Setting up Childcare Choice
Questions answered on this page:
How quickly can I set up Childcare Choice?
How do I set up Childcare Choice?
How do I order?
When do I have to place my order?
How do I know my order has been received?
Do I have to order every pay period or can I place a standing order?
Does the scheme differ if I have weekly/fortnightly paid employees?
When do I have to pay?
Can I have different payment terms?
How do I pay?
How do I know if my Direct Debit is active?
How quickly can I set up Childcare Choice?
Childcare Choice can be set up quickly and easily on-line. Once your organisation, employees and carers are registered with Sodexho Pass, you can place your order which must be received by Sodexho Pass at least five working days before the required delivery day.
How do I set up Childcare Choice?
Step 1. Employer sets up a company account
The employer enters company information, agrees to the terms and conditions and then emails an invitation to all employees.
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 there is not one already in place. This form is then passed to the employer as it is a variation to the terms of employment where it should be kept safely . 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 a copy of the Carer Agreement form on-line, print a copy and pass 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. Employer orders vouchers
The employer places a voucher order each pay period, for all eligible employees on the scheme.
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 setup regular payments these will be processed automatically with no further action required, just like a bank standing order.
How do I order?
Orders generally tally with your organisation’s pay periods - weekly, fortnightly or four weekly or by calendar month.
Employers select the employees that they wish to include on the order, the order delivery date (the date employees are to receive the vouchers), and submit the order. Orders must be sent to Sodexho Pass a minimum of five working days before the date they are required to be credited into employees’ e-voucher accounts for vouchers to be accessible by employees on that day.
Orders must be placed for each pay period – if Sodexho Pass does not receive an order, vouchers will not be credited to parents.
When do I have to place my order?
Orders must be received at least five working days before the required date of voucher delivery. This is so we can process the order and raise the invoices for payment. Orders should be sent online via the website.
How do I know my order has been received?
You will receive an automatic email once processing is under way. You will be able to see online that your order has been submitted.
Do I have to order every pay period or can I place a standing order?
Like payroll, every order is a separate order. If we do not receive an order for each pay period, vouchers will not be credited.
Does the scheme differ if I have weekly/fortnightly paid employees?
Orders must still be placed at least five working days before payday and an order must be received for each pay period. If you are ordering childcare vouchers for weekly and fortnightly paid staff, you must pay by Direct Debit. This is to ensure payment schedules are adhered to.
When do I have to pay?
Electronic invoices are issued within 24 hours of processing your order. We require payment before vouchers are credited. Payment terms for the management fee plus VAT are due the later of 14 days from the invoice issue date or voucher credit date.
Can I have different payment terms?
Sodexho Pass’ payment terms are strictly before delivery date for the face value of the vouchers; 14 days from invoice date for the management fee.
How do I pay?
Payment can be made by either Direct Debit or BACS transfer. A Direct Debit mandate is included within Signing Up. As Direct Debits can take up to 10 working days to set up, you may have to pay for your first order using an alternative method of payment. Your invoice will state whether payment of your invoice will be collected by Direct Debit.
Our bank details for BACS transfers are:
Account Name: Sodexho Pass Ltd (Childcare Receipts)
Bank: The Royal Bank of Scotland, 62-63 Threadneedle Street, London, EC2R 8LA
Account Number: 22135697
Sort Code: 15-10-00
Invoices are raised within 24 hours of order processing and are sent electronically or by post. If you would like the face value and management fee to be charged on the same invoice please notify us in writing. Please notify us if you would like to use separate bank accounts to pay for the face value and management fee. N.B. Weekly and fortnightly orders must be paid by Direct Debit to tie in with payment schedules of vouchers.
How do I know if my Direct Debit is active?
Once live your invoices will include a line notifying you of the date we intend to collect payment. If this is not the case, you will need to pay using BACS transfer.