RG Childcare: The administrator's journey for UK only

1. Set up payrolls

The client's HR Team confirms the dates that make up their payroll periods. Parents will then receive the vouchers in their account on their payday.

2. Process applications

At the end of each payroll period, applications must be processed and approved or rejected. 

3. Deductions

Once HR approves the applications, the system will create a deduction report. The Payroll Team can then use the reports to reduce each parent's gross salary by their chosen amount.

4. Invoicing

Reward Gateway will issue an invoice for the value of the requested vouchers plus the agreed admin fee. Vouchers won't be paid into parent's accounts until the client has paid the invoice unless they're using Direct Debit.

5. Annual rechecks

Each April, the client's HR Team must recheck all parents' Basic Earnings Assessments against their current salary and that year's tax thresholds. We recommend using additional resources as this can take some time, especially for larger companies.

2018 and beyond

Since October 2018, only those using the scheme at that time have been able to continue to receive Childcare Vouchers. RG Childcare will take care of eligibility checks for existing parents, but companies must track anyone who they know they are leaving RG Childcare to join Tax-Free Childcare. These parents cannot be allowed to restart their Childcare Voucher contributions at a later date.