This help centre article has been written for the Koru Kids Nanny Service for families.
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Advance payment
When your nanny accepts your job offer, you’ll need to make an advance payment to cover four weeks' childcare. It’s 100% refunded if things don’t go ahead. The advance payment is used to pay your final invoice when you stop working with your nanny. Any money left after paying for your nanny's final hours and notice period will always be returned to you. If your nanny's start date is over a month away, you'll pay this invoice 4 weeks before they start.
Set-up fee
You'll only pay this fee once, in your first invoice for your first-ever Koru Kids nanny. It helps to cover our costs for setting you up as an employer and fulfilling all your employee obligations with HMRC and pension registrations.
Monthly payroll
Our pay cycles start on 26th of the month and run until the 25th of the following month.
Your nanny will submit the hours they've worked on their timesheet via the Koru Kids app or website. Most nannies do this following their shift. Every Saturday you'll get a notification to review these and you'll have until the 28th to approve all hours for that cycle (up to the 25th).
Minimum hours are calculated using only the full weeks that end within the payroll month (26th–25th). Any days left roll into the following month's calculation. School holidays (based on your term dates), bank holidays, and leave logged by your nanny are automatically excluded.
You'll then receive an invoice estimate, which will include any necessary minimum hours top-up and shows the exact weekly date range used for the minimum hours calculation.
This gives you a chance to query anything before the final invoice. The estimate won't include manual adjustments (for advance payments or payment in lieu of notice) as these appear on your finalised invoice.
We send you your finalised invoice on the last working day of the month. The Direct Debit payment will be taken automatically between the 3rd and 5th. We will pay your nanny on the 7th.
Late payment
If for some reason the Direct Debit fails, this will mean we will be unable to pay your nanny on time. Our payroll team are able to make payments every Thursday, so depending when the payment clears in our account your nanny will be paid the following Thursday.
Paying via direct debit
We ask all of our families to pay for their childcare with a Direct Debit. Why?
It's easier for you: no more forgetting to pay or annoying bank transfers
You're protected: all payments are covered by the Direct Debit Guarantee meaning your bank will refund you in the unlikely event something goes wrong
It ensures your nanny gets paid on time: our nannies rely on your payment for income and using Direct Debit ensures they get paid on time
If you have questions that haven't been covered here please do get in touch and our team will be more than happy to help:
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