 My name is Mena Ward. Let me start with the aims and objectives so our aim today is to guide you step by step on how to complete the time sheets and submit claims to our government for payment. So the content for today's session is I'm going to set the scene, show you how to sign back into government gateway because I know we've had some questions on that. I'll take you through the claims process step by step, signpost you to further help and of course you've got the Q&A there, so please ask your questions and we'll answer them as best as we can. So let me set the scene. So the situation at the moment is that you as providers have registered your setting so just to let you know that 85% of settings have been registered so far as from the first of December. 82% have been activated and it's really important for your settings to be activated in order for you to process claims. So let me explain a bit further. Parents eligibility applications have been submitted. We've received approximately 2700 to date, 1000 of them have been approved. Some of them require more information but the remainder are in progress and the LA reviews both those registrations and the applications from the parents and they get approved. In the meantime while the LA's are doing their job, you as providers are having that offline discussion with the parents to discuss exactly how many childcare offer hours you want and which settings they want to put their child in. So all that goes on at the same time. Once you've established the childcare offer hours required and the settings and the early education settings, it's the parent, here it comes, the parent that sets up the actual agreement. They request the offer hours but you are well aware of the offer hours that they're going to request online. So as the provider you will have activated your setting with the activation pin that arrives by post. So that's important that that step is done in order for the parent. They will be able to pick up your name from the list of settings when it appears on the agreement but more importantly for you as providers you will be able to approve the agreement that's set up by the parent. So that's why that activation pin is really important for you to input back into the system so that you activate your setting. So once you approve the agreement then you're on the step we're at now which is you will be able to process your claims. So that's just to set the scene for you. So let's go to the claims process. Oops I just slipped that one, go quick. So you would need to sign back in really to the government gateway. So there's a few slides here I can show you to sign back into the government gateway. Here I've got the website where you can sign back into. Obviously you would sign back in on the original government gateway where you set up your setting in the first place. But here if you go back to your gov.wales slash childcare website I've just highlighted a couple of links there. There's quite a few links available to you as providers which is really useful. Here I've got providers signing into your childcare offer for Wales or providers get help with childcare offer for Wales at the bottom. I quite like that option because there's a lot of frequently asked questions listed for you to refer to. I'll just show you here on the next page. So you'll see that providers get help with childcare offer Wales screen and as you scroll down that there will be a long list of items for you to read. It includes the previous live events and recordings regard to registering your setting, activating your setting and agreements. So you can always refer back to those previous recordings but at the bottom there there is a link to sign into your account back into your account and that would take you to this page and on the bottom you'll see the green button to sign in. So you'll be signing back in of course with your user id and password. So if I take you to this screen that would appear when you click on sign in you'll recognise that screen by now I'm sure. So you'd pop in your government gateway user id 12 characters. You'd enter your password and you click on the green sign in button. So it would look like that and of course then you'd continue on to the access code so that will come up on your phone, your mobile phone, the one that you've submitted when you registered setting in the first place. So that's the unique six digit code gets popped into the access code box there and you're ready to click on continue once again to move into the childcare offer. So of course here we're at the claims session so let's have a look at the screen you arrive at. You'll arrive at your dashboard. So hopefully you're all familiar with this dashboard screen now and you'll be able to see the link to the claims in blue there and the link to the agreements of course. If you don't see those two links it's because you haven't activated your setting. So with your claims you click on the blue link there to move on to the next screen and it'll bring you now this is obviously a snapshot of a screen for demonstration and this is eventually what it would look like for you. You would have a list of all your timesheets week by week by week or listed in here. Obviously when you start in January submitting your claims you'll have one week showing up for January and then it will start building up for all the time that you're claiming on the childcare offer. At the top of the screen you will have the timesheets and the name of your setting, the childcare offer setting number which you will have had when you set up your setting in the first place, the postcode for your setting and there is a line in there I'm not sure if you can quite see it but it says timesheets are available from 7 pm every Friday so you can submit your timesheets at 7 o'clock each week on a Friday. There will be the list then week by week as I say listed in date order with every Monday the latest will be showing up first and then you'll have a column of statuses and actions. I'm just going to take you on to the next screen just to focus in on those statuses so here. The statuses there are four types of statuses that you can have. You have one showing not started so that's how you would kickstart this. You'd go on to a not started timesheet so you can start it and when you start completing a timesheet and you haven't got all the information on hand that's fine you can save and close and then the status would become started and you can click on resume and continue. Once you've completed your timesheet the status would be changed to submitted and then you can view all submitted timesheets and once they submitted into the system and get paid the status then changes to paid that's the one that's in green that you can see there and you'll be able to view all paid timesheets and all historical claims that you've put through. So there's the four statuses that you you'll see on your timesheets. So let's move on to the actual timesheets so at this point then in January you would be you'd have your first timesheet showing you'd click on the start the blue start button for that not started timesheet that be on your list and you'll arrive to screen like this. So here once again of course you'll have your setting name and the details at the top of the screen you'll have the date of the actual week that you're completing the week commencing with that status marker and there is a line in here again you might be quite small for you to see at the moment so I'll just read it out to you where it says the time must be entered in a decimal format for example 10.5 so the hours that you input in hourly and half hourly rates but what you'll have is a list of all the child's names that's under the setting in alphabetical order alongside that column will be the parent and guardians names and alongside that the period for the timesheet which would be term time in this particular example I've got here so term time which will correspond with the week commencing on the top of the screen. The agreement offer hours will be listed next so the agreement offer hours which is done the grey background here are all the hours that have been pulled through from the children's agreement so that will appear automatically on your screen so the only two columns that you need to be concerned with is completing the booked offer hours and the actual offer hours attended at the end there so here for example with a booked offer hours you would put in the booked offer hours that you've had that discussion with the parent and you'd input that the booked offer hours will never exceed the agreement hours then you enter the actual offer hours attended by the child and that can not ever be more than what was booked. If you input incorrect information then you will have as you can imagine you'll have red warning messages coming up which I'll show you in a second and just so you know that as the provider you will always be paid on the booked offer hours. At the bottom of the screen in blue I just say how to complete so there will be a help text there for you to be able to click on and it will clarify that fact that you can't have booked hours that exceed the agreement hours and you can't have actual hours that exceed the booked offer hours that information is also on our guidance so please look at the supporting information that will be available online for you regarding claims so there's plenty of information available but let me go to the next screen to clarify that in a bit more depth so I would click on once I've completed information I'd click on save and continue and go on to the next step but I want to show you a little bit more about this one so let me just move here okay so here I've got Amy and I've put the booked offer hours for Amy we were told it was 10 hours by the parent and actually Amy attended the full 10 hours and that was probably will be pretty much the norm for most parents. Edward here just as an example I've said that Edward has been booked for 10 hours but he actually attended nine so yeah he might have been picked up an hour earlier than expected so that's fine as for you as providers you will be paid on the booked offer hours on the full 10 hours. Fern same booked 10 actually attended 10 George 17.5 in some instances with some settings you put in 17.5 actually attended 17.5 here went for the 10 full 10 here well as well 10 and that's kind of pretty much the norm as I say Jack here I just put a different example here Jack on his agreement the parents went for the full maximum amount that they thought they would need for Jack 20 hours but for this particular week Jack was booked in for 10 hours he actually only attended eight hours so he may have left a little bit earlier as well during that week but you will be paid on the 10 hours of course. Laurie next is booked for 10 hours and actually hasn't claimed she may be nil that week may have gone holiday but she didn't actually attend so as providers you would enter zero in the actual offer hours get paid on the 10 of course. Sarah and Stefan I've got two examples there again similar to Jack where the agreement was that generally they want 10 hours each week but on this particular week Sarah and Stefan booked in for five hours now this could be because the mother Penny in this instance as an example may be a shift worker and this system has been designed to be flexible so where the agreement is that generally Sarah and Stefan will be coming for 10 hours on this particular week then I only need five hours booked next week possibly it will be back to 10 so and then we have to be back to five so there's that flexibility for those parents who work shift hours that's what's happened there. So those are just examples again sorry I just look through that a little bit too quick there so that's just to explain how the agreement itself really underpins the claim process so as I say the recording is available so you may want to watch the recording for the agreement again and also for your information the LA's will have access to reports and can monitor the differences between the booked off for hours and the actual off for hours so if there's consistently a difference between the booked and actual off for hours for example the one I explained Jack has booked 10 but he tended eight hours each week and if that happens consistently then the LA's may ask you to work with a parent and reduce the booked off for hours possibly so there are reporting tools available for the LA's okay let's see what happens if you actually enter any values greater than is allowed so I'll just pop on to the next screen so here my example is that Arthur in the agreement offline agreement remember you had that discussion the parent creates the agreement they've gone for the maximum 20 hours agreement because an element of that term time as you know term time hours includes the early education the 10 hours early education 20 hours term time childcare making up the 30 hours of the childcare offer so Arthur in this instance has gone to for the booked full amount of 20 hours and actually attended 20 hours Rhian however has booked 10 hours and actually attended 12 hours now on this system they won't allow for the actual hours to be more than the booked off for hours in that situation it might be that Rhian parents would have to pay for the extra two hours or if that was a requirement all the way through each week each week each week to have the extra two hours every week then it might be a need to consider changing the agreement itself and at the moment change the agreement as a matter of the parent cancelling the agreement and creating a new one but the system will not accept that 12 hours and you'll have a red error message coming up. Seren Ward here there's example of booked 25 hours actual 25 hours but the agreement between yourself and the parent initially and is in agreement as you can see has been pulled through of 20 hours so you can't possibly book 25 and 25 here because that wasn't agreed in the first place and on this next screen I'll show you the actual red error messages that will pop up so there you will see that for the 12 hours the actual offer hours attended are above the agreement offer hours and will not be accepted the same here for the 225 hours will not be accepted so there are ways round it they say through the agreements you may want to consider looking at that recording again possibly. So far you it would be a matter of clicking back to my time sheets because those entries will have been removed and input in the correct values and then you're ready to save and continue. However let's have a look at the holiday weeks we've discussed the term time weeks this is the holiday weeks so the same layout exactly works in the same way booked offer hours an actual offer hours attended needs to be completed and there's a slight difference here in that just to clarify Ben and David these two here have booked 10 hours and actually attended 10 hours during the holiday time and what happens in the system is those holiday hours that have been claimed for gets knocked off the child summary screen that the parent can see so the parent can actually keep tally or keep tabs on the number of holiday weeks that they have left for the child I'll show you that screen in a second. Amy however Amy has been booked in for the holiday week and the parent don't wish to claim for that holiday week so for you as the provider you would enter a zero in the booked offer hours and a zero in the actual hours attended that will mean that that doesn't automatically get deducted from the overall nine weeks holiday entitlement that's with the childcare offer for Wales. I'm here with the providers the other thing I wanted to show you that as providers on your screens you will be able to see at the bottom here the children that have no funded holiday weeks remaining so Adam Smith and Bertie for example they've used up all the funded holiday weeks and therefore the parents will have to fund those holiday hours themselves so you will be able to see that information as well so that's the holiday weeks let me show you what the parents can see how they actually see the tally of the holiday weeks being knocked off as you put the information in in the claims here so this is just a little snapshot so the parents actually have a child summary which shows them the holiday weeks as remaining so out of the overall nine weeks a year that's available with a childcare offer as the claims are completed you'll see that the nine weeks have been reduced here for Amy to six weeks are remaining when the claims go in and then as far as the claims are concerned as with the provider for yourselves when you've saved and saved and closed so you saved and continue to continue on to the review sheet you can see all the information that you've inputted the calculations have been done in the background based on the current amount hourly amount of five pounds an hour at the moment and that's calculated as I say on the booked offer hours you get paid on the booked offer hours then the overall total for that week is shown on the bottom on the screen and when you're ready and happy you would click the red button to submit for payment at seven o'clock from seven o'clock every friday for each week and as providers you will have signed up to the claims, T's and C's, terms and conditions which include claiming the funding weekly in arrears and you must submit all your weekly claims week by week but certainly within two calendar months once you click on submit for payment the system will generate a payment reference and you'll have this notification in green so your timesheet has been submitted on the bottom there it says what happens next so you'll be sent a confirmation or admittance advice note confirmation notification to your email address and the payment will be processed on the next working day Monday to Friday and will be in your bank account as per your bank's processing time so as far as that claim sheet is concerned once it's been submitted and paid the status will show as paid on your screens and you can always view paid claims so that's been paid you'll receive your admittance advice that'll be emailed to you and it'll have the details of the date and the total amount paid as well. Just on the next screen I just wanted to show you this screen so that if you click on claims and you see this it's pretty much because your setting won't have been activated so if you have no claims it's probably because you haven't been able to approve a claim because you haven't activated the setting so that's why that step is important for you to do but let me just summarise this claims process there are only six steps involved so let me show you in a nutshell the actual steps that I just showed you screen by screen so first of all as the provider you will sign back in to your dashboard you'll click on your claims link you'll see the claim summary screen with all a weekly timesheets week by week you will simply input the booked and actual hours for the timesheet you'll have a chance to review all the information that is okay and then you'll be ready to click on submit for payment as soon as you do that you'll have the system will generate the payment reference and the system will then pay and you'll receive the paid status on your screen along with the remittance advice which would be email to you and finally in blue as a provider you'll be able to view a list of the claims which will appear on your summary screen just to give you the heads up as from january it gets a little bit more colourful now exactly the same steps this is what you'll go through but we're still working on the system continually working on the system so by january just so you know that la's and the parents as well as yourselves will be able to view the claims so there's complete transparency on the system as well and that's really to protect everyone that's involved and protect public money of course and that's it those are the steps for your claims process just to take you to the last slide coming up for further help then you can contact your local authority but they want to receive the training as yet so receiving the training next week so they may not be able to answer your questions at the moment also your local family information service will be able to help you they'll be supporting information for you to view online as i said at the beginning there's a heap of information available to you on gov.wales website including how to sign back in amongst other information but there's also the recordings for the agreements and registering a setting which includes activating a setting that you can look back on as a refresher and this will be recorded as well the claims recording but this will be available in early january and that's just before the claims process itself so you'll have it fresh in your mind then and that's it so thank you very much for attending that's the claims and time sheets process. Diolch yn fawr.