Funded Service
This page is opened when a funded service is selected from the list on the Search for Funded Services page. It enables you to record the hours per week attended by the children at this service.
Funded Service details displayed in the title bar are provider name and Address, Service description and DCSF URN.
Click the Refresh button to clear any unsaved changes and display the most up-to-date information for this service.
Payment Period
Select the Period for which you wish to record the hours attended. Click the drop-down to list all previous, current and future payment periods. It defaults to the first active period. The Period Start Date and Period End Date are displayed. These can be changed by clicking on the down arrow and selecting from the calendar. The Age Calculation Date is used to calculate a child’s age to display on the Children panel.
Interim Hours
This panel is only displayed if the Local Authority is setting interim hours by provider as recorded in Focus | Early Years Setup | Define Early Years Payment Period.
If the Local Authority makes the interim payment based on estimated hours per funded provider (and not by child) the Interim Hours panel gives the interim hours for each age group at this service. In this case the Interim Hours columns will not be displayed in the Children panel.
If the Local Authority makes interim payments by child the Interim Hours panel is not displayed, and the Interim Hours columns are displayed on the Children panel.
Children
The Children panel shows the children that are in attendance and claiming NEG (Nursery Education Grant) at the Funded Service for the Payment Period selected.
The Display filter provides options to display children in a particular age group who are linked to the service for the selected payment period. The default is to show All 2, 3 and 4 year olds. You can change this to show different age groups. Over 4 is used to display deferred children who are still entitled to funding. Each child’s date of birth is compared to the Age Calculation Date to determine their age in this payment period. The child’s Age is displayed at the start of each row.
Surname is hyperlinked. Hovering the mouse over the child’s Surname displays the student identifiers.
Select the Show Rates checkbox to change the view to display the Hourly Base Rate, SFF Universal and SFF Extended. The Hourly Rate is calculated as Hourly Base Rate plus SFF. The Extended Hourly Rate is calculated as Hourly Base Rate plus SFF Extended. In this view you can edit the Hourly Base Rate and Hourly Rate and Extended Hourly Rate will be automatically re-calculated. SFF Spot amounts are displayed.
- Single Funding FormulaSingle Funding Formula
If Show Rates checkbox is ticked, you can select an SFF (Universal and Extended) for a Child by clicking on Elipse.gifnext to the SFF field. This will open the Single Funding Formula Chooser. Search for a Formula Code using a partial code or description. Highlight the required Formula Code and click the Select button. The selected codes are displayed in the bottom panel. You can select more than one code, then click the OK button.
- SFF SpotSFF Spot
SFF Spot payments can be made for a child by clicking on theElipse.gif button next to the SFF Spot field. This will open the Spot Payments Chooser (lookup table 1162). Search for a Spot Code by entering a partial code or description. Highlight the required Spot Code and click Select. The selected codes are displayed in the bottom panel. Enter an Amount for this spot payment (a positive or negative amount). You can select more than one code and enter amounts for each one, then click OK.
Pay Hours Week can be updated. Pay Hours Period is automatically calculated. The Pay Total Amount is calculated as (Hourly Rate x Universal Pay Hours Period) + (Extended Hourly Rate x Extended Pay Hours Period) + SFF Spot).
Select the Show Cancelled checkbox to display those entries where an amendment has been made and a previous entry has been cancelled. The newly added row is displayed above the cancelled line. In this case, the Period Start Date and Period End Date are displayed. These are the amendment dates for those children with amendments and the period dates for those children without amendments.
If the Show Apportionments Required checkbox is selected, only those children that have been identified as requiring apportionment will be shown.
Show/Hide Columns button can be used to select which columns in the Children panel are displayed. Click this button to open a modal window which lists all of the available columns. Select the checkbox against each column that you wish to view. Select All will select all boxes. The Surname and Forename are always viewable and cannot be hidden. Click Save to save your settings. Your Show/Hide settings will be retained next time you logon and view this page.
- Extended Hours FundingExtended Hours Funding
If the child is eligible for 30 hours funding (extended childcare) for one or more days in the selected period, the Extended Hours Eligibility check box is automatically selected and the Eligibility Code, Extended Hours Eligibility Start and End dates, and Extended Hours Grace Period End date are displayed.
If the child is no longer eligible for extended childcare, but was previously eligible, the Extended Hours Eligibility check box is not selected, the Eligibility Code is displayed, the Extended Hours Eligibility Start and End dates and Grace Period End date are blank.
Listed below are the other columns that may be displayed or hidden. Click on the + to expand the text that describes each column.
- Post CodePost Code
The child’s correspondence postcode is populated from the postcode value on the child’s correspondence address. It will be blank if the child has no correspondence address.
- Parent DeclaredParent Declared
The Parental Declaration is a signed confirmation by the parents that the child will be attending the specified Service Provider. A tick indicates that the form has been signed and given to the Service Provider.
- Start DateStart Date
The child’s Start Date at this service is the school history start date and any changes made to this date will also update the School History record (and vice versa). When a child is added to a service, this date will default to the Period Start Date (or the system date if there is no Period Start Date).
If the Show Cancelled checkbox is selected, the column heading changes to Period Start Date. This displays the start date of the amendment (for children who have amendments) or the Period Start Date (for children without amendments).
- End DateEnd Date
End Date is blank unless the child is removed from the service. The child’s end date at this service is the school history end date and any changes made to the child’s end date will also update the School History record (and vice versa).
If the Show Cancelled checkbox is selected, the column heading changes to Period End Date. This displays the end date of the amendment (for children who have amendments) or the Period End Date (for children without amendments).
Adding an end date to a child record will automatically add the same date to the end date used for apportionment calculation, which is visible when Show Cancelled is selected. If there are two or more rows, the end date will update the row with a Period Start Date before the end date and Period End Date after the end date. Any rows with Period Start Date occurring after the end date will be deleted.If there is only one row and its Period Start Date occurs after the specified end date, the row will not be deleted and a message will be displayed.
- Stretched OfferStretched Offer
A Stretched Offer (lookup table 1178) can be selected from the drop-down to be recorded for the child for this Period. If a child record does not exist for the selected period, the drop-down is disabled.
If a stretched offer has been selected and saved for a child at this service, it cannot be removed from the funded service record.
- Previous Period Hours and Previous Period Total HoursPrevious Period Hours and Previous Period Total Hours
The child’s Previous Period Hours and Previous Period Total Hours are displayed.
- Interim Weeks PeriodInterim Weeks Period
Defaults to number of interim weeks for the selected period as defined in Early Years Setup | Payment Parameters. It is editable unless an interim payment has already been generated for this term.
- Universal Interim Hours WeekUniversal Interim Hours Week
This column can only be selected if the Local Authority makes interim payments by child (as recorded in Focus | Early Years Setup | Define Early Years Terms).
It displays the number of interim hours per week for each child at the selected Service for the selected Period. It is calculated as Interim Hours Period divided by Interim Weeks Period. This field is editable unless an interim payment has already been generated for this period. If the interim hours entered exceed the cap specified on the Payment Period Definition Detail screen, they are reduced to the maximum capped value when you click out of the field. If the child is eligible for extended childcare and the payment limits are exceeded, the Extended Interim Hours Week are updated with the remaining hours. - Universal Interim Hours PeriodUniversal Interim Hours Period
This column can only be selected if the Local Authority makes interim payments by child (as recorded in Focus | Early Years Setup | Define Early Years Terms).
It displays the number of interim hours per period for each child at the selected Service for the selected Period. This field is calculated as Interim Weeks Period multiplied by Interim Hours Week. This field is editable unless an interim payment has already been generated for this period. If the interim hours entered exceed the cap specified on the Payment Period Definition Detail screen, they are reduced to the maximum capped value when you click out of the field. If the child is eligible for extended childcare and the payment limits are exceeded, the Extended Interim Hours Period are updated with the remaining hours. - Extended Interim Hours WeekExtended Interim Hours Week
This column can only be selected if the Local Authority makes interim payments by child (as recorded in Focus | Early Years Setup | Define Early Years Terms) and if the Extended Hours Eligibility check box is selected (ticked).
It displays the number of extended interim hours per week for each child at the selected Service for the selected Period. This field is editable unless an interim payment has already been generated for this period. If the interim hours entered exceed the cap specified on the Payment Period Definition Detail screen, they are reduced to the maximum capped value when you click out of the field. - Extended Interim Hours PeriodExtended Interim Hours Period
This column can only be selected if the Local Authority makes interim payments by child (as recorded in Focus | Early Years Setup | Define Early Years Terms) and if the Extended Hours Eligibility check box is selected (ticked).
It displays the number of extended interim hours per period for each child at the selected Service for the selected Period. This field is editable unless an interim payment has already been generated for this period. If the interim hours entered exceed the cap specified on the Payment Period Definition Detail screen, they are reduced to the maximum capped value when you click out of the field. - Actual Weeks PeriodActual Weeks Period
This column displays the actual number of weeks for each child at the selected Service for the selected Period. It defaults to the value defined in Early Years Setup | Payment Parameters. It is editable unless an actual payment has already been authorised for this period.
- Actual Hours WeekActual Hours Week
This column displays the number of actual hours per week for each child at the selected Service for the selected Period. If Actual Hours Period is entered, this field is calculated as Actual Hours Period divided by Actual Weeks Period. It is editable unless an actual payment has already been generated or authorised for this period.
- Actual Hours PeriodActual Hours Period
This column displays the number of actual hours for each child at the selected Service for the selected Period. If Actual Hours Week is entered, this field is calculated as Actual Weeks Period multiplied by Actual Hours Week. It is editable unless an actual payment has already been generated or authorised for this period.
- Pay Hours WeekPay Hours Week
This column displays the number of payable hours per week for each child at the selected Service for the selected Period. It defaults to the value in Actual Hours Week and cannot be greater. The field is calculated as Pay Hours Period divided by Actual Weeks Period and is automatically re-calculated if either value is changed. This field is editable unless an actual payment has already been generated or authorised for this period. It must not exceed the payment limit for the child’s age group (based on the age of the child on the Age Calculation Date).
Any payment limits held against the service (entered in Payment Parameters) take precedence over generic limits entered on the Payment Period Definition Detail panel.
- Pay Hours PeriodPay Hours Period
This column displays the number of payable hours per period for the child at the selected service for the selected period. It defaults to the value in Actual Hours Period and cannot be greater. If Pay Hours Week is updated, this field is re-calculated as Actual Weeks Term multiplied by Pay Hours Week. It is editable unless an actual payment has already been generated or authorised for this period. It must not exceed the payment limit for the child’s age group (based on the age of the child on the Age Calculation Date).
Any payment limits held against the service (entered in Payment Parameters) take precedence over generic limits entered on the Payment Period Definition Detail panel.
- Pay Total AmountPay Total Amount
The total amount to be paid for the child at this service for the selected period. The field is not editable. It is automatically calculated as (Pay Hours Period x Hourly Rate) + SFF Spot.
Hourly Rate defaults to the rate defined in Early Years Setup | Payment Parameters where it is calculated as Hourly Base Rate plus SFF Amount for the Age Group and Term.
Check the Show Rates checkbox to see the Payment rates for individual children and, optionally, update them. - Universal Yearly EntitlementUniversal Yearly Entitlement
The universal annual funding entitlement for a child is currently 570 hours. It can be changed to another value between 0 and 9999. If it is changed, the new value applies to every funding period within the child’s funded year.
If the child attends more than one funded service with the same funding period and Funded Year Start Date, the Yearly Entitlement and Hours Remaining are updated for all funded services that they attend. - Universal Hours RemainingUniversal Hours Remaining
This field is read-only and displays the number of universal funded hours that a child has remaining in their funding year. This field displays a negative value if the number of paid hours claimed is greater than the existing Hours Remaining and Allow Payments with Negative Amounts is selected on the Payment Setup Options page. It takes into account whether the child is attending another funded service within this funded year. A child is currently entitled to 570 universal hours in total for their funding year (their Universal Yearly Entitlement). If the child’s Yearly Entitlement is changed, the Hours Remaining is also updated.
While you are viewing the child at this funded service, if the Pay Hours Period is changed for the same child at a different funded service in their funding year, you are prompted to refresh the page by clicking the Refresh button. After refreshing the page, Universal Hours Remaining is updated.
This field is displayed as NE (Not Eligible) if the child is not eligible for funding in the selected Payment Period.
- Universal Unpaid HoursUniversal Unpaid Hours
This field displays the difference between the number of universal hours being claimed and the number being funded. The field is hidden by default. Click the Show/Hide Columns button and select the check box adjacent to Unpaid Hours to view the field.
It displays a non-zero value if Cap Payments Negative Hours Remaining is selected on the Payment Setup Options page and a payment greater than the Hours Remaining is attempted. - Extended Yearly EntitlementExtended Yearly Entitlement
This is set to the same value as Universal Yearly Entitlement. It is displayed for all children regardless of whether they are eligible for extended hours or not. It can be changed to another value between 0 and 9999. If it is changed, the new value applies to every funding period within the child’s funded year.
- Extended Hours RemainingExtended Hours Remaining
This field is read-only and displays the number of extended hours that a child has remaining in their funding year. It is displayed for all children regardless of whether they are eligible for extended hours or not.
- Extended Unpaid HoursExtended Unpaid Hours
This field displays the difference between the number of extended hours being claimed and the number being funded.
- Funded Year Start DateFunded Year Start Date
The Funded Year Start Date is the date that the child’s funding year starts. It is only displayed for children whose funding year starts on or after 01/09/2012. It is calculated based on their Date of Birth and the Payment Period dates. A child’s funding year begins in the first payment period that the child becomes eligible for funding and is reset at the start of each following 12 month period.
If the child is not eligible for funding for the selected Payment Period, this field is blank. - Apportionment RequiredApportionment Required
If the child is attending more than one funded service this check box indicates if this child requires apportionment. This checkbox is automatically selected to display a tick if actual amounts entered exceed the payment limits defined in Early Years Setup | Define Early Years Payment Period or, for the individual funded service, in Early Years Setup | Define Payment Parameters.
- Other Provider/ServicesOther Provider/Services
The number of other funded sercies that the child is registered with. If this is greater than 0 but Apportionment Required is not ticked, the Other Provider/Services button will be enabled. Clicking this button will display details of all the funded services the child attends.
- StatusStatus
The status of the Payment for this Term at this Provider:
- GEN1 (an Interim payment has been generated).
- AUTH1 (an Interim payment has been authorised).
- GEN2 (an Actual payment has been generated).
- AUTH2 (an Actual payment has been authorised).
- MemoMemo
The Memo column displays a Memo icon, which when clicked opens a Memo dialog to enter optional additional information for this Child. If a Memo has been recorded the icon will be displayed as red.
- TYOFTYOF
If the child is eligible for two year-old funding, the TYOF Eligibility check box is automatically selected (ticked). If recorded, the TYOF Effective date and TYOF Reference are displayed.
- EYPP FundingEYPP Funding
If the child is eligible for Early Years Pupil Premium, the EYPP Funding check box is automatically selected (ticked).
- Disability Access FundDisability Access Fund
If the child is eligible for the Disability Access Fund (DAF), the DAF Eligible check box is automatically selected (ticked) and the DAF Approval Date displays the date that the application was approved. DAF Status is set to GEN if the payment has been generated and AUTH if the payment has been authorised. DAF Paid On is the date the payment was made.
- Extended Hours EligibilityExtended Hours Eligibility
If the child is eligible to receive extended childcare for one or more days in the selected period, the Extended Hours Eligibility check box is automatically selected.
Total Number of Children listed at the Service is a count of the number of children at the service for the selected period.
Total Number of Children currently at the Service is a count of the children who have hours recorded against them for this period, whether interim or actual.
The Parameters link gives direct access to the Payment Parameters for this funded service. Clicking on this link enables you to view and change parameter values for this funded service.
When a child is selected the Student Details link is available to view the child’s Person Details.
Payments are generated via the route Focus | Early Years | Generate Payments. It is possible to view Payment Details against an individual funded service using the Payment Details Link.
- Adding a Child to a Funded ServiceAdding a Child to a Funded Service
Click the Add Child button to display the EY Child Enquiry dialog. This enables you to add a child manually to a funded service and creates a School History record for the child.
If the child who is added to a funded service is already recorded against a different funded service and the Yearly Entitlement differs between the two services, the Yearly Cap Apportionment dialog is displayed. This dialog displays the Student Details and a Cap Apportionment panel with a row for each of their funded services. Change the Yearly Cap so that the values for each service are the same. Click the Save button to update the child level Yearly Entitlement for their funded year and to recalculate their Hours Remaining. The service level Yearly Entitlement is not affected.
You can remove a child’s record from the Children Summary if Status is blank. Highlight the record and click Remove Child.
- Adding a New Attendance LineAdding a New Attendance Line
A child can have multiple attendance lines in a term. If a child’s attendance changes during the payment period, a new attendance line can be added. The start and end dates cannot overlap.
Select the child record and click the Copy Child button to create a new attendance line. Edit the Start Date and End Date for the attendance lines so that they do not overlap. Enter the remaining attendance information for the child. - AmendmentsAmendments
The Amendment button is available after final payments have been made for a period at a Provider (indicated by a Status of Auth2). Click on this button to open the Amendment Dialog. This dialog enables a new row to be added. The original row will be updated to Cancelled.
Amendment Dialog
This dialog is opened when the Amendment button is clicked on the Funded Service page. This button is only enabled when the child’s status is AUTH2 (an Actual payment has been authorised). It enables you to change the hours for the child. Details of the Actual and Paid Hours are displayed. This information is displayed in red and cannot be amended. To add an amendment, click the Add Row button. A new line is displayed in black. The Start and End Dates on the new row default to the Start and End Dates on the existing row. You can enter new values for Actual Hours per Period, Actual Hours per Week, Pay Hours per Period, Pay Hours per Week and Pay Total Amount.
You cannot save an amendment without adding at least one new row. If you try to save without adding a new row, the following message is displayed:
At least one row is required to save an amendmentClick the Save button to save the amended hours. The payment status of the original payment will display CANC (cancelled) and the newly added row will be shown above it. It is possible to make further amendments to the hours in the grid prior to making an adjustment.
Hours Remaining is the number of hours that the child has remaining in their funding year. When an amendment is saved, the new row automatically displays the Hours Remaining from the original row. Changes made to Pay Hours per Period or Pay Hours per Week update the Hours Remaining in all rows including the cancelled payment row.
- ApportionmentApportionment
The Apportion button is enabled after you have saved the record if any apportionment is required. This is indicated by the Apportionment Required checkbox being selected (ticked) against one or more children. Click this button to display the Apportionment dialog.
If the Apportionment Required checkbox is not ticked but Other Provider/Services is greater than 0, the button will display Other Provider/Services and will be enabled. Click this button to display details of other Providers/Services the child attends.
Apportionment Dialog
This dialog is opened when the Apportionment button is clicked on the Funded Service page.
The Student Details panel displays the Surname, Forename and Date of Birth of the child whose hours require apportionment.
The Payment Period Details panel displays the payment limits for the Period.
The Summary Panel displays the funded services that the child is attending with details of their actual and pay hours. The Pay Hours Week and Pay Hours Period are bold and highlighted if they exceed the maximum allowed. Update the Pay Hours Week or Pay Hours Period as required. When the total is less than or equal to the payment limits, the Save button is enabled.
Click the Save button.
You are advised to use ‘positive’ values when entering Payment Limits per Age Group. If ‘negative’ values are used this will impact the Generation of Payments.
Daily Hours
The information on this panel relates to the child currently highlighted on the Children panel. It is specific to this child for this period.
Enter the actual hours for this child for each day of the week. Hours should be entered for A.M. and P.M. using up to two decimal places. The Sub Totals for both A.M and P.M hours are calculated and displayed. The Total of all A.M. and P.M. hours is calculated and displayed.
Click the Save button at the top of the page to save any changes made on this page.
EY Child Enquiry
This dialog is opened when the Add Child button is clicked in the Children panel of Funded Service Details. It allows you to search for a child record to add the details to a Funded Provider.
Child Enquiry will default to search for Eligible ChildrenEligible Children.
Eligibility Dates are defined in Early Years Setup | Define Early Years Terms.
Include Underage defaults to unchecked but may be checkedchecked.
The Active check box defaults to blank so that both active and inactive records will be returned by the search. Select the Active check box to only retrieve active records.
Clicking Search will return a list of all children matching the criteria. A message is displayed at the bottom left with how many records were retrieved. To perform a new search click the Expand button to expand the Child Enquiry panel, if this has been set to Automatically Collapse.
By default, the first child in the list will be highlighted. The Providers panel gives a list of providers this child is currently attending and the terms that they are attending that provider in the year . Highlight another child in the list to display the provider information currently associated with that child.
Link to Student Details by clicking the link from the child’s Family Name.
Link to Person Details by clicking the link from the child’s Person ID.
- Using Keyboard Navigation in the Search ResultsUsing Keyboard Navigation in the Search Results
Standard keyboard navigation can be used in the Child Enquiry search results:
Keyboard Shortcut Action Up arrow or Shift + Carriage Return Navigates to row above Down arrow or Carriage Return Navigates to row below Right arrow or Tab Navigates to next cell within the row Left arrow or Shift + Tab Navigates to previous cell within a row Space bar Activates links or selects check box Alt + F4 Closes a window opened from a link on this screen (e.g. Person Details) Alt + N Launches the New Child window Alt + S Searches Alt + C Clears all search fields Alt + A Selects all items Alt + E Moves all selected rows to the Selected Children panel - Expand or Collapse the Child Enquiry panelExpand or Collapse the Child Enquiry panel
You may expand or collapse the Child Enquiry panel by clicking the Expand button.The arrows on the icon will invert appropriate to the next available action.
This may be set to Automatically Collapse. Check Automatically Collapse from the drop-down to collapse the panel after every search. To view the search panel again click on Expand.
To select one or more children to associate with the provider, select the adjacent check box and then click the Select button. Select all children by clicking the Select All button. Clear all selections by clicking the Clear All button. Selected children will be listed in the Selected Children panel. Children can be removed from the Selected Children panel by highlighting and clicking the Remove button.
Click the Apply button to add the selected children to this funded service.
Adding a child to this funded service will create a new School History record with a Start Date of the period start date and a blank End Date. Registered flag and registration type will be set as follows:
- If there are no School History records for the child, the new record will be created with a registered flag of True and a registration type of Main Reg. Base no dual.
- If there is at least one School History record for the child, the new School History record will be created for the provider’s base with a registered flag of False and a registration type of Other.