Swansea University - Child Care Voucher Scheme

Child Care Voucher Scheme

The University has partnered with Kidsunlimited to provide the Childcare Voucher Scheme. The information below is designed to ensure that the application process works as efficiently as possible. It also provides further information that you may find useful once you have joined the scheme. It should be read in conjunction with all other information provided by Kidsunlimited.

kidsunlimited child care voucher brochure
Kidsunlimited Parent Information
Kidsunlimited Parents Guide to Wellbeing Kidsunlimited Parents Guide to Wellbeing
Online application form
Online amendment form

APPLICATION

Step 1: Click the following link to go to the Kidsunlimited online application form           

Step 2: Enter the code SWAN01

Step 3: Complete the form and send. This will forward your application to Kidsunlimited and the Swansea University HR Department. You will receive email confirmation of your application from Kidsunlimited.

If you wish to apply via alternative method, please contact one of the Equal Opportunities team; Bethan Lewis, Misbha Khanum or Charlie James.

Helpful hints to complete the application form:

Where the form asks for your payroll number, you need to use your employee number that is printed at the top of your latest university pay slip.

Your gross basic annual salary can be found at the bottom of your latest university pay slip.

Please note: Applications need to be received before the 8th of the month for a deduction to take place at the end of the present month. For example, you will need to apply before 8th October for a deduction to be made from your pay on 30th October.

GENERAL INFORMATION

When you sign up to the childcare voucher scheme you are asked to decide on the amount of vouchers you wish to purchase monthly. The maximum is £243 per month. Some childcare providers may wish to be paid weekly, in which case you will need to ensure that you have calculated an appropriate monthly amount to take into consideration a 5 week month.

Please note that childcare costs for a particular month may rely on a deduction from the previous month, i.e. costs in October may need to be paid for from your pay on 30th September.

Once you have decided upon a monthly amount, this will stay the same each month. There are certain circumstances in which changes to voucher values or suspension or exit of the scheme can occur, they must fall into one of the categories below:

  • Redundancy or job loss for a spouse of partner
  • Birth of a child or pregnancy
  • Death of a spouse or partner or child
  • Divorce or separation form partner or spouse
  • Long term sick leave
  • Reduction or increase in number of hours worked per month for the University
  • Relocation
  • Change of childcare provider change of the employee, or their partners employment
  • A circumstance that changes existing childcare arrangements

It is your responsibility to notify both Kidsunlimited in the first instance and then a member of the Equal Opportunities team in respect of your voucher purchase regarding any of the above changes, or if you wish to suspend from or leave the scheme or amend your voucher purchase. You can now do this online, by following the steps below.

AMENDMENTS TO AN EXISTING ACCOUNT

Step 1: Go to the Kidsunlimited amendments page

Step 2: Enter the code SWAN01

Step 3: Make the relevant amendments and click ‘send’. This will automatically notify Kidsunlimited and the HR Department and you will be contacted if there are any issues with your request.

If you wish to make amendments by an alternative method, please contact one of the Equal Opportunities team; Bethan Lewis (b.s.lewis@swansea.ac.uk), Misbha Khanum (m.khanum@swansea.ac.uk) or Charlie James (charlotte.james@swansea.ac.uk).

Please note: Amendments need to be received before the 8th of the month for the amendment to take place at the end of the present month. For example, you will need to complete the amendment form before 8th September for the new amount to take place on 30th September.

It is also your responsibility to notify Kidsunlimited in the first instance and then a member of the Equal Opportunities team in reference to your voucher purchase of any of the circumstances below:

  • Unpaid leave of absence
  • Long term sickness absence
  • Reduction in number of hours worked per month
  • Resignation or other reason for leaving the University’s employment
  • Maternity Leave
  • A reduction in salary for any other reason

Deduction from your salary will be made on the last day of each month, if you have opted to receive your vouchers in paper form you can normally expect your vouchers to arrive via mail within 4 days.

What should I do if I am a member of the scheme, and am about to take maternity leave?

If you are already a member of the Childcare Voucher Scheme, and will be taking maternity leave, you should consider whether you will continue to use your childcare provider during your leave.


If you will not be using your childcare provider during this time, you may want to consider suspending your voucher deductions until you return to work (or begin using a childcare provider) to avoid unnecessary build-up of vouchers in your account. You are able to suspend your vouchers by completing the online amendment form, following the steps above. You can also contact Kidsunlimited directly on the details below.

Please contact a member of the Equal Opportunities team to discuss alternate options;
Charlie James
charlotte.james@swansea.ac.uk or 01792 513687

Misbha Khanum
m.khanum@swansea.ac.uk or 01792 602367

Bethan Lewis
b.s.lewis@swansea.ac.uk or 01792 513687

Can employees obtain a refund for any unused childcare vouchers?

HMRC will accept that the purpose of the childcare voucher scheme won’t change if employers only exchange unused vouchers for cash in extenuating circumstances, whereby no other alternative can be found. For example, instances where a deduction has been made from an employee’s pay, but there is no foreseeable way for the employee to use the voucher amount in the 12 months following the deduction.

When it has been agreed that a refund can be made, it is University policy that the employee must fully exit the scheme as a refund of monies means that the employee no longer needs the monies for childcare provision.

The decision to grant a refund will always remain with Swansea University and will only be given within the current tax year to current employees. The refund amount must be for the full amount remaining in your Kidsunlimited account. Refund payments will be returned to the employee via the payroll system in the next available salary run, once the refund has been received from Kidsunlimited . It is the employee’s responsibility to ensure that vouchers are used prior to the end of employment or to ensure that the Kidsunlimited account does not hold any voucher amount that cannot be spent following the end of employment.

QUERIES

The first point for any queries would be Kidsunlimited via their telephone helpline or e-mail.

Kidsunlimited Childcare Vouchers
Summerfields Village Centre
Dean Row Road
Wilmslow
Cheshire
SK9 2TA

Telephone: 0845 365 2999
E-mail: kuvouchers@kidsunlimited.co.uk

 

kidsunlimited child care voucher brochure
Kidsunlimited Parent Information
Kidsunlimited Parents Guide to Wellbeing Kidsunlimited Parents Guide to Wellbeing Kidsunlimited Parents Guide to Wellbeing Kidsunlimited Parents Guide to Wellbeing
Online application form

Online amendment form