What extra childcare costs should I expect?

You’ve found a childcare service you like. The daily fee seems manageable. You’re feeling quietly optimistic. Then the enrolment pack lands in your inbox… and suddenly there are a few extra line items you weren’t expecting. It’s something that catches a lot of parents off guard, but once you know what to look for, it becomes much easier to ask the right questions early and avoid any surprises later on. 

This guide walks you through the most common extra costs, why they exist and how to factor them into your budget and future planning.

Enrolment and administration fees

These are often the first additional costs you’ll come across.

What they are

• Enrolment fees - a one-off payment when you secure your child’s place
• Administration fees - sometimes charged annually or periodically

These fees help cover:

• onboarding and paperwork
• system setup
• ongoing administrative support

What to expect

• Some services charge a small one-off fee
• Others may include an annual re-enrolment or admin fee
• In many cases, these fees are non-refundable

They’re usually not the biggest cost, but it’s worth factoring them in early so they don’t catch you by surprise.

Late pick-up fees

Life happens. Traffic, meetings, the occasional “how is it 5:59 already?” moment.

But childcare services run on strict staffing ratios, which is why late pick-up fees exist.

How they’re charged

• Often calculated per minute or short time block
• Can increase the longer you’re late
• Usually applied after the service’s closing time

Why they exist

Late pick-up fees aren’t just about time, they help:

• ensure educators are paid for staying beyond rostered hours
• maintain safe staff-to-child ratios
• keep things fair for all families

They’re less about penalising parents and more about keeping the service running safely and consistently.

A small tip

If you think you might be late:

• call ahead if possible
• check if your service has a grace period

Even a few minutes’ notice can make things smoother on both sides.

Public holidays and closures

This is one that often catches families by surprise (and can feel a little unfair).

Do you still pay on public holidays?

In many cases, yes. If a public holiday falls on a day your child is usually booked you may still be charged, even if the service is closed

Why fees still apply

• educators may still be paid under workplace entitlements
• your child’s place is still being held
• the service continues operating financially across the year

Other closures to be aware of

Some services may also close for:

• end-of-year holidays
• professional development days
• occasional training or maintenance days

Policies vary between services, so it’s worth checking:

• which closures are charged
• how they appear on your invoice

Excursions, events and extras

This is where things can vary the most between services. Some centres include everything in their daily fee. Others offer additional activities that may come with extra costs.

Common extras

• excursions (e.g. parks, libraries, community events)
• incursions (visiting performers, educators or programs)
• special programs (sports, language, music)
• celebrations or events

Optional vs included

Extras can be:

• optional - you choose whether your child participates
• included - built into the daily fee
• charged separately - depending on the activity

It’s always worth asking:

• Are excursions included or extra?
• How often do these activities happen?
• Will I be notified before any additional charges?

These extras can add real value - it’s just helpful to know what’s included upfront.

A quick note on what’s included

Two services with similar daily fees can look quite different once extras are factored in. One may include meals, nappies and all educational activities. Another may charge separately for some (or all) of these.

That’s why it’s important to look beyond the headline number when comparing services and ask:

• What’s included in the daily fee?
• What might be charged separately?
• How often do additional costs come up?

How to stay one step ahead

You don’t need to memorise every possible fee, just a few simple checks can make a big difference.

Before you enrol

• ask for a full fee schedule
• read the terms and conditions (yes, even the fine print)
• clarify anything you’re unsure about

Once you’re enrolled

• keep an eye on your invoices
• ask questions early if something doesn’t look right
• plan for occasional extras in your budget

 A little clarity upfront can save a lot of confusion (and stress) later.

Bringing it all together

Additional childcare fees aren’t about catching you out - they’re simply part of how services operate day to day. Once you know what to expect, they become much easier to manage (and far less surprising). And if you’re ever unsure, it’s always okay to ask your service provider to walk you through things - that’s what they’re there for.