How to put together a Workforce Development Fund (WDF) claim 2015/16

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1 Index Page 2 Hw t put tgether a Wrkfrce Develpment Fund (WDF) claim 2015/16 Intrductin What eligibility criteria d my establishment/s need t meet? Natinal Minimum Data Set fr Scial Care (NMDS-SC) and WDF Direct Access declaratin frm Page 3-4 Page 4-5 Evidence Requirements Evidence requirements, dates and signatures Unit summary sheets What t submit What SfC expects frm yu The funding claim frm When will I receive ne? Hw t use macrs Filling ut the funding claim frm Hw t use the funding claim frm What infrmatin we need Page 6 Page 7-10 Managing yur claim Best practice fr presenting yur claim and speeding up the payment prcess Where t send electrnic claim frms 30 wrking day s payment turn arund. What evidence d I keep? Useful websites Appendices 1 The WDF Direct Access declaratin frm 2 Skills fr Care unit summary sheets 3 WDF Claim submissin frm 4 Example scenaris f NMDS-SC issues 1

2 Intrductin T supprt yu with WDF we have put tgether this guide n everything yu need t knw abut claiming WDF. An establishment wishes t claim WDF funding direct frm SfC Establishment cmpletes a WDF Direct Access declaratin frm If the WDF Direct Access declaratin frm is crrectly cmpleted, the establishment is perating within the advertised Lcal Authrity areas and has been validated as a scial care emplyer, SfC will send the establishment a grant letter fr signature. Once the grant letter is signed and yur establishment is eligible in NMDS- SC SfC send yu a funding claim frm Yu cmplete the claim frm and send the electrnic versin t SfC alng with all the supprting evidence SfC will check that this infrmatin is crrect and meets the requirements. SfC will prcess and pay the claim within 30 wrking days. What are the eligibility requirements fr claiming WDF? There are five parts t the eligibility requirements fr direct access t WDF funding. Yu must be an adult scial care emplyer. Yu must cmplete a WDF Direct Access declaratin frm, a cpy f this must be submitted t Skills fr Care. See appendix 1 fr the frm. All frms must be cmpleted using the same details that have been registered with the NMDS-SC. Yu must cmplete and sign a grant letter. Yu must fully cmplete and update yur NMDS-SC establishment recrd(s) n r after 1 April Yu must fully cmplete and update individual wrker recrds fr a minimum f 90% f yur ttal wrkfrce. These must be fully updated n r after 1 April Please refer t the WDF sectin f the Skills fr Care website r the NMDS-SC website fr further guidance n the NMDS-SC. These requirements must be met in rder fr yur establishments t appear n the funding claim frm. If the establishment is nt shwing n the funding claim frm yu are nt eligible t claim. The My WDF NMDS-SC requirements reprt is accessed thrugh the user s NMDS-SC accunt. It states eligibility r shws which areas still need cmpleting r updating. My WDF NMDS-SC Requirements Parent Reprt shws this infrmatin fr all establishments listed under a parent rganisatin. The NMDS-SC Supprt Service ( ) can help with using the NMDS-SC, frgtten passwrds etc. Please see appendix 4 fr slutins t cmmn eligibility queries. 2

3 Evidence requirements What SfC expect frm yu Cmpleted unit summary sheets r learning prvider/assessment centre equivalent. See appendix 2. Alternatively, a cpy f the certificate including a summary f units can be accepted. What Skills fr Care expect frm yu: That all Unit Summary Sheets r equivalent demnstrate Candidate name Unit cde(s) and title as per the list f acceptable units. If the awarding bdy uses different cdes please write them n. Candidate Registratin r Enrlment Number. Unique Learner Number (ULN) Internal verifier signature and date, this must be between 1 Jan March 2016 Name f learning prvider r centre number Awarding Bdy Cpies f certificates being used as evidence must cntain the fllwing infrmatin: Candidate name Candidate registratin number Unique Learner Number Our unit cde and title as per the acceptable units list (ur unit cdes will need t be written n, if the awarding rganisatin uses different cdes) The date f issue f the certificate must fall within ur advertised dates fr the funding year, s 1 January March 2016 fr 15/16. Name f awarding rganisatin Name f learning prvider r centre number If any f this infrmatin is missing r unclear we will need t query this with yu. In sme cases a unit is nt signed by the I.V. due t the sampling prcess. T supprt these units we will require a cpy f the relevant sampling plicy t be submitted with yur claim. Sme learning prviders use summary sheets which display mre than ne unit per page r nline assessment. This is fine prviding that the evidence prvided meets the abve requirements. A maximum f 60 credits can be claimed per learner per financial year (April t March). Qualificatins which are larger than 60 credits will need t be claimed ver mre than ne financial year. The funding claim frm Yu will receive a funding claim frm whenever ne f yur establishments becmes eligible. This will be because they have recently met the NMDS-SC requirements fr WDF r yu have submitted a direct access declaratin frm fr an establishment which meets these requirements. Please d nt amend the frmat f the funding claim frm. Examples f amendments include manually typing an establishment instead f selecting frm the drp dwn menu r inserting mre lines. Amendments t frms may result in a delay in yur claim being paid. 3

4 Macrs In rder fr the g t and validate units buttns t wrk and the cst f each unit t ttal prperly yu need t make sure the macrs are enabled. When yu pen the claim frm yu will get a security message asking if yu want t enable r disable the macrs; select that yu want t enable them. This will make sure that the funding claim frm wrks prperly. Filling ut the claim frm 4

5 Step 1. Only establishments which meet the NMDS-SC requirements fr WDF will appear n this drp dwn menu. If an establishment is missing and yu are sure they have met the requirements utlined n page tw please cntact the SfC administratr wh will be able t advise further. Please d nt manually type in the rganisatin name. Step 2. Please ensure that the candidate name is entered fully and accurately. It is imprtant t remember the fllwing pints: Please d nt use the candidate s initials. It is yur respnsibility t keep us infrmed f any candidate name changes and the reasn why, fr example, if they have gt married. Please let us knw in writing s that we can keep ur system up t date. Step 3. Please ensure that the candidate s Unique Learner Number (ULN) is crrectly entered. Step 4. If the awarding bdy is unknwn please refer back t the rganisatin, d nt just leave it blank. Step 5. Please ensure that the candidate registratin/enrlment number is crrectly entered. This is used t identify duplicate funding. Step 6. Yu can manually type in the unit cdes if yu prefer but yu will need t make sure that yu enter the exact unit cdes, as shwn n the g t QCF units including any spaces. If the awarding bdy uses a different unit cde t thse n ur list please cmpare the unit title t find the crrespnding cde. Step 7. Please enter unit cdes fr the same candidate acrss the claim frm starting at clumn H. If mre units are being claimed fr that candidate than there are clumns n that rw, please begin a new line when required and cntinue. Once the unit cde has been entered the value f the unit will be autmatically calculated see rw 40, clumn P (Ttal amunt being claimed), please d nt amend the values. If the value des nt appear t be crrect it is mst likely that the unit cde has been incrrectly entered. Please d nt leave blank lines between candidates. Step 8. Once all the candidates and their infrmatin has been entered please click validate unit cde buttn, this will check that the cdes are crrect. If the cdes are incrrect they will be shwn in red n the claim frm, please check cdes against ur g t list f QCF units list and make the necessary amendments. Other tabs n the claim frm Yu will ntice that the claim has additinal tabs called partners and data. The partners tab cntains all the establishments that are cvered by the grant letter, regardless f their NMDS-SC status. If yu have an establishment missing frm this tab it is mst likely that yu did nt include it n yur WDF Direct Access declaratin frm. If an establishment shws n this list but nt n the drp dwn menu it is because they have nt met the NMDS-SC requirements fr WDF. The data tab shws a list f yur eligible establishments and the full list f acceptable units, including descriptin and credit value. Use this tab fr unit infrmatin. 5

6 Managing yur claim Befre submitting yur claim yu need t cmplete and attach a WDF claim submissin frm (appendix 3). This will help us t accurately lg receipt f the claim. It will als help yu t keep track f yur submissins. Yu just need t cmplete ne frm t cver the whle submissin, even if it is made up f mre than ne funding claim frm. Accunt fr QCF units as units and nt credits, s LD302 will be cnsidered as 1 unit and nt 5 credits. The claim and supprting evidence shuld be ed t the SfC WDF direct access administratr via the dedicated inbx. Once the claim is received electrnically by SfC yu will receive an autmated acknwledgement. Please let us knw if yu d nt receive this as we d nt accept respnsibility fr claims sent t the wrng address r sending failure. Skills fr Care will endeavur t prcess all crrectly cmpleted claims and issue payments within 30 wrking days f receipt. During busy perids, in particular arund milestne dates, please allw fr the full wrking dates. Any claims received with infrmatin missing will be returned t sender requesting the missing infrmatin and fr the claim t be resubmitted. We recmmend that yu keep yur cpy f the evidence in the rder that yu have submitted the units n the claim frm and that yu keep the whle claim/batch tgether with a cpy f the funding claim frm. Where t yur claim Please include yur grant number and the ttal value f the claim in the subject. Yu will receive an autmated acknwledgement that yur claim has been received when sent t this inbx. Always make sure that yu check yur claim befre submitting it as incrrect r incmplete claims cannt be accepted. Useful Links Fr general guidance and WDF frms Fr mre infrmatin n NMDS-SC and where t g t register r update yur data 6

7 Appendices Appendix 1. WDF Direct Access Declaratin Frm If an rganisatin is registering mre than ne establishment with SfC they can list the establishment details n the third page. 7

8 Appendix 2 The tw types f qualificatin unit summary sheet 8

9 Appendix 3 WDF Claim Submissin Frm 9

10 Appendix 4 Scenari 1 An establishment wishes t directly access WDF thrugh Skills fr Care. Yu believe yu have updated NMDS-SC and cmpleted a declaratin frm shwing the establishment details. Hwever, yu have still nt been sent a funding claim frm. In this case yu shuld lg back n t yur NMDS-SC accunt and run the My WDF NMDS-SC requirements reprt. This reprt has been designed t help with meeting the NMDS-SC requirements fr WDF and will help t identify which areas f data need t be cmpleted r updated. T ensure eligibility is fully achieved please run the My WDF NMDS-SC requirements reprt t help with this. The fllwing checklist culd help yu establish the reasn that an establishment is nt appearing - Have yu submitted a 2015/16 direct access declaratin frm including details f the establishment? Have yu cmpleted and signed a grant letter? Have yu run yur My WDF NMDS-SC requirements reprt? 10

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