealth and NSW Government have worked together on the development of the BASC Voucher program. Providing the CRN allows the Commonwealth to identify records for reconciliation purposes. Regular privacy and security of information is applied.

Do I have to use the Tool – can I upload my own excel file with the mandatory data?

You can use the Tool or submit the required data in your own spreadsheet by following the exact guidelines advised by the Department of Education. These guidelines will be emailed along with the Tool when you have been approved to participate in the BASC Voucher program.

Return to top of page Back to top