The Region of Waterloo is pleased to offer a secure and convenient online application process. By creating a Child Care Subsidy Account, you will be able to safely and securely submit an application and upload your personal documents.

If you previously applied for child care before July 2024 or it has been less than a year since you last received Child Care Subsidy, please email ccs@regionofwaterloo.ca for next steps.

How to Create a Child Care Subsidy Account

Follow the step-by-step instructions below or watch our YouTube video to take you through the steps of creating a Child Care Subsidy Account.

1. Go to the Child Care Subsidy Account webpage. Select "Sign In" at the top right corner of the screen. Log in using the email address and password you created.

2. Select the "Child Care Fee Subsidy Application" box to start the application form.

3. On the welcome page of the application, select "Apply for Child Care Subsidy". When completing the application, please note:

• Any fields with an asterisk (*) must be completed.
• Your application will only be submitted once you've clicked, "Submit" at the end of the application and receive a confirmation number.
• If you need to pause, your application process will be auto saved for up to 30 days.
• If at any time, you need to stop completing the Child Care Subsidy Application Form before submitting it, please click the blue "Delete and Start Over" button at the bottom of this page in order to clear any information you have provided.
• You may also contact our office and apply by phone at 519-575-4400.

First, complete all fields in the Child Care Subsidy Application Form. You will be asked for the following information:

• Personal information about yourself and your spouse, if applicable. This includes birth date, gender, marital status, source of income, immigration status and date of arrival in Canada, if applicable.
• Contact information for yourself and your spouse, if applicable. This includes address, phone and email.
• Work/school information, including start date and type of work/school.
• An eligible reason for needing child care. For example, attending school, working, schild with supportive need (referral needed), parent medical need (referral needed), receiving Ontario Works (OW), including Temporary Care Assistance or Ontario Disability Support Program (ODSP).
• Information on other adults living in your home, including name, date they started living with you, and relationship to you.
• Personal information about your child(ren), including name, date of birth, preferred choice of child care, and preferred start date for child care.
• Contact and appointment preferences.
• Personal information and contact information.

4. Once you have submitted your application, a message will appear with a confirmation number.

Select "View Application Summary" and save or print your application. Note: you will not be able to return to this step.

Click "Upload Documents" to upload supporting documents through your Child Care Subsidy Account. See Step 2 for how to upload documents through your Child Care Subsidy Account.

All documents must be submitted within 30 days of receiving your Child Care Subsidy Application. Also, all documents must be received before you will be contacted for an eligibility appointment. 

After submitting your application, you will need to upload the documents needed to complete your application within 30 days. We are unable to process your application without your supporting documents.

The list of potential documents needed to complete your application is listed above under, "What documents do I need to apply?"

Your supporting documents can be submitted:

• Online - Upload all required documents directly to your Child Care Subsidy account. For step-by-step instructions, see below or watch our YouTube video.
• In-Person - For help submitting documents, visit a Region of Waterloo Welcome Space.

Important:

• All documents must be submitted within 30 days of receiving your Child Care Subsidy Application. Please submit all your supporting documents as soon as possible to avoid the need to re-apply.
• Once you submit your documents, please watch for an email response from ccs@regionofwaterloo.ca regarding next steps for your application. Processing times may take up to 5-10 business days for your application and uploaded documents to be reviewed.
• All documents must be received before you will be contacted for an eligibility appointment.

How to upload documents through your Child Care Subsidy account

1. After submitting your application in your Child Care Subsidy account, you will need to upload the documents needed to complete your application. Your account provides a convenient, safe, and secure way to upload documents. 

Before you upload any documents, please take note of the following:

• Ensure documents are clear and legible (e.g. no blurred photos) and all required information and pages are included.
• Upload each type of document separately. Do not combine multiple documents.
• Make sure the file(s) you want to upload do not exceed 4 megabytes (MB).
• Accepted files include, PDF (.pdf), JPG (.jft, .jfif, .jif, jpe, jpeg, jpg)

2. Select the "Child Care Fee Subsidy document upload" box to upload documents securely to your account.

3. Click "Select files" to upload documents from your computer, phone or tablet.

4. Locate the file on your phone/tablet/computer and click "Open".

The file has now been successfully uploaded and sent to Child Care Subsidy and will be processed alongside your application.

5. All files uploaded will appear under File Name with the File Status of "Pending" until the Child Care Subsidy team has reviewed your documents.

Once a document has been reviewed, pending status will change to either "Approved" or "Declined". 

Once your application and all supporting documents are processed, you will receive an email with a date and time of your Child Care Subsidy Eligibility Appointment.

This appointment is typically completed by phone. Language and accessibility supports are available. To request an in-person appointment at a Region of Waterloo Welcome Space or additional supports, please let us know in your application or by email ccs@regionofwaterloo.ca.

After your application has been submitted, you can not make any changes or updates to your online application through your Child Care Subsidy Account.

Please email ccs@regionofwaterloo.ca to update the information on your Child Care Subsidy application. 

You can not use the online application to re-apply or make any changes or updates to an existing application.

Please email ccs@regionofwaterloo.ca to re-apply or make changes to your Child Care Subsidy application.

The Child Care Subsidy program helps eligible families pay for licensed child care, before or after school programs, and/or summer programs.

The Child Care Subsidy program is not able to help you find a child care space. To find a licensed child care placement, families can create an account and apply for child care programs through OneList. If you are looking for a child care space, you can explore the options and apply to child care programs through OneList.

If you need help with creating an account or applying to child care programs through OneList, contact:

• Early Years and Child Care (EYCC) Navigators, who can meet your family in person (in your neighbourhood or at a community site), over the phone or online. Language support is available.
  • Phone: 519-741-8585, extension 3008
  • Email: elccnavigator@ytr.ymca.ca
  • Online form: Submit an EYCC Navigator request form
• OneHSN Technical Support
  • Email: Support@OneHSN.com (Monday to Friday, 8:00 a.m. to 5:00 p.m.)

If you have questions about a specific child care program or if you are looking for information on the status of your application at a specific program, please contact the child care program directly.

Yes, you may apply for Child Care Subsidy up to six months before your ideal child care start date. You do not need to have a confirmed child care space with a licensed child care provider to apply.

It is important that you apply for child care at a licensed child care provider through OneList. Due to high demand for child care spaces, you will likely be placed on a waiting list once you apply.

If you do not have a confirmed child care space, in your Child Care Subsidy application for the "Child Care Choice" question, please select "*No confirmed child care space". Your selection does not impact your eligibility for Child Care Subsidy. 

Child Care Subsidy can only be issued for licensed child care programs that have a Purchase of Service Agreement with the Region of Waterloo.

All licensed child care programs in Waterloo Region on OneList accept children receiving Child Care Subsidy. See OneList for a full list of approved programs. 

You may apply without your Income Tax Notice of Assessment (NOA) if:

• You are receiving benefits through the Ontario Works (OW) program, including Temporary Care Assistance (TCA), or through Ontario Disability Support Program (ODSP):
  • If applying through your Child Care Subsidy Account: Please select “Ontario Works (OW)”, “Ontario Works (OW) - Temporary Care Assistance (TCA)”, or “Ontario Disability Support Program (ODSP)” as your Reason for Child Care. Further documentation may not be required.
  • If you have already submitted an application: Please email us at ccs@regionofwaterloo.ca to let us know and include your application date and confirmation number.
• If you are new to Canada this current calendar year, a document that shows your date of arrival in Canada is required instead of your Notice of Assessment (NOA) from Canada Revenue Agency (CRA). 
• If you are new to Canada in the previous calendar year (e.g. between January 1 and June 30 in the current year), a document that shows your date of arrival in Canada is required in place of a Notice of Assessment (NOA) from Canada Revenue Agency (CRA).

In all other situations, Child Care Subsidy requires your most recent Notice of Assessment (NOA) to determine your financial eligibility. If you have not reported your income to the Canada Revenue Agency (CRA), we cannot determine if you are eligible for Child Care Subsidy. 

Families are encouraged to contact the Canada Revenue Agency to file taxes at your earliest convenience to obtain a NOA or Canada Child Benefit Notice (CCB).

If you have received a Notice of Reassessment or a Pre/Post Bankruptcy NOA, please include these documents as well.

If you do not have your tax information available, you can access it through your account on the Canada Revenue Agency website or by calling: 

• Canada Child Benefit Notice: 1-800-387-1193
• Notice of Assessment: 1-800-959-8281 (ask for option C or Income Tax Information - Regular)

See the Required Documents section on this webpage for more information about the documents needed, including Proof of Your Income.

For Child Care Fee Subsidy purposes, a spouse is another adult who has been residing in the home and:

• they are also the natural or adoptive parent of a child; or
• you are in a relationship of some permanence; or
• you have been residing together continuously for a period of more than three years.

Considerations: If your spouse resides outside of Canada and does not have a status in Canada, please change your Applicant 1 marital status to "Separated" for the purposes of applying for Child Care Subsidy. Applicant 2 information is not required at this time.

All forms can be found under Know what documents to submit when you apply. All forms are also listed below:

Proof of Reason for Child Care: There are a number of forms that may need to be completed to show why you (and your spouse, if applicable) need child care.

• Working (full-time or part-time): Employment Verification Form (to be completed by employer if paystubs are not available)
• Working (Self-Employed): Self-Employment Questionnaire 
• Child Referral - Supportive Needs Referral (SNR) for Child Care Subsidy
• Parent Referral - Parent Medical Need Referral for Child Care Subsidy

Parenting Arrangement documents, if applicable:

• Declaration of Family Composition Form

General Consent Form (optional):

Child Care Subsidy General Consent Form to be completed if you would like to give permission for the Child Care Subsidy program to connect with a community agency, family member, or support person not listed on your application.

Please let your Caseworker know that you disagree with a decision that has been made about your eligibility or payment. You may also request to speak with a Supervisor of Child Care Subsidy.

If you continue to disagree with the decision, you can request an appeal through an Internal Review. This is a request to have your file reviewed by an impartial third party. This applies to the following:

• You apply and are determined to be ineligible; or
• Your subsidy payments have been changed or cancelled.

To request an Internal Review, call 519-575-4400 or you can complete the Internal Review Form.