Submission Validation Rules

Validation Overview

The system validates submissions at multiple points to ensure data quality and compliance. Understanding these rules helps you create complete submissions and resolve errors quickly.

When Validation Occurs

Child Information Requirements

Always Required

• First Name - Child's legal first name
• Last Name - Child's legal surname
• Date of Birth - Must be valid date, child must be eligible age
• Gender - Required for funding returns
• Address - At least Address Line 1, Town, Postcode

Required for Funding Claims

• Ethnicity - DfE ethnicity code
• Hours per Week - Must not exceed maximum (15 or 30)
• Funding Type - Universal or Extended
• Session Type - Term-time or Stretched

Parent Information Requirements

Always Required

• Title - Mr, Mrs, Ms, Miss, etc.
• First Name - Parent/guardian's legal first name
• Last Name - Parent/guardian's legal surname
• Email OR Mobile - At least one contact method for notifications
• Relationship - Relationship to the child

Required for Signing

• National Insurance Number - Valid UK NI number format (AB123456C)
• Date of Birth - For identity verification
• Full Address - Current residential address

Eligibility Code Validation

30-Hour Code (Extended Entitlement)

• Required if claiming more than 15 hours for 3-4 year olds
• Must be exactly 11 digits
• Must not be expired (checked against expiry date)
• Should be verified on LA Provider Portal
• Verification recorded with timestamp and optional evidence

2-Year-Old Code

• Required if claiming 15 hours for 2-year-olds
• Format varies by local authority
• Must not be expired
• Should be verified with local authority

Document Requirements

Legal ID (When Required by Period Settings)

• At least one document must be uploaded
• Accepted types: Birth Certificate, Passport, Adoption Certificate
• Document must be readable and complete
• Staff must mark as 'Seen' after viewing

Medical Information (When Required)

• Allergy section must be completed (Yes or No)
• Medical conditions section must be completed
• At least one emergency contact required
• GP/Doctor details required

Signature Requirements

• Agreement Viewed: Parent must view the funding agreement
• Confirmations: All required checkboxes ticked
• Signature: Full name typed in signature field
• Declarations: Identity and accuracy confirmations

Common Validation Errors

Cannot Send to Parent

Cannot Approve

Validation Error Display

Validation errors appear as:

• Red text - Below the field with the error
• Red border - Around invalid fields
• Summary banner - At top of page listing all errors
• Tooltips - Hover over error icons for details

Bypassing Validation

Some validations can be overridden by authorised users:

• Missing ethnicity: Head Office can approve with warning
• Expired code: Can approve during grace period
• Manual override: Requires reason and is audit logged