PROGRAMMES IMPLEMENTATION PLATFORM (PIP) Community Childcare Subvention 2015/2016 HOW TO GUIDE

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1 PROGRAMMES IMPLEMENTATION PLATFORM (PIP) Community Childcare Subvention 2015/2016 HOW TO GUIDE Release Date 11/01/2016 1

2 Contents 1. Logging-in to the PIP Portal How to log-in to the PIP Portal Forgot Password / Username How to log-in to the PIP Portal from the Pobal Homepage Navigating the PIP Portal PIP Announcements PIP FAQ & How to Guides My Services Section How to Navigate the PIP Portal Service Details Create Child Registration Registration Details Screen Navigate to Programme Page FPP Programme Funding Summary View All - FPP Programme Funding Summary Published FPPs Early Years Capital 2015 Applications Early Years Capital 2015 Expenditure Reporting Community Childcare Subvention (CCS) Registering a child on the CCS Programme New Features on CCS Form CCS Eligibility

3 4.4 How to complete a CCS Registration on PIP Opening a Child Registration Form Completing the Form Important Notice Reprinting the Parental Declaration Form Registration Requests How to submit a Registration Request on PIP How to submit a Change to a Child Registration/Edit Registration on PIP CCS Band Approval and Appeals Process Appealing a CCS Band Eligibility Decision Appendix 1: PIP Frequently Asked Questions

4 1. Logging-in to the PIP Portal 1.1 How to log-in to the PIP Portal In order to access the PIP Portal a service provider must first log-in on the Pobal website. Click the Sign in in the top right corner. 4

5 The following screen will appear: Enter your username and password, as issued by Pobal, in the Portal Users Sign In section. For security purposes you should change the password to your own chosen password when you log in for the first time and should keep this password secure. The password should never be shared. A password can be changed as follows: 1. Log-in to the PIP Portal with the username and password issued by Pobal 2. Select your username at the top right hand side of the screen 3. Select Change Password 5

6 1.2 Forgot Password / Username If you have forgotten your password or your username you can use the 'Forgot Password' button to reset your password or check your username. On the next page enter the registered address for the user and the code and click send password. You will receive an which contains your username and a link to reset your password. 6

7 1.3 How to log-in to the PIP Portal from the Pobal Homepage You can navigate to the PIP portal from the Pobal website home page. Please do not log in to the PIP portal from the Sign In button on the top right hand side of the screen as this will not log you into PIP. You will receive an error message telling you the system does not recognize your username. Do not sign in here. 7

8 2. Navigating the PIP Portal Once logged-in, the PIP Homepage for the service will appear. The homepage provides the service with access to PIP announcements, resources, information and PIP Support details. Each of the facilities for a service provider/organisation will be listed here under the orange bar My Services. The Tax Clearance Expiry date is also shown under My Services 2.1 PIP Announcements Navigate to this section to find the latest announcements that have been made in relation to PIP. These announcements will match those which have also been made on the PIP Home Page. 2.2 PIP FAQ & How to Guides This section contains current FAQs, How to Guides and Programme Supports and Resources. Documents are saved by content type, with English and Irish versions available. 2.3 My Services Section To manage the individual facilities registration forms and payment details navigate to the My Services section and click on the View details for the relevant facility. *Find handy tool tips on the Portal & Forms by hovering the cursor over fields 2.4 How to Navigate the PIP Portal To manage the individual facilities registration forms and payment details, simply click View details for the relevant facility. That individual facility s PIP Dashboard with Registration Details Screen will appear. Please note that the layout of the Service Portal has been updated in order to provide an enhanced experience for users. 8

9 2.5 Service Details This section shows the basic service details such as the name and DCYA reference number. The expiry date of the service s Tax Clearance Certificate (TCC) is also shown. A coloured flag is also presented to indicate the status of the TCC. Green indicates the TCC is in date; Amber indicates the TCC will expire within the month and Red indicates the TCC has expired. *When the TCC has expired no payments can be made and the Payment Status under Programme Funding Summary will show as Onhold. 2.6 Create Child Registration The links to PIP Child Registration Forms, for the DCYA Early Years Programmes under which a service is in-contract, can be found in this section. By clicking on the relevant programme an individual PIP Child Registration Form opens. For further details on the registration process, please consult the How To registration guides for the various programmes found on the PIP Portal or on the PIP Homepage. 9

10 2.7 Registration Details Screen To assist with navigation through the registration detail screens, key information has been split out into the following tabs: 1. Registrations: This tab contains details of all child registrations made by a particular service. Critical information displayed on the tab includes: Field Name Description Portal Registration ID Field contains a unique ID which is automatically assigned by the PIP system to each registration Child Name Field contains the name of the child Programme This is the programme into which the child has been registered. To filter to 2015 programme call please see Filtering by Column below. Status Field contains the approval status of each registration. Possible values include: Submitted - The registration is transferring to PIP. Provisional - The registration is awaiting review. Approved - The registration is approved. Declined - The registration has been declined. Please review the status comment field to ascertain why a registration was declined. Request Displays any follow up request made against a registration Value Field contains the calculated value of the registration. Please ensure Status Comment Field contains comments from PIP Support Team which should be reviewed and acted upon by the Service Provider Last Modified Field contains the date on which the registration was last modified 10

11 To edit a registration, click on the Portal ID registration and click edit registration in the subsequent screen. To view the start and end dates of a child's registrations, please hover over the name Filtering by Columns: To aid in the viewing of registration details each respective column can be filtered and sorted e.g. filter to 2015 Programme; filter by approval status etc. To complete either of these tasks, hover over on the relevant column and select from the various options The maximum number of records that can be displayed at any one time is 30. To view subsequent registrations click on the black arrow at the bottom of the page. 11

12 2. Requests and Appeals: This tab contains details of all child registrations made by a particular service. Critical information displayed on the tab includes: Field Name Description Registration Request Field the type of registration request which has been submitted Registration ID Field contains the Portal ID to which the request is associated with Child Name Field relates to the child's name Programme Call Relates to the programme call under which the registration was submitted Status Displays the status of the registration request. The possible values are: Open - The registration request is still in review Completed - The request has been reviewed and marked as complete Last Change Date Displays the date on which the last change to the registration request was made Created Date Contains the date on which the registration request was created Answered Displays whether a registration request has been answered or not. If the registration request has been answered then a Green tick will be displayed in the field. Description Contains the comments which were entered by the service provider when raising the registration request Response Contains the response from the PIP Support Team Click on the Registration ID field to open up the registration in order to view it in greater detail The maximum number of records that can be displayed at any one time is 30. To view subsequent registrations click on the black arrow at the bottom of the page. 3. Allocations: This tab contains details pertaining to registration details for the registrations: 12

13 Field Name Description Registration ID Field contains the Portal ID to which the request is associated with Allocation Displays the allocation type Start Date Displays the start date per allocation End Date Contains the end date per allocation Payable Weeks Presents the No. of payable weeks per allocation Status Displays the status of each allocation Submitted - The allocation is transferring to PIP Provisional - The allocation is awaiting review Approved - The allocation is approved Declined - The allocation has been declined. Please review the status comment field in the registration tab to ascertain why Allocation Contains the value of the allocation CCS Band Contains the Approved CCS Band 1 Days per Week Displays No. of days per week on allocation Is Higher Cap Displays whether an allocation is higher cap (ECCE Only) The maximum number of records that can be displayed at any one time is 30. To view subsequent registrations click on the black arrow at the bottom of the page. 1 Please note that this field is only relevant for CCS Registrations. A date for the announcement of CCS Bands will be publicised at a later date. 13

14 4. CCS Bands: This tab contains details pertaining to CCS registration details: Field Name Description Registration ID Field contains the Portal ID to which the request is associated with Child Name Displays child s name Programme Displays the relevant programme year Status Displays the status of each allocation Submitted - The allocation is transferring to PIP Provisional - The allocation is awaiting review Approved - The allocation is approved Declined - The allocation has been declined. Please review the status comment field in the registration tab to ascertain why Value Contains the value of the provisional or approved registration. This should be viewed in conjunction with the status column Provisional CCS Band Presents the band which has been applied for by the service provider Approved CCS Band Contains the approved CCS band value Review Band Displays the band which is set after a review on a band has been carried out Review Type Contains the type of review which has been conducted Appeal DB Review Adjustment Review Band effective Presents the date from which the review band will be from effective from Status Comment Contains any comment from Pobal/DCYA to service provider Last Change Date Displays the date that the registration was last changed on The maximum number of records that can be displayed at any one time is 30. To view subsequent registrations click on the black arrow at the bottom of the page. 14

15 3. Navigate to Programme Page To manage the Fee Payment Policy documents, click on the Programme tab on the ribbon This will display to the portal page from where FPP templates can be accessed and from which FPPs and associated documents can be submitted to CCCs. For further information please consult the FPP How To guide. 15

16 3.1 FPP Programme Funding Summary This section presents a summary of the individual DCYA Early Years Programmes for which the service has been issued a contract by the DCYA Programme Status indicates if the service is in-contract with the DCYA. This status should be Active to enable a service to register children. If the status in Inactive, then it means the contract has not been countersigned and/or the service is not participating in the programme for this academic year. Approved Funding indicates the total actual funding that has been approved based on child registrations in the individual programmes. Payments to Date indicates the actual payments that have been made to date (including any Preliminary Payments received). When a service logs-in to register children for the first time, this column will show any Preliminary Payments already made in advance of registrations. Balance to Pay shows the balance of funding left to be paid (Approved Funding less Payments to Date). When a service logs-in to register children for the first time, this column will show a negative amount (as no children have yet been registered and approved). Once children are registered the negative balance will reduce and should move to a positive figure. Payment Status indicates the payment situation i.e. if payments to the service provider are Normal or On hold. If the payment status is On hold this may be due to circumstances such as an expired Tax Clearance Certificate. Registrations can still be made if the Payment status is On hold, but no payments can occur. Provisional Budget shows the funding that has been calculated based on the child registrations made but are still pending approval. FPP allows you to submit new FPPs to the CCC for review. Once a New FPP has been submitted this view will change to 'edit' - this allows for the resubmission of revised FPPs which have either been rejected by the CCC following review or where an amendment is required to an approved FPP during in the year. FPP Status displays the status of your FPP submission. They are five categories within this field: Displayed Status Category Comment 1. Blank An FPP has not been submitted yet 2. In Progress The FPP has been saved as a draft by Service Provider 3. Submitted The FPP has been submitted to PIP* 4. In Review The FPP is under review by the CCC* 5. Approved The CCC has reviewed and approved the FPP 6. Rejected The CCC has reviewed and rejected the FPP * Please note that FPP documents will have an in review status for a while as CCCs manage the FPP review and approval process. 16

17 For each of your contracts across the programmes within which your service was active in 2014, a new contract has been provisionally created for 2015/2016. In order to indicate that you will be re-entering the programme call for 2015/2016 and to activate this contract, you must submit a FPP before the 31 st July Contracts are displayed within their relevant year, with user having the ability to collapse and expand the relevant year. 3.2 View All - FPP Programme Funding Summary To collapse a year in order to hide the contracts click on the - icon The contracts will in turn be hidden from view 17

18 3.3 Published FPPs After an FPP has been approved by a CCC, a stamped copy of the FPP will be available for printing in this section. FPPs will be grouped in programme order. For further information on the FPP process please consult the FPP How To guide. 3.4 Early Years Capital 2015 Applications If the service has applied for Early Years Capital 2015 funding, the relevant application(s) will be displayed here. 3.5 Early Years Capital 2015 Expenditure Reporting If the service has applied for Early Years Capital 2015 funding, the relevant expenditure reporting forms will be displayed here. 18

19 4. Community Childcare Subvention (CCS) The CCS Programme covers the academic year, starting on 24 th August 2015 and finishing o 19 th August The only age requirement is that a child must be born on or after 1 September 2000 i.e. be aged under-15 years on 1 September The parent/guardian or child must meet the eligibility criteria of the CCS Programme, where the child is registered in the service across the CCS Snap-Shot Week (5 th 9 th October 2015). CCS Programme Eligibility Criteria and subvention Band rates can be found on the DCYA Programme Information and FAQ Guide on the PIP Homepage 4.1 Registering a child on the CCS Programme There are two types of Registrations on the CCS Programme: 1. CCS Registration: this is a CCS Registration submitted during the CCS Registration window covering the CCS snap-shot week. This CCS Registration will be processed for verification or eligibility and Band Approval. a. PPSN Validation b. Already Registered c. Other d. TEC Release 2. CCS Not-Funded Registration: this is any CCS Registration submitted outside of the CCS snap-shot week. This applies to when the child would otherwise have been eligible for CCS but was not in attendance at the service during the snapshot week and no valid request for exemption is made. This registration is submitted for data purposes and can also be used by the service provider as a replacement child in the event that a child who qualifies for CCS leaves the service but the funding is not released. Please Note: Services do not have to apply in PIP for a replacement child place, it is sufficient to just register children as CCS Not Funded. The CCS Not-Funded Registration form opens after the CCS Eligibility window closes. Exemptions for funding can be requested through this form for the following reasons: a. Late Entrant Appeal b. TEC Exemption c. 0-12mth Exemption d. Maternity Leave Exemption 19

20 4.2 New Features on CCS Form 1. Parental Declaration forms available in Irish The Parent Declaration form is now available in both English and Irish. 2. Registration Cancellation Service Providers can now cancel registrations were incorrect information has been submitted. Once an incorrect registration has been cancelled, services are free to complete a new registration for that child. 3. Parent Date of Birth Please note that for CCS 2015/2016, a parent s date of birth is now also required to be submitted on the CCS Form. 4. TEC Release A new Registration Request "TEC Release" is available. This option is for those children who were registered for CCS before the CCS Snap-shot week but who left to join the TEC Programme in the same service. i.e. CCS to TEC and back to CCS (no gap in childcare can apply) 4.3 CCS Eligibility The eligibility of each child registered for the CCS programme will be verified by reference to Parent and the Child s Irish Personal Public Services Number PPSN and/or Verification Letter and accompanying evidence, where applicable. The Child s Date of Birth will also be used for eligibility purposes. Eligibility is verified by submitting details for checking against the Department of Social Protection and Health Service Executive records (for medical cards). It is in the interest of service providers to request proof of Parent s PPSN and that it matches the name of the Parent requesting the subvention. Proof of the child s date of birth (birth certificate) and Irish PPSN is also important, as any errors in these details at the child registration stage will result in payments being delayed. Proof of an Irish PPSN can take the form of a copy of an official document or card showing the child s name and Irish PPSN, e.g. a Drug Payment Scheme card, a Medical Card, or a letter from the Department of Social Protection. Documents of proof can be scanned and attached to the registration form in PIP and the original returned the parent/guardian. 4.4 How to complete a CCS Registration on PIP The following information is required for completing the CCS Child Registration: 1. Parent Details a. Parent First Name and Last Name b. Parent Date of Birth c. Parent PPSN 20

21 **Please Note: To improve PPSN validation on PIP please ensure accurate: a) Parent s name matching the Parent s PPSN that is being used to claim subvention b) Name Spelling (exactly as per PPSN registration or Deed Poll) and Date of Birth c) Irish Personal Public Services Number (PPSN) can be found on documentation regarding claim to Child Benefit, or by contacting the Department of Social Protection. 2. Child Details a. Child First Name and Last Name b. Gender c. Child Date of Birth d. Child PPSN ** Please see note above. 3. Childcare Start and End Dates of attendance for the child (attendance roll books must be kept). 4. Number of weeks service is closed, as relevant to the type of childcare place (as service calendar) 5. CCS Verification Form and Evidence, as required 4.5 Opening a Child Registration Form Click on CCS 2015 under the Create Child Registration section on the right-hand side of your Registration details screen and the CCS Registration form will open. When the registration form is opened, the STATUS (see top right hand side) will be IN PROGRESS, which means it is being completed by the service provider and has not yet been submitted. The Registration ID will remain blank until the form is saved and/or submitted. The Registration ID is a unique identifying number that will replace the PPSNs and allow for the identification of the child registration in the PIP system. This number will be used, on future CCS Forms related to the child s childcare placement in the service, including all Parent 21

22 Declaration Forms. The Service Provider s facility information will be automatically populated on the form: the name of the service, the address, the DCYA reference, the name of the Programme and the start and end date of the Programme. When the form is IN PROGRESS it can be saved as a draft form at any point as information is entered, by selecting EXCEPT where any PPSN has been entered. Once the child s PPSN is entered on the form it must either be submitted or the PPSN must be removed in order to save the form as an In Progress draft. 4.6 Completing the Form CCS Snapshot Information This section of the form provides the eligibility dates (CCS snap-shot week) for which the child must be enrolled as attending in the service to qualify for CCS. The CCS Registration Form (1 as detailed in 2.1 above) will be available to be submitted during the snap-shot week and for the following week after which the form will convert to a CCS Not-Funded Registration form (2 as detailed in 2.1 above). The following message will appear on the registration form once the CCS registration window has closed: 22

23 Tip Box: Inputting Fada Signs and Accented Characters PIP Registration Forms will take names with fada signs and accented characters however these are not available for direct input using a QWERTY keyboard. Using the below listed shortcut keys, names can be typed in to a separate word document and from there copy/paste in to the name fields in the registration form on PIP. For accented vowels options are: Press Alt Gr + letter with accented character (e.g. Alt Gr + a = á) Press Ctrl +, then the vowel (e.g. ctrl + + a = á) For ü ö characters: Press Ctrl + Shift +: (nothing will appear on the screen) now type in u, o etc. to get ü, ö etc. For Ñ: Press Ctrl + ~, then the letter n (e.g. ctrl + ~ + n = ñ) 1. The first section to be completed is the Parent Information. Enter the Parent s First Name, Last Name and Date of Birth in the relevant boxes. Do not enter the PPSN until you are ready to submit the registration. After the PPSN number is entered, the form cannot be saved as IN PROGRESS it must be submitted. If you wish to save the form then you must delete the parent and child PPSN and then save. This information is automatically checked by PIP against the information held by the Department of Social Protection (DSP) and if all the details are in order the following message will appear under the PPSN box: The PPSN is Valid. The registration form can then be submitted, provided all the other fields are completed. Existing Registration ID: The option to use an existing CCS Registration ID is only available where the existing registration is from the 2015 Programme Call. Therefore, using a registration id from last year s 2014 CCS or from another programme call (e.g. ECCE, TEC) will not be allowed. 2. The next section is Child Information. Enter First Name, Last Name, Date of Birth and Gender. Do not enter the PPSN until you are ready to submit the registration. After the PPSN number is entered, the form cannot be saved as IN PROGRESS it must be submitted. If you wish to save the form then you must delete the parent and child PPSN and then save. This information is automatically checked by PIP against the information held by the Department of Social Protection (DSP) and if all the details are in order the following message will appear under the PPSN box: The PPSN is Valid. The 23

24 registration form can then be submitted, provided all the other fields are completed. Existing Registration ID: The option to use an existing CCS Registration ID is only available where the existing registration is from the 2015 Programme Call. Therefore, using a registration id from last year s 2014 CCS or from another programme call (e.g. ECCE, TEC) will not be allowed. To avoid the registration failing the PPSN checker, ensure that all the child s details are correct and confirm that the details being entered on the PIP registration correspond with the details by which the parent/child has been registered with the DSP (Name, Date of Birth and PPSN) i.e. the name by which parent/child is registered with the DSP as opposed by the name they are known by. Invalid PPSN Format In this case the format of the PPSN is incorrect and PIP is unable to validate. A registration cannot be submitted with an invalid format. A correct PPSN format has 7 numbers followed by one or two letters that are unique to those numbers. If this message appears, delete the PPSN number inputted, and save the registration as IN PROGRESS and then check the correct details with the parent. Invalid PPS Number: The PPSN format matches however the number is not found to be valid. No Match for the PPSN In this case the actual PPSN has been checked by PIP and does not match with the child s name and date of birth that has been inputted. If this message appears, delete the PPSN number inputted, and save the registration as IN PROGRESS and then check the correct details with the parent. 3. The next section is the CCS Eligibility Info, which includes a list of Eligibility criteria that cannot be verified using a PPSN. CCS eligibility is verified by using the parent/guardian (or child in the case of medical/gp card) PPSN and verifying this with the Department of Social Protection and Health Service Executive records, however, there are a number of eligibility records that may not be possible to verify using the PPSN and therefore require the submission of a CCS Verification Form and evidence of participation (letter from relevant programme etc.). From the drop out list, select the relevant eligibility type from the list, while also attaching the relevant supporting documentation for the eligibility being claimed. 24

25 The values available for selection from the drop down list are as follows and they must be supported by attaching relevant documentation. *Where a parent is participating in one of the programmes listed and the service fails to complete this section this may result in delayed CCS approval as the service provider may then be required to go through the CCS Appeals Process. Click on the click here to attach file to attach scanned verification documents. Hit Browse to navigate to the location of the scanned document Select the file and click attach If more than one document is to be attached, simply click Add Attachment. Where additional verification documents should be attached: o Click Add Eligibility Info o Select the eligibility type from the dropdown list o Attach the relevant document 25

26 *Submitting Additional Verification Documents after registration: Ideally services should attach parent verification documents at the time of completing the registration. However, in the event that it was not possible to do so prior to the CCS registration window closing, service providers can return to the provisional registration form after it has been submitted and attach verification documents but the documents must be attached by opening an Other Registration Request at bottom of form. Please use the comment field to state Additional Parent Verification Documents Attached. Please refer to Section 4.9 & 4.10 of this guide for instructions on submitting a registration request. Please Note that failure to submit documents may result in delayed CCS approval as the service provider may then be required to go through the CCS Appeals Process. 4. The next section is the CCS Sessions. Here the service Provider must complete The Proposed CCS Band (see PIP Homepage for DCYA Programme Information and FAQ guide for CCS Bands and eligibility criteria) they expect the parents to receive. Type of Place is the session(s) the child is availing of in the service during the CCS Snap-Shot Week e.g. the child is in the service part-time during the CCS snap-shot week but plans to be in the service full-time from May 2016, then the session type must be part-time. Please note that session types have now been expanded to allow for am/pm sessions to be selected. ** See note below on breakfast clubs. Childcare Start Date must be a Monday. (if the child starts on a day which is not a Monday, then please use the Monday of that week) Childcare End Date must be a Friday. (if the child leaves on a day which is not a Friday, then please use the Friday of that week) Payment End Date this is the date up to which the service is seeking payment (i.e. child is leaving the service in May 2016 however the service requires allocated CCS Subvention until service close date as per CCS Calendar). Weeks in Period will automatically calculate. 26

27 Weeks Closed during Period during period is the number of weeks the service is closed between the childcare start date and the payment end date. Please refer to your approved service calendar and see note below CCS Calendars rounding up/down. Payable Weeks will automatically calculate the number of weeks the service provider should be paid for this child.(*if the service is open for 50 weeks or more then, 52 weeks payment will be received). PLEASE CHECK THAT THEY PAYABLE WEEKS ARE WHAT YOU EXPECT BEFORE SUBMITTING. Please note that the fields highlighted in Yellow should be edited by the Service Provider to ensure that the correct start and end dates along with the Non- Payable Weeks are recorded on PIP. CCS Calendars Rounding Up/Down: Where a service is using the CCS Calendar to auto-calculate weeks open, the following rounding up/down procedure should be followed. Where a CCS Calendar calculates 0.4 (e.g. 49.4) should be rounded down. For calendars calculating 0.6 (e.g. 49.6) should be rounded up. * Services are expected to be open for 5 days per week, however, where individual days closed apply they must be counted up to consider a week (anything over 2 days closed is consider a week closed) i.e. a service must be open for 3 or more days to be considered open for a payable week. (e.g. 4 weeks closed + 8 individual days closed = 6 weeks closed or 4 weeks closed + 2 individual days closed = 4 weeks closed). Bank holidays are not considered individual days closed. CCS Calendars Outside Programme Call: CCS 2015 Programme runs from 24 th August 2015 to 19 th August PIP will not allow childcare start or end dates either side of these dates. Therefore, if a 50/52 week service does not follow the standard CCS programme dates then the payble weeks calculated on PIP may differ to that approved on CCS calendar. In such a case, please open an Other registration request and outline the actual start and end dates along with the weeks closed. CCS calendars will be checked and where required an adjustment will then be made to the service s payment to correct for this. Breakfast Clubs & Wrap Around services: ** where a child s session includes a breakfast club the duration of the breakfast club (e.g. 1hour) should be added to the duration of the afterschool session (e.g. 3hours). Where the combined hours range from 3.31hrs -5hrs complete the registration as one part-time place. Where the combined hours are 5hrs+ complete the registration as one full day place. 27

28 Add Session is where the relevant childcare session is inputted Example *1) when a child has different childcare arrangements/session i.e. split week of 3 days full-time and 2 days part-time, please add a new line for each session and complete details. * 2) in the case of a wrap-around service (breakfast club and after-school in same service) add up the hours of attendance and enter relevant session per day. Attendance levels should reflect CCS Snap-shot week ONLY. Please do not add different attendance levels to cover mid-term or summer breaks. Please Note: A Child is only eligible for CCS Subvention session for one Full- Time Equivalent (FTE) place, but may avail of a break-down of sessions in multiple CCS Services. The CCS Child Registration Form will auto fill the Total FTE allocated on CCS. This is the level of an FTE place the child has already been allocated on a CCS Programme either in this service or in another service and the value being registered for under the current Registration Form i.e. child is already registered for 2 days per week part-time in a different service and requires 2 days per week fulltime in this service. If a child is registered in 2 different services and the FTE exceeds 0.6 with a proposed BAND AJ ( capped payment of 50 per week), then the payment may be delayed while both services are contacted regarding the parent s choice of where the funding allocation applies. 28

29 Tip Box: Delete a Session Type Tip: To remove a session that has been added in error, simply hover the mouse to the left of the Type of Place field, a drop-down arrow will appear, click Ctrl + Delete remove session. Once all the mandatory data is inputted and no red dash lines show around any of the boxes, the message below will appear and the registration can now be submitted by clicking the submit button. Please allow for a response time between submitting a registration form and it reflecting on the PIP Dashboard. This response time may vary depending on time of the day and user traffic but for the most part service providers should see CCS registrations being processed quickly. When registering siblings, the 1 st child s registration must be received in to the PIP system before the 2 nd child s registration can be submitted. Please Note: When registering siblings - PIP requires that the 1 st child s registration is processed in to the system before the 2 nd child s registration will be allowed. The 1 st registration does not have to be approved, just received in to the PIP system. While this is being processed the word submitted will appear under the Request column. Once PIP has processed the 1 st registration and it is in the system, the word submitted will disappear (see screen shot below). Services can then proceed with registering the next sibling. Due to new processing requirement the registering of siblings one after another will take slightly longer. Error notices (indicated by a red dash lines around the field containing the error) will display, where there is an error in information entered, when the Submit button has been pressed. Review the data and correct the information and then submit again. 29

30 For example, above, the childcare start date is not a Monday, therefore, the form will not submit. If there is still a problem with the PPSN after checking the details, or the service provider wishes to submit a special request then the registration form can still be submitted by completing a Registration Request. For further details please see 4.9 and When the registration form has been successfully submitted the following screen will show Click Parental Declaration button that will appear on the screen. This form MUST be printed and signed by both the parent and service provider. A copy should be given to the parent and the signed CCS Parent Declaration Form must be retained in the service for inspection during Pobal compliance visits. Print the Parent Declaration Form. The Parent Declaration Form is now available to print in either Irish or English language. Before Printing, please click the language option key on the top left as required. Close form. N.B. The Parent must Sign the PIP Parental Declaration Form and be given a copy. A copy must also be kept on file also for compliance purposes. 30

31 Example of Parental Declaration in Irish: Example of Parental Declaration in English: 31

32 To Print the Parental Declaration: Click on Print Preview on the top-left of the screen when you open up the declaration. As indicated in the screen shot When the Declaration opens up, either: Click the Ctrl key and the P key at the same time, or Click the File button on the top left of the screen, scroll down to Print The following screen will appear- select number of copies and press Print Fixing Errors: Where an error has been made in a registration after it has been submitted to PIP, example: incorrect dates, incorrect session type, incorrect non-payable weeks, incorrect gender etc. services can now simply cancel the registration and submit a new one. Please see instructions under Section 5 in this guide. 4.7 Important Notice Once the service provider has the signed CCS Parental Declaration Form (with Registration ID) the original hardcopy Child Pre-Registration Form (where applicable), which shows the child s PPSN, must be returned to the parent or destroyed for data protection purposes. The PIP Parental Declaration Forms are kept on site for the purposes of compliance visits to show that the child has been registered in accordance with the parent s childcare requirements. This form is not a receipt of approval into the childcare scheme. Approval is confirmed after the Registration Form has been submitted and subsequently validated. 32

33 Once the Registration goes through, the CCS Service Provider will see an unapproved funding amount applied to the registration which is based on the information provided and the eligibility band selected by the Service Provider. This is Provisional and cannot be confirmed until the full verification process has been processed and the approved CCS Band is entered on PIP. In the case of CCS Not Funded Registrations the Status will show as submitted for a short period before being auto-set to CCS Not Funded. CCS Not Funded registrations will appear on the Dashboard as shown below: 4.8 Reprinting the Parental Declaration Form Click on the child s ID number Edit Registration Scroll to the bottom of the page and under Registration Request is the option to Print Parental Declaration Form. Follow print instructions as above. 33

34 4.9 Registration Requests Where a Child Registration Form cannot be submitted due to certain validation requirements, the registration form can still be submitted by completing a Registration Request. The reasons under which a Registration Request can be submitted are as follows (while the CCS Eligibility Window is open (28th Sept 16th Oct)): PPSN Validation Where NO MATCH for either the Child or Parent PPSN is found, service providers can submit a registration request with supporting document/s that evidences the correct details (registered name, date of birth and PPSN). To avoid delays in the approval of such registrations it is recommended that before submitting a PPSN validation request that all details are checked firstly with the parent to ensure they are correct. Already Registered A message will appear if the child PPSN is already recorded as registered in another programme or in another service (using full FTE place). In these cases, the provider can submit an Already Registered request. 34

35 Other Where a service provider has some other reason they are having difficulty submitting the form, a brief explanation must be provided. During this first registration phase this should only apply to registrations where the child was in attendance at the service during the CCS Snap-Shot week 5 th 9 th October TEC Exemption only TEC exemptions can only apply where the child was registered in the same service under a TEC Programme during the CCS Snap-shot week but would otherwise have been eligible for CCS. The TEC Exemption can be used for those children who leave the TEC programme prior to the TEC Exemption cut-off date (8 th April 2016).There must be no gap in childcare dates between each of the programmes i.e. childcare start date for CCS TEC Exemption should be the Monday immediately after the childcare end date from the TEC Programme. Example: A child who would be eligible for CCS is currently registered on the TEC programme but wishes to transfer to CCS later in the year (in the same service only) when the TEC place ends. The Service Provider should complete a TEC registration for the relevant dates which will run over the snap-shot week (5 th Oct-9 th October 2015). When the TEC place is coming to an end, please complete a CCS registration with a TEC Exemption request. This registration will require attachment of proof of parent and child PPSN and eligibility documents, to be considered. Please Note: That the CCS registration cannot be submitted until 7 days before the CCS childcare date is due to start. TEC Release & TEC Exemption TEC release is for those children who were registered for CCS before the CCS Snap-shot week but who left to join the TEC Programme in the same service. In the event that the TEC Programme will end prior to the TEC Exemption cut-off date (8th April 2016) and it is known the child will need to return to CCS (as per TEC Exemption) by flagging the TEC Release the service can apply for the approval of the childcare funding for the weeks prior to the child going into the TEC Programme and the weeks after the TEC programme. i.e. CCS to TEC and back to CCS (no gap in childcare can apply). Example 1: Child is availing of CCS for August/September but will move to a TEC place for the snap-shot week (5 th October-9 th October) but then intends to transfer back in to CCS when the TEC place ends. Service should complete a CCS registration to cover childcare start and end dates up to the date the child moves to the TEC Programme and submit this registration with a TEC Release registration request. The CCS eligibility will be verified and logged, however the registration will remain at provisional. A TEC registration should also be completed (if not already done) from the TEC childcare start date to the expected childcare end date (these dates should cross the CCS snap-shot week.) When the TEC place ends, please complete a new CCS registration and submit a TEC Exemption registration request referencing the 1st CCS registration ID and attaching proof of CCS Eligibility. If verified then the funding for both periods of CCS Childcare between the TEC childcare dates will be approved. N.B: Where a TEC Exemption (after CCS Snap-shot week) is not submitted then the 1st CCS registration cannot be considered for funding approval. 35

36 TEC Exemption is applied for by creating and submitting a registration and using the Registration Request option to select TEC Exemption How to submit a Registration Request on PIP Click on Add Registration Request (found at the bottom of the registration form) Select the relevant reason from the drop-down menu Enter the details of the request in the Comment Box a short explanation will suffice. Please DO NOT type in PPSN details in the comment box. Attach documents (where relevant) to support the request. Please note that only one file can be attached per registration request. If multiple documents are to be attached, please scan these to the one file and then attach. If scanning to one file is not possible, please add another registration as shown below to submit the additional documents as part 1 and 2 etc. Click remove request to discard any unwanted requests. Press submit when completed Press submit when completed 36

37 When the CCS Not-Funded Form (2 as detailed in 2.1 above) is available the following options will also be available in the Registration Requests section: Late Entrant Appeal A Late entrant appeal can only apply to a child who was in the service during the CCS snap-shot week but for whatever reason a PIP CCS Registration Form was not completed on time during the CCS registration window. Late Entrant Appeals will only be considered up to the close of the Appeals date (1 month after CCS Band Approvals are published). This registration will require attachment of proof of parent and child PPSN, eligibility documents and attendance record during CCS snap-shot week, to be considered. Late entrant appeals are submitted by creating registration and using the Registration Request option to select Late Entrant Appeal. 0-12mth Exemption 0-12mth Exemption can only apply where the child (under 1yr of age on the childcare start date) was not availing of the service (due to maternity leave, not born yet etc.) during the CCS Snap-shot week but would otherwise have been eligible for CCS. This registration will require attachment of proof of parent and child PPSN and eligibility documents, to be considered. DCYA will consider applications for infants aged 0-12 months throughout the CCS year. Reasons may include: Parent unable to access service during the snapshot week due to its underage restrictions (0-12 months only) Parent not in a position to enrol infant during the snapshot week due to Maternity Leave, ill health or other domestic situations The child has not been born as of the snapshot week 37

38 The following conditions will apply: The infant for whom a CCS subvention application is being made, outside of the snapshot week, may only be aged up to 12 months of age on the day of enrolment. CCS funding may be granted in such a case only where the parent is otherwise eligible during the snapshot week (e.g. social welfare payment, medical card). The child s CCS Band will be calculated accordingly. A CCS service must have capacity for the child. The CCS Service must not already be receiving CCS funding for a child who has left* that service and not yet been replaced. They must provide the available CCS-funded place to the infant prior to any new applications for funding. * In cases where the child who left the service was eligible under a reduced Band or service level, application for increased CCS funding can be made in respect of the 0 12 month infant eligible at the higher Band. A 0-12month Exemption is applied for by creating and submitting a registration and using the Registration Request option to select 0-12 Month Exemption. Maternity Leave Exemption For Parents who were on Maternity Leave Benefit during the CCS Snap-shot week but who were receiving a benefit that would have made them eligible for CCS immediately prior to transferring to Maternity Leave Benefit a request for an exemption for CCS can be made. This request should be processed using the Other Registration Request option on the CCS Registration form and will require attachment of proof of parent and child PPSN, proof of maternity leave benefit and eligibility documents immediately prior to transfer to Maternity Leave Benefit, to be considered. 38

39 Please clearly state in the Comment box that a Maternity Leave Exemption is being applied for. 5. How to submit a Change to a Child Registration/Edit Registration on PIP Starting from the Registration Details Screen (i.e. Dashboard), click on the relevant child s ID number. A submitted status indicates that the registration is still being processed and therefore cannot be changed until the sync between the PIP Portal and CRM is completed. A provisional registration can however be edited: If a service needs to attach additional eligibility documents this can be done. Additional documents should be attached using a registration request. See Section 4.10 in this guide. Where an error has been made in a registration after it has been submitted to PIP, example: incorrect dates, incorrect session type, incorrect non-payable weeks, incorrect gender etc. services can now simply cancel the registration and submit a new one. Please see instructions under Section 5 in this guide. 39

40 When the Registration Details screen opens, simply click on Edit Registration which will open up the original registration form. Towards the bottom of the form, service providers will see a Registration Change section. From the drop-down menu please select the required change type Cancellation or Leaver. 40

41 1) Cancellation Select Registration Request the Registration Change drop down menu Select Cancellation from the drop-down menu for reason Enter explanation in comment box Click Submit If cancelling with intention to re-submit: Submit a New Registration using the Registration ID from the cancelled registration to retrieve child details 41

42 Complete all required fields with the corrected information Click Submit Print the new Parental Declaration Form for the Parent signature. Provide a copy to the Parent and keep a copy on file for compliance purposes. 2) Child Leaving CCS Programme When a child who is registered on PIP: leaves the CCS service has not attended the service for four consecutive weeks the change in service provision must be entered on PIP, stating the relevant dates required. The CCS funding for this child will continue to be paid unless the CCS Service Provider volunteers to release the funding so that the parent can transfer the child to another service or programme. The option to release the funding is provided on the Leaver Form. Please Note: Where a CCS Child is leaving CCS to take up a TEC place in the same service, then the CCS funding MUST be released to enable the TEC place to be funded. Please note: CCS Funding may be reviewed in cases where a significant number of CCS children leave/do not attend a service and are not replaced with eligible CCS children. How to Submit a Leaver on a Child Registration on PIP 1. Click to Edit the Registration (opens up the original form) 2. Scroll down to Registration Change. 3. From the drop down menu select Leaver. 4. Insert last date of attendance and reason the child is leaving. 5. Select yes or no option to allow the funding for the child to transfer. 6. Enter in the no. of Weeks the service was closed in the period. 7. Click submit button once all required fields are completed. 42

43 When the change has been successfully submitted Click Parental Declaration button and the Child Leaving Declaration form will appear on the screen. Print the Declaration Form by clicking the Print key (top left of screen) or click the Ctrl key and the P key at the same time. Once printed, click the Close button at the bottom of the form to return to the Dashboard. The Child Leaving Declaration form will state either that the funding has been released by the service or that it is remaining with the service. 43

44 OR The Child Leaving Declaration MUST be printed and signed by both the parent and service provider. A copy should be given to the parent and a further signed Parent Declaration Form must be retained in the service for inspection during Pobal compliance visits. 6. CCS Band Approval and Appeals Process Once a CCS registration has been submitted it will have a Provisional status attached to it while the verification process takes place. When the verification process is complete the status will change to Approved and the CCS Band will be displayed on the Dashboard in the CCS Bands tab. 44

45 Details for each individual registration can be found by clicking into the Registration Form. 7. Appealing a CCS Band Eligibility Decision When final Approved CCS Bands are entered onto the PIP System (date announced on an annual basis) in the registration status column then the CCS Appeals Process will open for 1 month. Please note that the text requesting proof of the parent and child PPSN is not required in making an appeal unless the PPSNs did not verify while submitting the child registration see 4.9 above. What can be appealed? 1. If you wish to appeal the Band approved based on eligibility to a particular registration a Registration Request (appeal) must be completed, attaching relevant CCS eligibility documents (during CCS snap-shot week). 2. If you wish to appeal the Band approved using a different parent s eligibility you must either cancel the original registration (please see section 5 for instructions) or contact PIP Support to request that the original registration be declined and submit a new registration with registration request (Late Entrant Appeal - referencing original Registration ID) attaching relevant CCS eligibility documents for the new parent (during CCS snap-shot week). Ensure that the new parent signs the new PIP Parent Declaration Form. 1. Where a registration has been Declined, please read the status comment for the explanation and where requested submit a new Registration with a Registration Request (Late Entrant Appeal - taking into account any instructions provided and referencing original Registration ID) and relevant CCS eligibility documents (during CCS snap-shot week). Ensure that the parent signs the new PIP Parent Declaration Form. 2. In the event that a service provider identified an error in the original registration e.g. level of service provision (number of days, weeks etc.) during snap-shot week then please refer to section 5 for instructions. What is accepted as proof of a CCS Appeal To appeal based on a Social Welfare Payment please ensure that the name on the evidence matches the parent details on the child registration. The receipt or the letter from the Department of Social Protection (DSP) also specifies the PPSN and name of the allowance and includes at least one date in the CCS snapshot week. The receipt will be acceptable even if the first 4 digits of the parent PPSN have been blocked out e.g. PPSN ****123G. Please note that Bank Statements are not accepted as proof of DSP payment. 45

46 To appeal based on a work programme that falls under the CCS eligibility criteria, e.g. CE scheme, Tús etc. please ensure that there is a letter from the employer with the Parent Name, which matches the child registration, PPSN, and states that the parent was on the specific work programme during the snapshot week. The letter should be on the employer s letterhead paper, signed by the employer and dated during or after snapshot week but not before. To appeal based on the Verification Form e.g. Maternity Benefit, 2 nd level student, please ensure that the form has been stamped, signed and dated by the relevant body e.g. DSP, school principal during or after snapshot week but not before. The form must also include the parent name and PPSN which matches that on the child registration. To appeal based on a HSE medical or GP Visit Card (6+) please ensure that the card has not expired prior to snapshot week. If the evidence is based on a letter, only those from the HSE Primary Care Reimbursement Service (PCRS) are acceptable. Letters from GPs are not acceptable evidence. To appeal based on a Tusla or PHN Referral please ensure that the letter is dated prior to or during snapshot week and must include the child s name and PPSN. The Tusla letter must also include if there is a service level agreement for funding or that Tusla is paying for the balance of the child s placement. The Tusla or PHN Service Declaration should be attached with the relevant letter. The parent and child details should match the child s registration. The PHN must sign the PHN Service Declaration. The service manager must sign and date the Service Declaration. The service manager s name should be the same as that specified on PIP. How to Submit an Appeal for CCS Band Eligibility Decision on PIP The CCS Appeals Process will open after the final submission of approved CCS Bands on PIP and will be open for 1 month. 1. Click to Edit Registration (opens original registration form) 2. Scroll down to Registration Change 3. From drop down menu select Registration Request and then Appeal option 4. In the comment section briefly describe the nature of the appeal 5. Attach relevant supporting documentation 6. Click Submit 46

47 Once an Appeal is submitted an open request is raised in PIP for PIP Support to review. Details and status of that Appeal can be viewed in the Request & Appeals tab on the Dashboard. Please check this tab regularly for updates on appeals. This screen will show responses from PIP support team and will highlight where appeals have been answered. Once a final decision is made on the appeal the status will change from open to completed. For more information please click on the Registration ID or open the CCS Bands tab. To reply back to responses from PIP Support: 1. Click on the Registraiton ID 2. Click Edit the Registration (original form will open) 3. Scroll down to Registration change Click Registration Request 4. Click Add Registration Request (another comment box will open up below 1 st registration request). Use this request to attach additional documents and comment back to PIP support. If any assistance is required, please contact Pobal Online Support on or In the event an Approved Band is reviewed (e.g Disability Benefit Review) this change will be shown with the date from when the review is applicable. 47

48 48

49 Appendix 1: PIP Frequently Asked Questions Q What do I do if I have entered in the wrong start/end date when registering a child? A. Please use the cancellation option (outlined above) to cancel the incorrect registration and re-register the child following the normal procedures. Q. The child I am registering did not start on a Monday but started during the week, what date should I enter on the PIP CCS Registration Form? A. If a child started on a day other than a Monday, select the Monday of that week as the starting day. Q. The child I am registering did not finish on a Friday but finished during the week, what date should I enter on the PIP ECCE Registration Form? A. If a child finished on a day other than a Friday, select the Friday of that week as the finish day. Q. I cannot edit a registration to open a registration request? A. In small cases, there may be a slight delay in the status of a registration updating from Submitted to Approved. In cases such as these, please wait for the sync to happen, approx. 30 mins, before trying to edit the form. Registration Form Status Editable ** Please note that due to increased traffic on the portal due to high numbers of registrations, the sync maybe taking slightly longer than usual. Q. I have entered in an incorrect session type/no. of days/no. of unpayable weeks? A. If you have entered incorrect details onto PIP, please use the new cancellation function, outlined above, to cancel the incorrect registration and re-enter in the usual manner. Q. I am a 50/52 week service that does not follow the CCS standard programme calendar of 24 th August th August How should I enter my childcare start/end dates? A. CCS 2015 Programme runs from 24 th August 2015 to 19 th August PIP will not allow childcare start or end dates either side of these dates. To ensure that payable weeks recorded on PIP are in line with approved CCS calendars, services who open beyond this date, are requested to follow the following process: Enter in the actual Childcare Start Date 49

50 Enter in the Childcare End Date and Payment End Date of 19/08/2016 Open up an Other Registration Request detailing their actual Childcare End Date and Payment End Date Hit Submit Example: Please note that this process is only applicable to 50/52 week services who do not operate the standard CCS Calendar. End dates will be corroborated against approved FPP Service Calendars. 50

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