Creating Funding Submissions
Step-by-step guide to creating individual or bulk funding submissions
Step-by-Step Guide
Navigate to Submissions
Click 'Submissions' in the main navigation.
Click 'Create Submission'
Click the 'Create Submission' button to start a new submission.
Select the Child
Search for and select the child this submission is for. The child must already be registered in the system.
Start typing the child's name to search
Select the Funding Period
Choose the funding period (term) this submission covers.
Ensure you select the correct period - this cannot be changed later
Configure Options
Set submission options: Employee Assisted mode (for in-person completion), and which information the parent must provide.
Employee Assisted mode is useful when parents complete forms at the nursery
Create the Submission
Click 'Create Submission' to generate the submission. It will be created in Draft status.
Funding submissions must be created for each child for each funding period they attend.
Creating Individual Submissions
Follow the steps above to create a single submission for one child. The submission will inherit default values from the child's funding information (hours per week, funding type, eligibility codes).
Bulk Submission Creation
For creating submissions for multiple children at once:
- Click 'Bulk Create' on the Submissions page
- Select the Funding Period for the submissions
- Select the Nursery (if you have access to multiple)
- Configure default options:
- Require Legal ID - Whether parents must provide proof of child's identity
- Require Medical Info - Whether parents must provide health information
- Click 'Preview' to see eligible children
- Review the list - children with existing submissions for this period are shown but cannot be selected
- Select which children to create submissions for (or leave all selected)
- Click 'Create Submissions' to generate them in bulk
Tip: Bulk creation uses each child's configured funding information (hours, funding type) if available, falling back to defaults if not set.
Submission Options Explained
- Employee Assisted - Staff will complete the form with the parent present, useful when parents have difficulty with online forms
- Require Legal ID - Parent must upload birth certificate, passport, or other ID document
- Require Medical Info - Parent must provide allergy, medical condition, and emergency contact information
After Creation
New submissions are created in Draft status. From here you can:
- Refresh - Update funding details from the child's current record
- Mark Ready - Validate and prepare for sending to parents
- Start Assisted Mode - Begin employee-assisted completion
Note: Only one submission can exist per child per funding period. The system prevents duplicates.