It's really easy for clients to move their Childcare Voucher (CCV) scheme from another provider to RG Childcare. The ability to transfer CCV schemes from one provider to another is unaffected by the 2018 tax changes, meaning our clients will be able to change providers at any time.
Transferring to RG is really simple, but there are certain details we need in advance. We plan our transfers around the date that the employer would like their employees to receive their first Childcare Voucher payment from Reward Gateway.
RG Childcare accounts are processed through our Reward Manager system, using our Migrating Accounts tool. This allows us to securely register the details of parents and create their RG Childcare account ready to start receiving contributions.
There are three stages to the transfer process:
Stage 1: Agreeing dates and numbers
First and foremost, the transfer and start dates need to be agreed between the client and the RG team. They'll also need to discuss with us the number of employees due to transfer to RG Childcare, and decide which month these employees will receive their first voucher payment.
To make this as simple as possible, we provide the client with two documents that they need to complete and return to our Client Support or Implementation teams. The first is the Payroll Date Sheet, which establishes the monthly schedule that they would like us to stick to. The other document, the CCV Transfer filet, asks for all the information we need to create the employee accounts.
We will also discuss our Auto-Approve Childcare Voucher technology with the client. This completely removes all administration from the product and makes it entirely automatic.
During this time, we ask that the client to let their employees know that they will be changing providers and that we'll contact them soon to collect any additional information we might need.
Stage 2: Account creation and data transfer
During Stage 2, we’ll create accounts for each of the employees using the information supplied on the CCV Transfer file.
Once we’ve created the accounts we’ll reach out to employees and let them know that they’ll need to complete a couple of small tasks in order to finalise the process. We will always seek approval on content from the client before sending this to employees.
If agreed upon with the previous provider, the employees' Childcare vouchers balances can be transferred to our platform when the new account is created. The client will need to provide a list of employees and their corresponding balances to us, as well as send the total amount that is to be transferred to our bank account. Once received, our Implementation team can process the transfer.
We prefer that some of the more sensitive data, such as children’s details, should be filled in directly by the employee. Information on carers can also be added at this stage. The process of adding a carer is very straightforward, and employees can either search our system for a carer or add details of a new carer, who we will then register for them. When possible, we will always set a date for tasks to be completed by, and these will be in line with the dates chosen in the Payroll Date Sheet.
As the launch date approaches, we will do an audit of the process so far. Employee accounts will be checked to ensure all details are correct, and that the correct voucher amount is specified. We’ll also make sure that all employees are included in the correct payroll group to ensure they are ready to receive vouchers on the correct date.
Stage 3: Communication to employees
About 7 to 10 working days before the first vouchers are due to be distributed, we will send a final communication to all employees who are due to transfer. This will confirm that their accounts have been processed to completion and that they can expect to receive their first voucher payment on the assigned date.
If parents still have money in their old Childcare Vouchers account, they can and should keep using that credit until their pot runs out, then shift over to making payments through RG Childcare.
As with earlier communications, we will always ask the client to approve the message before we send it out.
Whilst we always endeavour to make the process of transferring to RG Childcare as quick as possible, the time taken will be determined by the number of employees being transferred. Please allow sufficient time for the setup based on these guidelines:
0 - 25 transferees: 2 - 3 weeks
26 -50 transferees: 2 - 6 weeks
51 -100 transferees: 3 - 8 weeks
100+ transferees: 6 - 10 weeks