Jemima - any lump sum claim that is done at the end of the year is processed after all current claims so it has no timeliness standard - it's not unusual, given there might be literally thousands, for them to just be processed when they can
with the rebate, it's entirely up to you if you want it paid quarterly or annually - if you leave it for annual payment, you'll just have to wait til usage statements are received as well as tax details for self and partner.
with the second carer that you're saying isn't listed on your daughters file, i would check with child care whether they are approved or registered. if approved, check if ccms (they report direct each week) - if not, you need to get their provider number and link to your file


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