Terms/Funding is another important part of the initial set up and needs to be completed before scheduling sessions for children. This special feature of eyMan determines how the system deducts funding from a child’s invoice, removing the need for creating separate sessions and invoices for funded children. The eyMan system automatically calculates the funding allocation and generates invoices accordingly where funding is applicable for a child.
This section records the funding dates for the nursery and importantly the funding holidays for each term. Funding term information is obtained from the Local Authority and the dates could vary from one county to another.
Create funding terms
To create a new funding term, click the icon in the top right corner of the screen. Please see an explanation of the different fields on this screen explained below.
- Enter the term name e.g. Autumn, Spring or Summer. This is how the term names will appear in the calendar view for the nursery.
- Enter a short description for the term.
- Select the year that the term funding relates to.
- Enter the start date for the funding period provided by the Local Authority. On eyMan, funding allocation applies from Monday to Sunday therefore if the start date of a funding period is not a Monday, please choose the correct funding entitlement for partial weeks detailed in Step 6.
- Enter the finish date for the funding period provided by the Local Authority.
- There are two options for setting funding entitlement for partial weeks: Full Week Entitlement or a Pro Rata Entitlement. If Full Week Entitlement is chosen, then irrespective of which day the week begins on a child would still benefit from the the maximum funded hours per week. If Pro Rata Entitlement is chosen, then the system calculates an average funding allowance per day and multiplies it by the acutal number of working days in the partial week.
- For example, if the maximum funded hours per week is 15 and a term began on a Wednesday:
- If Full Week Entitlement selected, the child would still have an allocation of 15 funded hours in that week
- If Pro Rata Entitlement is selected, the child would have 15/5 x 3 = 9 funded hours in that partial week.
- Enter the funding term holiday start date and finish dates as specified by the Local Authority. Any dates entered here indicate funding is not available for term time only children on these days.
- For example, the Spring term for 2017 may have holiday start dates and holiday finish dates as shown below, which means that funding is not applied if the child attends nursery on these days.
- Select the colour that you would like to allocate to the term. This colour will appear on the calendar.
- Check this box if this term is an active term. If checked, this would appear in the drop down box when scheduling sessions.
- Enter the rate per hour received by the nursery from the Local Authority for a two year old child.
- Enter the rate per hour received by the nursery from the Local Authority for a three year old child.
- Enter the rate at which the nursery reduces funding on invoices for two year olds. This field is only applicable if ‘Funding Allocation’ has been set to ‘As per funding rates’ on the Terms/Funding list screen. For more details, please refer pages 20 - 22.
- Enter the rate at which the nursery reduces funding on invoice for three year olds. This field is only applicable if ‘Funding Allocation’ has been set to ‘As per funding rates’ on the Terms/Funding list screen. For more details, please refer pages 20 - 22.
- ‘Cancel’ will exit the Term/Funding edit mode, ‘Reset’ will clear all data and ‘Save’ will save the term created and exit to the Terms/Funding list view.
Below is an example of the Terms/Funding screen once the funding terms have been added.
Any terms created will show in the top half of the screen, at the bottom the user can input general funding specifications as per the nursery requirements. Please see an explanation of the different fields on this screen explained below.
- Enter the maximum funding hours that can be allocated per day.
- Enter the maximum funding hours that can be allocated per week.
- There are three options for funding allocation in the drop down list which will determine how funding is allocated to invoices.
- If ‘As per sessions’ is selected, then funding will be reduced from the invoice as per the session priority set in session settings. For more details on setting session priority, please refer to page 11.
- If ‘As per funding rates’ is selected, funded hours will be reduced from the invoice at the rate defined in the funding terms. This may be a different amount to the Local Authority’s funding provision. For more details on setting a Two Year Funding Rate and Three Year Funding rate, please refer pages 20 - 22.
- If ‘Average of actual sessions’ is selected, this will mean that the funding rate be calculated at an average hourly cost from the child’s weekly sessions.
- For example, child attending the nursery does 2 Morning sessions and a Full Day session in a week amounting to 20 hours per week. Nursery has a maximum of 15 hours funded hours per week and 10 hours per day. If morning session is charged at £24 and a full day is charged at £42 pounds, funding hourly reduction would be calculated as 24+24+42/20 = £4.50.
- This should be selected if the nursery is open at weekends and would like funding applicable on these days.
- This should be selected if funded hour entitlement needs to be rounded off to the nearest 0.5. This is applicable for stretched funding and pro rata funding entitlement.
- This should be selected if the user requires the option to exclude a booked session from funding allocation. This is especially useful when creating adhoc sessions and if checked this option is available on the child scheduling screen as shown below.