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Document What type of evidence can I send to prove my childcare costs?

You must retain all of your childcare receipts as these may be requested by us at any point during the academic year for random sample checking.

The table below shows some examples of what we can and cannot accept as evidence of your childcare costs.
 

Acceptable evidence

Unacceptable evidence

Original receipts (including amount paid, signature, dates and name/s of child/ren).

Any documentation not clearly signed by your provider.

A signed letter from your provider confirming which costs have been paid.

Photocopies of the carbon copy from your provider’s receipt book.

Invoices which clearly state that payment has
been made – signed and dated by your childcare provider.

Invoices which do not state ‘PAID’ (as these are purely a request for payment).

Bank statements.

Invoices with a balance carried forward.

We can accept original receipts or a cover letter from your provider. These must include:
  • a clear dated signature from your childcare provider
  • the date and cost of each session (this may be indicated by a cost per day or week or per month), however if this information is not included a receipt can still be accepted as long as the date of payment on the receipt falls within the reconciliation period.
  • the name and address of your childcare provider/s
  • their Ofsted registration / reference number and / or any other applicable registration or reference number
Invoices

We can also accept original invoices if they clearly show that payment has been made by you and received by your provider. For example, your payment is shown as being received as part of the invoice or it is stamped as being paid and your provider also signs and dates the invoice to verify this. The provider’s signature must match the signature on the Childcare Reconciliation form.

We will reject any invoices which do not show that the amount has been paid or any that show a balance carried forward.

Your invoice should include:
  • a clear dated signature from your childcare provider
  • the date and cost of each session (this must be indicated by a cost per week)
  • the name and address of your childcare provider/s
  • their Ofsted registration / reference number and / or any other applicable registration or reference number
If the provider is a limited company, they must include their registered office address and any VAT registration number if they have one.

Bank statement

We will accept bank statements if they clearly show the amount and date of your payments, as well as clearly showing the payment was made directly to your childcare provider.
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