portal contents how to log in 3 · mariah carey linda carter

Nursery Funding Portal

1

Contents

How to Log In 2

Accessing Your Headcount 3

Adding a child to Your Headcount 5

Claiming Hours on Your Headcount 12

Split Funding / Apportionment 14

Stretched Funding 15

Submitting Your Headcount Return 17

Amendments 20

New Child Starter at Setting Amendment 21

Child Leaving Setting Amendment 24

Changing Hours Amendment 25

Forgotten Username or Passwords 28

2 Year Old Funding – Citizen Portal 30

30 Hours Funding Eligibility Check 42


2

How to Log In

Click on the following Link to access the Nursery Funding Portal

www.gcceyfunding.co.uk

Note: The following example will be based on a setting called littleacorns

The first time you log In you will be sent an activation email to your email address with the following message i.e.

Click on the link in the email to activate your user account. When you Log In you will be prompted to change your

password. Please Change your password.

Important Note: The Portal will time‐out if left longer than 30 minutes. Please save your work

regularly to prevent loss of data.

Thank you for registering with the Nursery Funding Portal Provider Portal.

To activate your account we need you to confirm your email address is valid. To do this, click on the link below this will take you to a page where you can enter your password and login. After you login you will be able to access the Provider Portal.

https://emsonline.gloucestershire.gov.uk/ProviderPortal/Account/Account/ConfirmRegistration/101163 1ffa6eda‐e0b3‐457e‐ 971a‐8c5479bd5186

Please note: if you are unable to click on this link, carefully copy and paste the text into your Internet browser.

Type your Username and Password and then Click on Log in

Enter username

Enter Password


Accessing Your Headcount

The Window below is your Home screen

0 in the My Messages window indicates you have no new messages

1 In the My Task window indicates you have 1 New Task to complete

In My Task window you can see an orange rectangle stating the task has not been started and is due in 12 Days

The rectangle message box’s in grey represent previous tasks where deadlines have passed i.e. task Submitted,

Due on 14 December 2013 and Task Unsubmitted, Due on 12 December 2013

To get to the Headcount screen click anywhere on the yellow part of the screen

Headcount (Actual) task to be

completed. This area is normally white

but when you move your mouse over

this area it will turn yellow

InMyMessages window we may send you

messages, breakdown reports or deadline

reminders

Current task Not Started is highlighted in orange

Click anywhere

on Yellow Area

to enter

Headcount Data

InMy Task window are

listed a history of previous

and current impending

Headcount Admission

3


On This screen you will see

children previously claimed for

and you can add new children.

To amend an existing Childs

details click the Turquoise screen

icon next to the child you wish to

amend.

Click on scroll bar and move

mouse to see more children

Click on

Turquoise

icon to

Change

Childs

Name, DOB

or Address

Chuck Norris

Bruce Willis

Joanna Lumley

Mariah Carey

Linda Carter

Steve Davis

Geoff Hurst

John Doe

David Moyes

Jet Li

Emma Stone

Aamir Khan

Click on Contact Details tab to change

Address

Click on Other tab Ethnicity and

Language information

Chuck

Norris

Click on Cancel if you do

not want to save changes

Click on Save if you do

w4ant to save Changes


5

Click Add Child

Adding a Child to Your Headcount

If you have a child not listed in the Headcount then you will need to click on the Add Child button on the Headcount

Screen. We will enter data for a child named Stephen Bradley

Chuck Norris

Bruce Willis

Joanna Lumley

Mariah Carey

Linda Carter

Type Forename

and Surname

Click Next

Important Note: Please make sure No Blank Spaces are added before or after entering names

because the system will not accept the New Child


6

Enter the Postcode

Click Find Address

Then Click Next

The Forename and Surname will already

be populated. Select the Gender and

enter the Date of Birth in the format

DD/MM/YYYY

IMPORTANT NOTE: If you get an incorrect date format error, you will need to change the

Language Setting for your browser from English

(US) to English (United Kingdom)

Click Next


7

Select the address and then

click on Next

If your address is not found

then click Enter Address

Manually. The next screen

will be empty and you can

enter the details manually


8

Click on Next if the address

is correct or manually

amend it and then click

Next

If your address was not

found on the previous

screen Enter address

manually, then click Find

Address and then click Next

NOTE: If Ethnicity is not

Known Select NOBT - Info

not obtained (NOT) Option

from the Drop down box

If the First Language is not

Known Select Information

not obtained (NOT) Option

from the Drop down box

Use drop down boxes to select

Ethnicity and First Language


9

If the child is 3 or 4 you will have the above

message pop up once you click save.

Please choose either decline to provide if the

parent/s do not wish to provide their details

and then click save or yes if they are happy to.

Click Save


10

If the parent has agreed to provide their

details and you have clicked yes you will now

see this page. Please fill in all fields accurately

and then click save.


11

Stephen Bradley

is now in the List

Chuck Norris

Stephen Bradley

Joanna Lumley

Mariah Carey

Linda Carter

Please note that you can now identify if a child is sharing

funding, is entitled to Pupil Premium or in receipt of A2YO

funding by the funding markers shown below.

This child is/was eligible for

A2YO funding

The child is sharing funding with

either another session or

provider

This child is eligible for Pupil

Premium


12

Click Edit

Claiming Hours on your Headcount

To enter the hours you wish to claim click on the button

Chuck Norris

Stephen Bradley

Joanna Lumley

Mariah Carey

Linda Carter

Hannah Beckett will be attending Autumn Term (14 Weeks) for 25 hours a week and claiming 15 hours per week

at the setting

1. In the weeks attended for term field put the number of weeks the child will be attending i.e.

12 weeks for Spring Term or less if you know the child will be leaving early

12weeks for Summer Term or less if you know the child will be leaving early

14 weeks for Autumn Terms or less if you know the child will be leaving early

2. In the Average Hours Field enter the total actual hours attended at your setting each week. If a child changes

the number of hours attended during the term, you can use the Early Years Capita Funding average hours

calculator to work out the correct number of average hours to enter. Download site for the Early Years Capita

Funding Average Hours calculator is http://www.gloucestershire.gov.uk/extra/index.aspx?articleid=108975

3. In Hours Claimed Per Week the parent can choose how many hours they wish to claim at a setting i.e. if the

child is attending 15 hours they may choose to only claim 5 hours and the rest at another setting. The claimed

hours should be confirmed with the parent.

4. Hours Attended for term, Hours Claimed per week and Hours Claimed For Term will automatically be

populated once you enter the Weeks Attended for term and Average Hours Attended per week

5. If a child has left your setting at the end of the previous term, leave all other fields Blank including End Date.

Edit Headcount


13

IMPORTANT:

ONLY enter an

End Date if a Child

has left during

current term

otherwise leave

Blank

If the total hours you attend

exceeds 15 hours this box will be

automatically capped and the

maximum number of hours 15 will

automatically appear. Please refer

to point 3 above

Chuck

Norris

Enter the number

of weeks claimed

for Autumn Term

Stephen

Bradley

Joanna

Lumley

Mariah

Carey

Linda

Carter

Steve

Davis

Geoff

Hurst

John Doe

David

Moyes

Jet

Li

Enter the Average

number of Hours

attended per week

Click Save once all Children data has been entered


14

Chuck

Norris

Stephen

As the total hours attended exceeds 15

hours this box was automatically capped

and the maximum number of hours 15 will

automatically appear.

Click on the 15 Hours and delete the

number 15, then type the number 8

Split Funding / Apportionment

Stephen Bradley is attending a 14 Week term for 25 hours a week. He also attends another setting (Stepping

Stones Playgroup) for 18 hours a week. His Parents want to Claim 8 hours at this setting and 7 Hours at Stepping

Stones Playgroup.

Chuck

Norris

Stephen

Bradley

Joanna

Lumley

Bradley

Bruce

Willis

IMPORTANT NOTE: If a child (i.e. Bruce Willis)

no longer attends your setting, then do not

enter any data into the boxes.


15

Stretched Funding Claims Joanna Lumley attends 10 Hours a week all year and her parents would like to claim a stretched offer over 50 weeks.

To determine the Average Hours Attended per Week to be entered into the Actual Headcount download and open

the Stretched Offer Calculator from the Glos Families Directory,

Note: A copy of this calculation must be attached to the paper parent declaration form for future audit

and must be held at the setting.

Hours Attended per Week to

be entered into the Actual

Headcount is 13.16

Click in this box and type

number of weeks to be

stretched over (i.e. 50 weeks)

Click in this box and type

number of Hours per week

you wish to Claim (i.e. 10hrs)


16

Enter the number of

weeks claimed for

Autumn Term (i.e. 14)

Please Ignore the Stretched

Offer Drop Down as it will

not be used

Shared Funding box is display only

and will show a tick if the system

has a record of the child claiming

at more than one setting during a

previous term

Hours Attended per Week to

be entered into the Actual

Headcount is 13.16

Click Save

Enter the rest of headcount information and Click Save at the bottom of the screen

Chuck

Norris

Stephen

Bradley

Joanna

Lumley

Mariah

Carey

Linda

Carter

Steve

Davis

Geoff

Hurst

John Doe


17

Click Submit

Submitting your Headcount Return You can still change your Headcount Data if required by Clicking on Edit Headcount. Once completed you must

submit your Headcount Return by Clicking Submit at the bottom of the screen. Note: Once you Submit your

Headcount any further changes made must be saved and re‐submitted otherwise they will not be registered on

our system.

Chuck Norris

Stephen Bradley

Joanna Lumley

Mariah Carey

Linda Carter

Steve Davis

Geoff Hurst

John Doe

David Moyes

Jet Li

Emma Stone

Aamir Khan

You will then need to digitally sign a declaration. Please read this carefully as it may vary and is legally binding.


18

Click Yes if you do not wish to any make more Changes

Important Note: Once you Submit your Headcount, if you make any further changes to your

headcount data you will need to re‐save the changes and then re‐submit otherwise the changes will

not be registered on our system.

Click Yes

Click


19

Once Submitted Your Home Screen should look like this

0 indicates you have

Zero tasks to complete Your Actual Headcount

has been Submitted

1 indicates you have

one unread message


20

Amendments

IMPORTANT NOTE: You will only need to follow this process if you have an adjustment to submit

The Window below is your Home screen

0 in the My Messages window indicates you have no new messages

1 In the My Task window Indicates you have 1 New Task to complete

In My Task window you can see an orange rectangle stating the task has not been started and is Due in 14 Days

The rectangle message box’s in grey represent previous tasks where deadlines have passed i.e. task Submitted,

Due on 31st December 2013 and Task Unsubmitted, Due on 15th January 2014

To get to the Headcount(Amendment) screen click anywhere on the yellow part of the screen

Headcount (Amendment) task to be

completed. This area is normally white

but when you move your mouse over

this area it will turn yellow


21

New Child Starter Amendment

You will be presented with a list of children and Actual Headcount Information.

A new Child named Tony Wells has started at the setting on the 4 November 2013 during Autumn Term and attends

18 Hours a week. Click the Add Child button as shown on Pages 5 to 9 of this document.


22

Tony Wells has been added to the list below. Tony started at the setting on the 4 November 2013 (this is 6 weeks)

during Autumn Term and attends 18 Hours a week. Click the Edit Headcount button.

****For new starters it is important to calculate the number of weeks attended from the start date****


23

Once data has been entered Click Save

Click in the box and

Change the Start Date to

from 04/09/2013 to

04/11/2013

(DD/MM/YYYY)

Click in the Box and

Change the Weeks

Attended for Term

from 14 to 6

Click in the Average

Hours Attended per

week and enter 18


24

Child Leaving Setting Amendment

Steve Bradley has left the setting on the 18th October 2013 (he has attended for 7 weeks). Click the Edit Headcount

button.

**For Children leaving it is important to calculate the number of weeks attended from the start date**

Click in the Box and

Change the Weeks

Attended for Term

from 14 to 7

Click in the box and enter

the End Date 18/10/2013

(DD/MM/YYYY)

Click Yes


25

Changing Hours Amendment

Ben Mumford is increasing attendance at the setting from 8 hours to 12 hours as of 7th October 2013. This means

Ben has attended during Autumn Term (14 weeks total for the year 2013):

1. 8 hours for 5 weeks

2. 12hours for 9 weeks hours.

If a child changes the number of hours attended during the term, you can use the Early Years Capita Funding

average hour’s calculator to work out the correct number of average hours to enter. You can find this on the Glos

Families Directory,

****IMORTANT NOTE: The process for decreasing hours is exactly the same as for increasing hours****

Enter the Data

8 Hours for 5 Weeks

Enter the Data

12 Hours for 9 Weeks

10.57 is the Average

Hours figure


26

Click Edit Headcount

Click Yes

Click in the Average Hours

Attended per week box and

replace the 8.00 with the

Average hours figure 10.57

Calculated on Page 23


27

Click on Submit once all adjustments have been entered and follow the process listed on page 15 to 16

Click on Submit


28

Forgotten Username or Passwords

Should you need to reset your password or username please follow the steps below

New Password will

be emailed to you.

See below: Enter username

Enter Email

Click on Submit

From

Note: After you logon, you will be

asked to create a new password.

The New Password must be

between 8 and 10 characters

contain at least one capital and two

numbers and a special character.

Click on Link

Use the new password at logon Screen


29

Your Username will

be emailed to you Enter Email

Click on Submit


30

2 Year Old Funding – Citizen Portal Economic Claim

Click on the following Link to access the Nursery Funding Portal

www.gcceyfunding.co.uk

Select

Type your Username and Password and then Click on Log in

Enter username

Enter Password


31

Select Start an Assisted Application.

Select Two Year Old Funding


32

For Max Branning with date of birth 15/01/2012

Enter the Forename Max

Enter the Surname Branning

Select Male

Click Next

Enter Date of Birth 15/01/2012

Enter the Childs Postcode

Click Continue


33

Select the appropriate address or

use the Enter Address Manually

(next to Find Address button)

Click Select

Click Find


34

Select Ethnicity and First Language

from drop down box. Then Click

Next

Click Next


35

Enter Parents Details:

Forname Dorothy

Surname Branning

Relationship Mother

Parental Responsibility Yes if the

applicant has legal responsibility of for

the child

1

GL1 2TP

Select

Click Save


36

Enter National Insurance Number or if

Asylum Seeker (Asylum Seeker Number)

Then select Continue

Max Branning

Male

15/01/2012

Dorothy

Branning

Select


37

Finish

Select how you would prefer to receive the eligibility

Details

Then select

Tick the I Agree box

Then select Confirm


38

2 Year Old Funding – Citizen Portal Non Economic Claim

The Process for a non economic claim is identical to an economic claim up to the point in the screen shot below.

Follow the process outlined Pages 28 to 33 in this document by entering the child’s and parent details into the

system.

Select


40

Enter Telephone number and Email

Address


Select how you would to be contacted once

application has been viewed by clicking on options

Via Email, Via Citizen Portal or Via Provider



41

Select

To check if a child is eligible for 30 Hours funding:

Before you can enter any claims for the Extended Hours funding on a task in the Nursery Funding Portal. you must check a child’s eligibility.

On the Provider Portal home page select 30 Hours Free Childcare | Run a New Check to display the Run a new check page.

Alternatively, on the Thirty Hour Entitlement Portal home page, click the Run a New Check button.

To display a list of children who are already known to attend your setting, enter a search criteria in the Find a child box.

Click on the required child in the list to copy the details into the check fields.

If required, enter the remaining details.

Click the Run Check button.

42

43

If successful, the following success message is displayed.

44

To run an ad hoc check

An Ad Hoc check can be used by providers to confirm a child’s eligibility to 30 hours free childcare before they take up a place at the setting.

On the Provider Portal home page select 30 Hours Free Childcare | Run a New Check to display the Run a new check page.

Alternatively, on the Thirty Hour Entitlement Portal home page, click the Run a New Check button.

Enter the Child’s Date of Birth, Parent’s NI Number and Eligibility Code. If required, enter the Child’s Forename and Surname

This area is for ad hoc checks only and should not be used for children that are already at a setting.

NOTES: When the child’s forename and surname are used to perform an ad hoc check for 30 hourseligibility, if at any time in the future this child is added to the provider via the Headcount portal, the detailsof the ad hoc check (date of birth and eligibility code) are copied across to the Headcount portal.

Reviewing Previous Checks

45

To review the results of previous checks for 30 Hours funding:

On the Provider Portal home page select 30 Hours Free Childcare | Review Previous Checks to display the Checks Run for Ages 2 to 5 Years 6 Months.

Alternatively, on the Thirty Hour Entitlement Portal home button.

page, click the Review Previous Checks

If required, enter search criteria to display a list of matching checks as shown in the following graphic.

The Existing Child Checks panel displays checks for children who are claiming funding at your setting.

The Ad-hoc Checks panel displays checks for children not claiming funding at your setting.

The most recent checks are at the top of each grid.

46

Using the Expiration Dashboard

The Expiration Dashboard is used to alert providers about children who are nearing their eligibility end date and whose parents have not reapplied. The eligibility.

provider can then remind parents to recheck their

The number of children falling within each category is displayed on the 30 Hours Free Childcare button on the Provider Portal home page.

The number of children falling within each category is displayed on the Expiration Dashboard button on the 30 Hour Entitlement Portal home page.

Displaying Children whose Eligibility is due to Expire

On the Provider Portal home page, select 30 Hours Free Childcare | Expiration Dashboard to display the Entitlement Expiration Dashboard page.

Alternatively, on the Thirty Hour Entitlement Portal home page, click the Expiration Dashboard button.

The dashboard initially displays child records requiring further action.

If required, the filters can be updated as follows:

a. Select an option from the Further Action Needed drop-down. b. Enter the number of Days. c. Select an Eligibility Filter. d. Click the Search button.

NOTE: The Eligible To date is displayed using the following colours: Green - eligibility or grace period ends after the specified number of days. Amber - eligibility or grace period ends within the specified number of days. Red - eligibility or grace period has ended.

47

If required, click the Update link to display the Notes / Further Action Needed dialog.

a. If required, deselect the Is further action needed? check box. b. If required, enter notes. c. Click the Save button.

If required, click the Recheck now link to perform an eligibility check and display the following dialog.

Click the OK button.

Screenshots 30 hours headcount changes

48

30 Hours eligibility ‐ When editing your headcount you will only be able to claim the extended hours once you

have checked the child’s eligibility by running the 30 hours check. Until the check has been run the extended

hour’s columns will be greyed out and will not allow you to make changes. The extended hour’s column will also

be greyed out for any two year olds you have on your headcount.

30 Hours eligibility ‐ Once the 30 hours check has been completed and the eligibility has been

confirmed you will then see a new icon in the funding column as shown on the left when you view

your headcount task. This “EH” icon confirms the child is eligible to claim the extended hours funding

and will allow you to enter hours for the extended funding in the “Extended Hours Claimed per

week” column.


49

Apportioned hours – The example above is what your headcount will look like if we apportion the funding for you.

The “Average Hours Attended per week “column will remain the same however the universal and extended hours

will change to equal the apportioned figure you will have been paid. So in this example 20 hours were attended but

they would have been paid for 13.5 hours apportioned funding. The same would apply if you wanted to apportion it

yourself. The attended hours must reflect the hours they attend with you then the Extended and Universal columns

must add up the apportioned figure you wish to claim.

Entering hours ‐ When entering the hours for children you would like to claim for who are eligible for the extended

hours you must first enter the hours they attend in the “Average Hours Attended per week” column both the

“Universal Hours Claimed” and “Extended Hours Claimed” will populate to match the average hours attended per

week column. An example of this is shown on the third line on the screenshot above. If you wish to claim different

amounts to those automatically populated on the screenshot you will need to edit both the Universal and Extended

hours per week column. For example, the top line above on the screenshot has been amended to claim 10 hours from

both. Parents should choose how they wish to claim the funding and need to take into consideration which providers

are offering the extended hours.


50

Average hours and stretched funding – Above shows an example of a child who could potentially be claiming

stretched funding or averaging their hours over the term. In these cases the figure you will always need to put in the

“Average Hours Attended per week” column is the figure you wish to claim for the child over the term this will likely

be different to what they are actually attending. After entering the hours you wish to claim for you will then need to

allocate how many of the hours are to be Universal and Extended. The parent should state on the parent form how

many hours of each allocation she wishes to claim for.

portal contents how to log in 3 · mariah carey linda carter

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