Flexible Support Fund (FSF) - Payments of Childcare and Replacement Care Costs

Payments of Childcare or Replacement care costs

  1. Customers/claimants with caring responsibilities, whether parents, partners or carersmay be eligible for help with childcare or replacement care costs, through the Flexible Support Fund, when attending an employer/provider or adviser interview,or when undertaking a Jobcentre Plus approved activity.
  2. They may also be eligible for help with childcare/replacement care costs when undertaking work experience as part of the Get Britain Working Measures.
  3. When participating in the Work Programme,the customer/claimant will be eligible for help with childcare/replacement care from the provider.

Eligibility and criteria for the payment of childcare costs throughthe FSF

  1. The following criteria must be met before payment of childcare costs can be authorised:
  • The Jobcentre Plus customer/claimant must be participating in an employer/provider interview or a Jobcentre Plus approved activity.
  • The childcare provider must be registered, approved under the voluntary part of the General Childcare Register (GCR) or exempt from registration. Payment cannot be authorised for family or friends of the partner unless they are registered.
  • Note:Training/provision is classed as a Jobcentre PlusApproved Activitywhere there is a contract or Service Level Agreement in place between Jobcentre Plus and the Training Provider.
  1. The following considerations should also be taken into account:
  • Free early learning for disadvantaged 2 year olds Since 2009 some local authorities have been providing 10-15 hours a week free childcare for 2 year-olds in the most disadvantage areas. Other local authorities are not required to offer this provision, but are being encouraged to do so; however, by 2013, all local authorities will be expected to offer free early learning for 2 year olds.
  • All three and four year olds are entitled to 15 hours of free nursery education for 38 weeks of the year. This applies until they reach compulsory school age (the term following their fifth birthday). Free early education places are available at a range of early years settings including nursery schools and classes, children's centres, day nurseries, play groups and pre-schools and childminders.
  • Any contract for childcare must be between the parent and the childcare provider and must not involve Jobcentre Plus.
  • Payments need to be made directly to the childcare provider and are paid in arrears, either directly into the childcare provider’s Bank or Building Society account, or by cheque to a nominated address. In no circumstances can childcare payments be made directly to the parent.
  • No payments will be issued until the parent has attended the interview, or until the activity/employment start has been confirmed.
  • Childcare costs up to £175 per week for one child (up to a daily limit of £35) or £300 per week for two or more children (up to a daily limit of £60) can be paid.
  • You must also be satisfied that the amount being charged for childcare is reasonable, taking into account average charges in the local area, and that charges for after hours childcare, or for disabled children, may be higher.
  • Retainer fees (for example, holiday periods) and notice period fees (for example, a parent leaves provision early without giving the required periods of notice to the childcare provider) can be paid to the childcare provider to meet contractual obligations as long as you are satisfied that the amount is reasonable.
  • Payment can be made for a child dependent of the parent up to, but not including, the first Tuesday in September following the child’s 15th birthday.
  • Payment can be made for a child who is a dependent of the parent up to, but not including, the first Tuesday in September following the child’s 16th birthday, if the child is in receipt of Disability Living Allowance or is registered blind.
  1. In addition to the payments for attending an employer/provider or adviser interview or when undertaking a Jobcentre Plus approved activity,parents may be able to access either of two childcare initiatives.
  • Childcare Assist or
  • Childcare Subsidy

Childcare Providers

Funding, through the FSF, for childcare costs, can only be considered if the childcare provider is registeredand approved under the voluntary part of the General Childcare Register (GCR) or exempt from registration. Payment cannot be authorised for family or friends of the partner unless they are registered.

  1. It is a legal requirement thatChildcare providers must be registered with:
  • OFSTED (Office for Standards in Education;
  • Care and Social Services Inspectorate for Wales;or
  • Social Care and Social Work Improvement Scotland (SCSWIS) (formerly the Scottish Commission for the Regulation of Care);or
  • Accredited under voluntary part of the GCR.

For more information see Department for Education – Children and young people.

  1. Childcare costs can also be paid for childcare providers who are legally exempt from registration where childcare is:
  • provided by an out of school hours club on school premises run by a school or Local Authority; or
  • operated on Crown/government property.
  1. Payment cannot be authorised for friends or family members unless they are registered or accredited under the GCR.
  2. A childminder, or nursery, cannot be treated as registered until a registration number has been given. If a childminder or nursery states they are in the process of being registered, payment cannot be made until they are registered.

NoteJobcentre Plus arrangements for the payment of childcare costs have been introduced to avoid Jobcentre Plus directly contracting for childcare, thus incurring the potential for liability for the children. They apply to registered childcare providers and those exempt from registration, such as after school clubs.

Forms

  1. Forms for processing claims from the flexible support fund are currently under development. Until they are available,annotate the current forms with the relevant customer group.

Processing Childcare Costs payments

Interview with an adviser, employer/employment agency or provider
  1. If an eligible parent incurs childcare costs on a ‘one-off’ basis, such as to attend a pre-arranged adviser interview or a job interview, their childcare expenses can be reimbursed through the FSF.
  2. To arrange payment, take the following action:

Step / Action
1 / Issue the Payment of Childcare Expenses form VP4CCto the parent with a pre-paid envelope. Annotate the form with the relevant customer group.
2 / Ask the parent to pass the form to the childcare provider for completion. The childcare provider must sign part 3.
3 / The parent must complete, sign and date Part 4 and return the form to the adviser.
4 / Confirm the parent has undertaken the approved activity at Part 6, and pass the form for authorisation at Part 7 to the person with the appropriate financial authority.
5 / Transfer the details to the RM1 which should be sent to P2P.
6 / Record payment on LMS.
7 / Update the VP3 Record of Expenses made.Annotate the form with the relevant customer group.

Jobcentre Plus Support Contract (JCPSC) Provision and contracted provision

  1. Parent customers/claimants can receive funding through the FSF to help with any childcare costs they incur while participating on JCPSC provision or other contracted provision, that is, local bespoke contracts.
  2. When a start date has been agreed, and where the parent has identified a suitable childcare provider, complete form VP11CC and issue it to the childcare provider. Annotate the form with the relevant customer group.
  3. This form notifies the childcare provider that Jobcentre Plus has an agreement with the parent to fund childcare costs. The arrangements set out in the agreement with the parent should be replicated at Part 2. The childcare provider must confirm their agreement to these arrangements by completing and signing the form and returning the top copy to the personal adviser.
  4. Ensure that the parent and childcare provider have signed form VP11CC stating that they understand the arrangements. Keep the VP11CC with the VP3 (Record of Expenses Paid) relating to the customer/claimant.
  5. No further action can be considered until confirmation of start of activity on form VP8/PRaP is received.
  6. To arrange payment, take the following action:

Step / Action
1 / Issue several Payment of Childcare Expenses forms, VP4CC to the customer/claimant with pre-paid envelopes (to cover the period of the provision). Annotate the form with the relevant customer group. Explain to the parent that childcare costs should be claimed on a monthly basis in arrears and no payments will be made until a confirmation of start has been received.
2 / Ask the parent to pass the form to the childcare provider for completion on a monthly basis. The childcare provider must sign part 3.
3 / The parent must complete, sign and date Part 4 and return the form to the adviser.
4 / Confirm the parent has undertaken the approved activity at Part 5 and pass the form for authorisation at Part 6 to the person with the appropriate financial authority.
6 / Transfer the details to the RM1 which should be sent to P2P.
7 / Record payment on LMS
8 / Update the VP3 record of expenses.Annotate the form with the relevant customer group.

Steps to Employment (Wales only) and Training for Work (Scotland only)

Steps to Employment (Wales)
  1. Financial assistance for childcare costs for Steps to Employment (Wales) participants are the responsibility of the Welsh Assembly and paid via the provider.
Training for Work (TfW)
  1. For TFW participants, fundingis available for childcare from the Flexible Support Fundonly where it is confirmed that funding is not available through the provider.
  2. To arrange payment, take the following action:

Step / Action
1 / Complete/arrange authorisation of stencil. Complete parts 1 to 4, and arrange for the ATM/budget holder to approve payment at Parts 4b and 5. There is no need to refer the stencil to the TPPM or the Procurement Team.
2 / Issue several Payment of Childcare Expenses forms, VP4CC to the customer with pre-paid envelopes (to cover the period of the provision). Annotate the form with the relevant customer group. Explain to the parent that childcare costs should be claimed monthly in arrears, and no payments will be made until a confirmation of start has been received.
3 / Ask the parent to pass the form to the childcare provider for completion on a monthly basis. The childcare provider must sign part 3.
4 / The parent must complete, sign and date Part 4 and return the form to the adviser.
5 / Confirm the parent has undertaken the approved activity at Part 5 and pass the form for authorisation at Part 6 to the person with the appropriate financial authority.
6 / Transfer the details to the RM1 which should be sent to P2P.
7 / Record payment on LMS.
8 / Update the VP3 record of expenses. Annotate the form with the relevant customer group.

Non Contracted/Service Level Agreement Provision

  1. Note: Help with childcareexpenses through the FSF for non-contracted provision must only be considered where there is a Service Level Agreement in place between the externally funded provider and Jobcentre Plus.
  2. When payment of expenses on thestencil has been approved, and where the parent has identified a suitable care provider, take the following action:

Step / Action
1 / Complete form VP11CC and issue it to the childcare provider to
notify the childcare provider that Jobcentre Plus has an agreement with the parent to fund childcare costs. Annotate the form with the relevant customer group. The arrangements set out in the agreement with the parent should be replicated at Part 2. The childcare provider must confirm their agreement to these arrangements by completing and signing the form and returning the top copy to the adviser.
These arrangements for childcare have been introduced to avoid Jobcentre Plus directly contracting for childcare, thus incurring the potential for liability for the children. They apply to registered childcare providers and those exempt from registration, such as after school clubs.
Ensure that the parent and childcare provider have signed form VP11CC, stating that they understand the arrangements. Keep the VP11CC with the VP3 (Record of Expenses Paid) relating to the customer.
2 / Issue several Payment of childcare Expenses forms, VP4CC to the customer with pre-paid envelopes (to cover the period of the provision). Annotate the forms with the relevant customer group. Explain to the parent that childcare costs should be claimed on a monthly basis in arrears, and no payments will be made until a confirmation of start has been received.
3 / Ask the parent to pass the form to the childcare provider for completion on a monthly basis. The childcare provider must sign part 3.
4 / The parentmust complete, sign and date Part 4 and return the form to the adviser.
5 / Confirm the parent has undertaken the approved activity at Part 5 and pass the form for authorisation at Part 6 to the person with the appropriate financial authority.
6 / Transfer the details to the RM1 which should be sent to P2P for payment.
7 / Record payment on LMS.
8 / Update the VP3 record of expenses.Annotate the form with the relevant customer group.

One-off contracted/Low Value Procurement provision participation

  1. Help with childcare costs will be available, from the flexible support fund, to a parent attending one-off contracted/LVP provision.
  2. When a one-off contract has been awarded (that is, form Electronic LVP form process is completed) and where the parent has identified a suitable childcare provider, take the following action:

Step / Action
1 / Complete form VP11CC and issue it to the childcare provider. Annotate the form with the relevant customer group.
This form notifies the childcare provider that Jobcentre Plus has an agreement with the parent to fund childcare costs. The arrangements set out in the agreement with the parent should be replicated at Part 2. The childcare provider must confirm their agreement to these arrangements by completing and signing the form and returning the top copy to the adviser.
These arrangements for childcare have been introduced to avoid Jobcentre Plus directly contracting for childcare, thus incurring the potential for liability for the children. They apply to registered childcare providers and those exempt from registration, such as after school clubs.
Ensure that the parent and childcare provider have signed form VP11CC, stating that they understand the arrangements. Keep the VP11CC with the VP3 (Record of Expenses Paid) relating to the customer.
2 / Issue several Payment of Childcare Expenses forms, VP4CC to the customer with pre-paid envelopes (to cover the period of the provision). Annotate the forms with the relevant customer group. Explain to the parent that childcare care costs should be claimed on a monthly basis in arrears and no payments will be made until a confirmation of start has been received.
3 / Ask the parent to pass the form to the childcare provider for completion on a monthly basis. The childcare provider must sign part 3.
4 / The parent must complete, sign and date Part 4 and return the form to the adviser;
5 / Confirm the parent has undertaken the approved activity at Part 5 and pass the form for authorisation at Part 6 to the person with the appropriate financial authority.
6 / Transfer the details to the RM1 which should be sent to P2P.
7 / Record payment on LMS.
8 / Update the VP3 record of expenses. Annotate the form with the relevant customer group.

Work Trials

  1. Parents can receive funding, from the Flexible Support Fund, to help with any childcare costs they incur while participating on a Work Trial.
  2. To arrange payment, take the following action:

Step / Action
1 / Issue the Payment of Childcare Expenses form VP4CC to the parent, with a pre-paid envelope. Annotate the form with the relevant customer group.
2 / Ask the parent to pass the form to the childcare provider for completion. The childcare provider must sign part 4.
3 / The parent must complete, sign and date Part 5 and return the form to the personal adviser.
4 / The personal adviser will confirm the parent has undertaken the approved activity at Part 6 and pass the form for authorisation at Part 7 to the person with appropriate financial authority.
6 / Transfers the details to the RM1 which should be sent to P2P. .
7 / Record payment on LMS.
8 / Update theVP3 Record of Expenses. Annotate the form with the relevant customer group.

Childcare Costs for Parents of Children with a Disability or Long Term Illness

  1. Care costs for children with a disability or long term illness can be higher, and, as such, we can allow costs which exceed the current Jobcentre Plus limits of £175 per week for one child (up to a daily limit of £35) or £300 per week for two or more children (up to a daily limit of £60).
  2. If the care costs for a child with a disability or long term illness exceeds the current Jobcentre Plus limits, that is, £175:00 per week for one child and £300 for two or more children, the balance (that is, the difference between the childcare costs limits and the actual costs) can be met from replacement care budget (that is, 2 RM1s must be used for processing. Each RM1 will need the applicable account codes).

Note: In no circumstances can Jobcentre Plus consider FSF funding costs for childcare providers that are not registered.