ECE Funding Handbook

Welcome to the ECE Funding Handbook. This handbook is issued under section 548(5) of the Education and Training Act 2020.

Funding of certain services and certified playgroups – New Zealand Legislation(external link)

The funding paid to licensed services is paid subject to the terms and conditions set out under this handbook and must be complied with. The terms used in this handbook are based in the Education (Early Childhood Services) Regulations 2008.

This handbook is designed to be a 'one-stop-shop' of everything you need to know about early childhood funding, including:

  • the ECE Funding Subsidy
  • 20 Hours ECE funding
  • equity funding
  • the annual top-up for isolated services.

This information does not apply to certificated playgroups

The information in the Funding Handbook does not apply to certificated playgroups.

These services should contact their Ministry regional office for more information.

Local Ministry offices

Download the ECE Funding Handbook

If you would like to print a copy of this handbook, refer to the list of downloads in the contents section where you will find downloadable PDF versions of each chapter.

ECE Funding Handbook downloads

4-4 Record keeping requirements

H symbol.  E symbol.  K symbol.  R symbol.  Books.

  • 20 Hours ECE record keeping requirements
    • Services must keep records of fees, donations and optional charges received from parents. Records must show the type of payment received – fee, donation or optional charge.

      In addition, home-based services with educators  charging home-based educator top up payments have further record keeping requirements.

      Services must also continue to meet the requirements for recording enrolment, attendance and absence in Chapter 6, and the record keeping requirements in Chapter 11.

  • Enrolment Agreement Form
    • The sections marked with this symbol ♦, in the Ministry of Education’s sample Enrolment Agreement Form must be included in the service’s Enrolment Agreement Form. Wording cannot be changed, except to add relevant details for your service.

      For more information on enrolment records see Chapter 6 of this Handbook.

      Services must keep the following records of fees, donations, optional charges and home-based educator top up payments charged to parents:

      • records of the agreement to optional charges must be part of the Enrolment Agreement Form
      • records of the agreement to the home-based educator top up payments must be part of the Enrolment Agreement Form
      • records of fees and donations must be kept on the Enrolment Agreement Form.
  • Recording parent contributions
    • Records must show the amount and type of payment received – fee, donation, optional charge and home-based educator top up payments.

  • Home-based ECE services
    • When the parent directly pays the home-based educator, services must keep a record of all payments made for 20 Hours ECE that occur between any of the following parties: parent, educator and service provider. This includes the pass-through for home-based services.