Childcare - Basic Earnings Assessments for Clients on Auto-approval (for UK only)

Introduction

Clients who use Childcare on auto-approval have the option to update their employees' earnings caps on our platform automatically. The process described below is not available for clients on post-approval. 

How Does it Work?

In order to accurately update the earnings cap for each employee on the scheme, our system needs to have their annual salary and either their Tax code or Personal allowance uploaded. 

At the beginning of every tax year, clients will have to schedule their auto-assessments for a date of their choosing. A reminder email (15. RG Childcare - Your BEA task is still waiting to be confirmed) will be sent to everyone who hasn't scheduled their auto-assessment task by 10th March. The task will not run until the administrator schedules it; therefore the task will remain pending.

Once scheduled, clients have the obligation to upload the necessary information via the standard member upload before the scheduled date. 

If needed, the auto-assessment date can be rescheduled at any time if it hasn't passed already. Once the date passes, the assessment will run, and the task will be closed. 

How to Schedule the Earnings Assessment Task

To change the date, head into Reward Manager and navigate to the SPChildcare tab on the main menu. Click Administer.

Once on the Schemes list, click View on your scheme.

This will bring you to your Childcare interface and you will then have to navigate to the Earnings Assessment section:

Clicking the Change BEA recalculation date button will redirect you to your list of payrolls and their status. 

The status of each payroll will be displayed here, and any unscheduled payrolls will be highlighted. The payroll on the screenshot above already has a scheduled assessment and is marked as confirmed. 

All payrolls will have to be scheduled separately so keep that in mind when changing the dates. 

To update the date, click Edit.

This will reveal the calendar with the current selection. From here, the date can be rescheduled by selecting a new one and clicking Save.

Can Clients on Auto-approval Manually Assess Their Employees?

Yes, clients on auto-approval can switch to manual Basic Earnings Assessments if they wish. They should contact Reward Gateway | Edenred and the option can be enabled for them.

The option is located within the SmartPay dashboard. 

The internal administrator will navigate to Products, click Manage on Childcare and navigate to the advanced settings. 

The option to turn on Manual BEA will be located just under the payment options. 

Once it has been enabled, the manual assessments interface will be accessible in the SPChildcare tab in Reward Manager and can be completed employee by employee or using Bulk approval.