Conference Support Award

Staff can get a Conference Support Award to cover additional childcare costs incurred while attending training that is essential to the effective performance of their role.

Staff can apply for funding of up to £200, for two separate events in any given academic year.

Applications are processed at departmental level and funded from departmental budgets, so staff should submit their application to their line manager.

Download the application form and find more information and FAQs below...

Download the form

Download the Conference Support Award Application Form here and submit it to your line manager.

Further information

This award may be reimbursed tax-free in specific circumstances, but if these are not fully met, HMRC rules require reimbursement to be processed via the payroll as a taxable payment. In that case, staff will receive the net sum after the deduction of tax and National Insurance.

Non-taxable additional childcare costs related to training

Childcare costs are usually considered to be personal costs to be met by a parent or carer from their pay.

However, HMRC relax this rule in the very specific circumstance of an employee receiving work-related training where in doing so additional childcare costs are incurred and paid to a registered third-party.

(For information, other costs related to training, such as travelling and subsistence costs of the trainee, may also be reimbursed by the employer just as when these same costs are incurred when undertaking business travel. Additional childcare costs incurred when undertaking business travel (as opposed to workplace training) are however, not eligible for reimbursement).

Claims that are entirely made up of additional childcare sessions whilst the parent or carer is attending training should be submitted via Concur together with a receipt from the provider clearly showing the additional sessions and the approved Training Support form.

Taxable additional childcare costs

Additional costs that are not purely additional sessions invoiced by a third-party provider as above may not be approved. However, if they are, any reimbursement will be taxable and a claim should be submitted to payroll via Ask-HR on the approved Training Support form.

This includes (but is not limited to):

Costs of taking a dependent baby to a training location.
Travel or other costs for a family member or other carer to care for a child whilst the parent receives training.
Travel costs of parent to take child to carer.
Enrolment of child on an activity/holiday course whilst parent receives training.

Find answers to common queries about the Conference Support Award below:

What types of costs are eligible for a conference support award (non-taxable)?

Additional hours/sessions provided by a registered childminder or nursery, which would be required to enable staff to attend training. This could be wrap-around hours that the staff member would not normally require, or an additional day over and above their normal childcare arrangements.

Could I claim the costs of paying grandparents/other family members/friends to look after my child whilst attending training?

Not unless they are registered childminders/childcare service providers.

Can I claim the of travel costs of a grandparents/other family members/friends to come and provide the childcare in the family home?

Yes, but these costs would be taxable and need to be claimed via payroll through Ask HR.

Can the award be used to cover travel costs for an accompanying adult to provide childcare, for example, my partner’s travel to the event to accompany my child/children whilst I attend the training?

Yes, these could be claimed under this scheme, but would be taxed and need to be claimed via payroll through Ask HR.

Do conferences count as training?

Staff need to be able to demonstrate that the conference is designed to impart, instil, improve or reinforce any knowledge, skills, or personal qualities which:

Are, or are likely to prove, useful to them when performing their duties or
Will qualify or better qualify them to undertake the employment.

If staff are able to demonstrate that these criteria are met, conferences could be deemed eligible.

Can the award be used for other caring responsibilities (other than childcare)?

No, as per HMRC rules, the award can only be claimed for additional childcare-related costs.

Can the award be used to cover childcare for other training activities such as attending a training course?

Yes, if the activity requires additional childcare to attend the activity and the activity includes training which will enhance the staff member's skills.

Can the fund be used to claim transport for out of hours campus working?

No, the fund is specifically aimed to support staff attending training and conferences.

If the childcare costs incurred exceed £200 can more funding be claimed?

No, the scheme is capped at £200.

If you have caring responsibilities and would benefit from adjustments at work, the Adjustments Policy can help.

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