The University has partnered with Computershare Voucher Services (CVS) 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 CVS.
The scheme works on a salary sacrifice basis, similar to the Pension Scheme. You are able to decide how much to deduct up to £243 per month (depending on your tax band) from your salary before tax and national insurance and thereby making a saving, which can be up to £900 per year. The voucher amount is then transferred to an online CVS account, and paid to your childcare provider(s).
You can select different levels of control with the account, from automatic payments where the money is automatically sent to the provider and you view the payments, to a flexible account where you would log in to your CVS account and send the money to the provider yourself. It is completely up to you which to choose.
Deduction from your salary will be made on the last day of each month, and it can take up to 3 working days for this to credit your online CVS account. If you have opted to receive your vouchers in paper form you can normally expect your vouchers to arrive via mail within 4 days. Please ensure that your provider is aware of this.
For more information about CVS, please visit: Computershare Voucher Services
Step 1: Click the following link to go to the online form: Application Form
Step 2: Enter the code: 0019240477
Step 3: Complete the form and send. This will forward your application to CVS and the Swansea University Finance and HR Department.
If you wish to apply by an alternative method, please contact the CVS Customer Services Team as follows:
Email: Customer Services
Phone: 0845 002 1111 (Option 2 for Parent)
Where the form asks for your payroll number, you need to use your six digit 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 15 working days before the end of the month for a deduction to take place at the end of the present month. For example, you will need to apply before 12th January for a deduction to be made from your pay on 31st January. Any applications received after this date will be processed for the following month.
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:
It is your responsibility to notify CVS of any changes to your voucher amount. You can do this online, by following the steps below.
AMENDMENTS TO AN EXISTING ACCOUNT
Step 1: Log-in to Your account
Step 2: Make the relevant amendments and save. This will automatically notify CVS.
If you wish to make amendments by an alternative method, please contact the CVS Customer Services Team as above.
Please note: Amendments need to be received 15 working days before the end of the month for a deduction to take place at the end of the present month. For example, you will need to make your amendment before 12th January for the change to affect your pay on 31st January. Any amendments received after this date will be processed for the following month.
It is also your responsibility to notify CVS with reference to your voucher purchase of any of the circumstances below:
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 following the steps above. You can also contact CVS directly as above.
If you will still require vouchers whilst on maternity leave, please contact a member of the Equal Opportunities team to discuss this further.
email@example.com or 01792 513687
firstname.lastname@example.org or 01792 602367
email@example.com or 01792 295351
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. The circumstances identified are:
A refund request form must be obtained from CVS, completed and returned to firstname.lastname@example.org.
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.
Please note that mismanagement of accounts e.g. allowing an excessive surplus of monies to build up with no realistic method/mechanism in which to utilise them, does not fall within the exceptional circumstances. Employees are reminded that vouchers are to be purchased with the full intent of being able to spend them accordingly.
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 CVS 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 CVS. It is the employee’s responsibility to ensure that vouchers are used prior to the end of employment or to ensure that the CVS account does not hold any voucher amount that cannot be spent following the end of employment.
For all queries, please contact CVS via their telephone helpline or e-mail.