What is Compliance?

It is a process to verify, through an on-site visit, that the conditions of DCYA’s three funding programmes are being complied with as detailed in the grant funding agreements.  Failure to comply with the on-site compliance visit and provide information on the day of the visit, may result in the service being deemed non-compliant and in breach of contractual requirements under the grant funding agreement(s).

Please see below for the most up to date Checklist to assist with compliance:

Service Provider File Checklist 2016-17

Preparing for the on-site Compliance Visit:

Important Notice – Unannounced Visits:  As directed by DCYA, a proportion of on-site compliance visits will be conducted without prior notice.  No notification email or telephone contact will be made in advance of the Pobal V.O. arriving at the service to conduct the on-site compliance checks.  Please note all Pobal Visiting Officers hold official Pobal photographic identification.

It is recommended that Information/documentation to be available to Pobal on the day should be kept in a Compliance file.

What is the purpose of the Pobal compliance visit?
Early Childhood Care & Education (ECCE):
ECCE Service Provision
> Verify that the actual number of DCYA approved ECCE childcare places in the service corresponds with the number of childcare places enrolled and in attendance on the day of the visit.  Absences, transfers and service level reductions will also be reviewed. The latest listing of approved ECCE child places issued by DCYA will be used to verify places. You are requied to make this listing available to the Visit Officer.
>Verify that the ECCE Fees Policy approved by the local County/City Childcare Committee (CCC) is being implemented.
>Verify that signed parent/guardian fee payment letters/statements (on calendars) are on site to confirm any additional fees charged to ECCE parents/guardians, optional extras or  discounts, where applicable.
>Verify that parents/guardians are in receipt of the appropriate capitation.
>Verify that there are records available for the amounts paid by those ECCE parents who have agreed to avail of optional extras/extra time and provide a voluntary donation.
>Verify qualifications of staff working directly with ECCE children.  Services in receipt of the Standard Capitation and qualifications of the Room Leader will be checked.
Training and Employment childcare:
TEC Places
> Verify that the actual number of DCYA approved CETS childcare places in the service corresponds with the number of childcare places enrolled and in attendance on the day of the visit.  Absences, transfers and service level reductions will also be reviewed;
> Verify that the CETS fees policy approved by the local County/City Childcare Committee (CCC) is being implemented;
> Verify that  signed parent/guardian fee payment letters are on site to confirm any additional fees charged to ECCE parents/guardians, optional extras or  discounts, where applicable;
> Verify that receipts are  provided to parents/guardians;
> Verify that the provider has received a letter from Solas/ETB/DSP detailing the parents/guardians’ eligibility to a place under the CETS programme and that they have written confirmation that the parent has commenced the educational course/training programme;
> Verify that parents/guardians are in receipt of the appropriate capitation.
Community Childcare Subvention (CCS):
CCS Full-Time Equivalent (FTE)
> Verify that the DCYA approved CCS Full-time Equivalent (FTE) childcare places in the service correspond with the FTE childcare places enrolled and in attendance for a given sample week.  The listing of approved CCS child places issued by DCYA will be used to verify places. You are required to retain this listing and are encouraged to complete the Pobal FTE calculator in advance of visit.
> Verify that the CCS fees policy approved by the local County/City Childcare Committee and agreed with DCYA is being implemented. We will require access to fees records.
> Verify that signed parent/guardian fee payment letters or statements are on site to confirm any additional fees charged to ECCE parents, optional extras or discounts, where applicable.
> Verify that parents/guardians are in receipt of the appropriate subvention.
> Verify that there are records available for the amounts paid by those parents/guardians who have agreed to avail of optional extras/extra time and provide a voluntary donation.

 

Tax Clearance:

You are now asked to please complete the attached Organisational Details template, providing the information below and submit the completed template to pipdocuments@pobal.ie as soon as you are in receipt of your TCAN and before your current paper Tax Clearance Certificate expires:

  1. Name of your Organisation/Company (as registered with Revenue Commissioners)
  2. DCYA Reference Number/s
  3. Your Tax Reference Number (TRN)
  4. Your Tax Clearance Access Number (TCAN)

From 31st December 2015, you may no longer apply for paper Tax Clearance Certificates and you must apply electronically for tax clearance.

Queries

Further information on the eTax Clearance system can be found on the Revenue website : http://www.revenue.ie/en/online/tax-clearance.html