Joining the scheme
Questions answered on this page:
How do I join the scheme?
What if my carer doesn’t have the registration or approval certificate?
What if my carer isn’t registered or approved?
What happens when I join?
Can I join at any time?
How do I change or add a carer?
Can Childcare Choice vouchers be ordered for more than one child?
How do I join the scheme?
Step 1. You can only join the scheme once your employer has created a company account. When this is done your employer will email an invitation to you.
Step 2. Parents create individual accounts
Having established that they want to take childcare vouchers, parents enter their details online, then print and return a signed Salary Sacrifice Agreement if they do not already have one in place / are requested by their employers. This form is then passed to the employer as it is a variation to the terms of employment. Parents then enter their carers details (see step 3) and are sent an email about their on line e-voucher account.
Step 3. Parents set up carers
Parents inform their carers that they will be taking Childcare Choice vouchers.
If the carer is already affiliated to Sodexho Pass then the parent needs the carers Sodexho Pass ID contract number and postcode. This is input online and the parent and carer are linked to allow payments to be made from the parent to the carer.
If the carer is not yet affiliated to Sodexho Pass then the parent is asked to complete information on line, print a copy of the form and pass it to their carer to be completed and signed. The form must then be sent to Sodexho Pass with a copy of their carer registration/approval certificate. Parents are informed by email when carers have returned the necessary information and they will only be eligible for vouchers once all of the paperwork has been received by Sodexho Pass.
Step 4. Your e-voucher account is credited
The employer places orders and credits appear in your e-voucher account. This is most usually done in line with pay dates.
Step 5. Parents pay carers
Parents receive email notification when the vouchers have been credited to their online accounts. Parents access their accounts to action payment directly into their carer’s bank account. Payment is fast and secure. Carers receive payment notification via email, or alternatively by post if they do not have email access. If parents have set up regular payments these will be processed automatically with no further action required, just like a bank standing order.
What if my carer doesn’t have the registration or approval certificate?
Your carer must demonstrate they are registered or approved in order for you to take advantage of the tax and NI exemption. If your carer is regulated by a national body such as Ofsted they should have a certificate. If this isn’t the case, they should contact the national body and ask for one.
What if my carer isn’t registered or approved?
Registered status is obtained from the appropriate national body, such as Ofsted, and applies to nurseries, after school clubs, etc. The body should be contacted for the relevant information. If your carer is an individual who doesn’t currently have approved status, they can apply for approval through the fast-track approval scheme run by the Government. Full details can be obtained by calling 0845 767 8111 or by visiting the website.
What happens when I join?
Once you have registered with Sodexho Pass, you will be sent a confirmation email. You can access your e-voucher account at any time using your user name and password.
Can I join at any time?
Joining dates for the childcare voucher scheme are decided by your employer – check with your employer for more information.
How do I change or add a carer?
Carers are added in the same way as the initial set up (see above). This can be done whenever you require via your e-voucher account.
Can Childcare Choice vouchers be ordered for more than one child?
You can pay for as many children and carers as you wish but the amount of vouchers which can be taken tax and NI exempt per week is capped at £55 per week. If both parents claim vouchers, the benefit is doubled to £110 per week.