Complete Funding Process: Start to Finish

The Complete Funding Process

This guide walks you through the entire funding process from start to finish, showing how all the pieces fit together.

Phase 1: Preparation (Before the Period)

Step 1.1: Set Up the Funding Period

Who: Head Office

1. Go to Admin > Funding Periods
2. Create the new period (e.g., 'Spring 2025')
3. Set the start date, end date, and deadline
4. Configure submission requirements (Legal ID, Medical Info)
5. Select the agreement template

Step 1.2: Ensure Children Are Registered

Who: Nursery Staff

1. Register any new children (Children > Add Child)
2. Update existing children's details if needed
3. Set up attendance patterns
4. Link parents/guardians to children
5. Configure funding information (funding type, eligibility)

Step 1.3: Verify Parent Contact Details

Who: Nursery Staff

1. Check email addresses are correct
2. Check mobile numbers for SMS notifications
3. Update any outdated contact information

Phase 2: Creating Submissions

Step 2.1: Create Funding Submissions

Who: Nursery Staff or Manager

1. Go to Submissions > Create Submission
2. Select the funding period
3. Select the child (or multiple children for bulk creation)
4. Review pre-filled information
5. Save as Draft

Step 2.2: Review and Send to Parents

Who: Nursery Staff or Manager

1. Open the draft submission
2. Review all details are correct
3. Click 'Send to Parent'
4. Confirm the notification method (Email/SMS)
5. Parent receives link to complete declaration

Phase 3: Parent Completion

Step 3.1: Parent Receives Notification

Who: Parent

1. Receives email/SMS with unique link
2. Clicks link to access the Parent Portal
3. Creates account (first time) or logs in

Step 3.2: Parent Completes Declaration

Who: Parent

1. Reviews child's information
2. Views and acknowledges the funding agreement
3. Provides medical information (if required)
4. Uploads legal ID document (if required)
5. Enters personal details and address
6. Enters eligibility codes (30-hour or 2YO if applicable)
7. Signs electronically
8. Submits the declaration

Phase 4: Staff Review

Step 4.1: Review Parent Submission

Who: Nursery Manager

1. Submission appears in 'Awaiting Review' list
2. Open and review all submitted information
3. Check eligibility codes are valid
4. Verify legal ID document (if provided)
5. Review medical information

Step 4.2: Verify Eligibility Codes

Who: Nursery Manager

1. Access your Local Authority's Provider Portal
2. Enter the 30-hour code and parent's NI number
3. Verify the code is valid and not expired
4. Return to the submission and mark as verified
5. Optionally upload evidence (screenshot)
6. Repeat for 2-year-old codes if applicable

Step 4.3: Approve or Reject

Who: Nursery Manager

• Approve - If all information is correct and codes verified
• Reject - If corrections are needed (parent will be notified to resubmit)

Phase 5: Export and Local Authority Submission

Step 5.1: Final Validation

Who: Nursery Manager or Head Office

1. Review the Reports Dashboard
2. Check all submissions are approved
3. Identify any outstanding items

Step 5.2: Export Data

Who: Head Office

1. Go to Reports
2. Select the funding period
3. Click 'Export Claim Matrix' (Excel)
4. Review the exported data

Step 5.3: Submit to Local Authority

Who: Head Office

1. Log into your Local Authority portal
2. Upload the export file (or manually enter if required)
3. Confirm submission to LA
4. Return to the portal and mark submissions as 'Exported'

Step 5.4: Download Signed Agreements

Who: Head Office or Nursery Manager

1. Go to Submissions > Bulk Download
2. Select the funding period
3. Download ZIP file of all signed PDFs
4. Store securely for audit purposes

Timeline Summary