Provider payments

Tips to ensure your invoices meet payment requirements

Ensure that when you submit invoices, they contain the following information:

the name of the home or agency name (not just the parent company)
the Person Record number for the person receiving care
period the invoice covers
the rate being charged, for example, £x per night/day for residential/nursing or £x per hour for domiciliary etc
if you are charging VAT, ensure the invoice is VAT compliant
contact details should we have a query regarding the invoice

Domiciliary care

Our domiciliary care providers can upload payment records, manage reviews due and view statements via the Provider Portal.

Variations to indicate the actual hours of care delivered must be submitted via the CareDirector provider portal tile. Guidance on how to use the CareDirector provider portal can be found below:

For the invoice period of 2024 to 2025, Hampshire County Council use a 4-week domiciliary cycle as follows:

PPG Periods 2024/2025

Period	Week number	Dates	Payments due 9-12 days after period ends. Will be in accounts between these two dates:
1	1 to 4	1 April 2024 to 28 April 2024	7 May 2024 and 10 May 2024
2	5 to 8	29 April 2024 to 26 May 2024	4 June 2024 and 7 June 2024
3	9 to 12	27 May 2024 to 23 June 2024	2 July 2024 and 5 July 2024
4	13 to 16	24 June 2024 to 21 July 2024	30 July 2024 and 2 August 2024
5	17 to 20	22 July 2024 to 18 August 2024	27 August 2024 and 30 August 2024
6	21 to 24	19 August 2024 to 15 September 2024	24 September 2024 and 27 September 2024
7	25 to 28	16 September 2024 to 13 October 2024	22 October 2024 and 25 October 2024
8	29 to 32	14 October 2024 to 10 November 2024	19 November 2024 and 22 November 2024
9	33 to 36	11 November 2024 to 8 December 2024	17 December 2024 and 20 December 2024
10	37 to 40	9 December 2024 to 5 January 2025	14 January 2025 and 17 January 2025
11	41 to 44	6 January 2025 to 2 February 2025	11 February 2025 and 14 February 2025
12	45 to 48	3 February 2025 to 2 March 2025	11 March 2025 and 14 March 2025
13	49 to 52	3 March 2025 to 30 March 2025	8 April 2025 and 11 April 2025

Domiciliary payments via Provider Payment Generator (PPG)

If you are paid via the PPG you will be paid the CORE amount automatically 9 to 12 days after the period ends. The RECO adjustments will be made 9 to 12 days after the end of the following period. The CORE amount is the amount we have asked you to deliver. It is imperative that you submit Variations each week (Monday to Sunday) to tell us what the actual delivery was. This means we can reconcile the account and make any credits or debit entries accurately in the RECO payment.

If you have any query regarding your payment email [email protected]. Ensure you quote the Person Record number for the person receiving care so that we can deal with your query efficiently.

Domiciliary payments not via PPG

Domiciliary Care providers not paid via PPG will need to submit an invoice to [email protected].

Details about how to submit compliant invoices can be found in the guidance document below. Invoices should not be submitted in advance.

Non PPG invoicing guidance

Invoices should contain a weekly breakdown of care delivered. If it is not possible to include that information in your invoice, please use one of the templates below:

Dom Care template 4 weekly invoice
Dom Care template monthly invoice
Dom Care template 4 weekly invoice with VAT
Dom Care template monthly invoice with VAT

If you have a query regarding payment for Domiciliary Care email [email protected]. Ensure you quote the Person Record number for the person receiving care so we can deal with your query efficiently.

Residential and nursing care

Payment dates until March 2025: Hampshire County Council has taken the decision to further extend its commitment to pay providers at the start of the month until the end of this financial year 24/25. We know that paying providers at the start of the month greatly improves your cash flow, which is helpful to you as we continue to work through the impacts of the Covid-19 pandemic, workforce and inflationary challenges. The Council will inform providers of its intentions regarding payments from April 2025 onwards early in the new year. We trust that this comes as a welcome continuation to our support for improved cashflow during this challenging time.

Ordinarily Hampshire County Council have an Automated Payment Scheme which will make payments into your account, for all long stay provisions, on 15th of every month. If you would like details on how to be part of this email [email protected]. All short stay residential and nursing care are paid 28 days after receipt of invoice. Invoices should be sent to [email protected].

Long stay provisions, where the provider has not signed up for the Automated Payment Scheme, are paid on 15th of the month if the invoice is received by the 22nd of the preceding month. If not, they are paid 28 days after the invoice is received.

Tips to avoid payment problems – long and short stays

Long stays are paid by the day and both your homes are signed up for automated payments so no need to invoice
Short stays are paid by the night
Short stay invoices should be submitted in arrears after the stay is completed and will be paid 28 days after receipt. If the stay is longer than a month then feel free to invoice at the end of each month
Invoices should state period being charged for, the weekly rate and the Person Record number for the person receiving care

This Residential invoice calculator will help you to ensure that short stay invoices are calculated correctly. The long stay table can be used to help check your automated payments are correct.

If you have a query regarding payment for residential or nursing care email [email protected]. Ensure you quote the Person Record number for the person receiving care so that we can deal with your query efficiently.

Funded Nursing Care (FNC)

Care home providers are reminded that if they have new residents placed with them who have been assessed as needing care from a registered nurse, they may be eligible for NHS-funded nursing care. If the resident is eligible, whether they are self funding or funded by the Local Authority, the provider must apply for this within 28 days to ensure the resident is not charged for any of the nursing care elements of the care they receive.

Providers must not quote a fee that is dependent on Funded Nursing Care and when the provider receives it. This goes against the legal duty that care homes have. It would mean that if a higher fee was quoted Hampshire County Council would be paying for nursing care and then charging the resident for it. Hampshire County Council and/or a resident cannot fund the cost of nursing or the equivalent of NHS-funded nursing care on a temporary or long term basis.

If you need any help or support to apply for FNC you can contact your locality Integrated Care Board (IBC) by email, marking it as ‘FNC Query’:

North Locality Team - [email protected]
South Locality Team - [email protected]
West Locality Team - [email protected]

Top up payments to care homes

Where new top up agreements are put in place, Hampshire County Council will offer the option to pay the top up to the Care Home, and reclaim the top up amount directly from the person paying it – usually a ‘third party’. Although this is the preferred way of working, Hampshire County Council recognises that service users and families may still choose to pay the top up to their provider directly. Payment arrangements for top payments that commenced prior to March 2021 will continue as they are. Enquiries should be made to [email protected]

Shared Lives Care

Hampshire County Council have an Automated Payment Scheme which will make payments into your account for all long stay provisions, where Housing Benefit has been awarded, on 15th of every month.

If Housing Benefit has not yet been awarded or the invoice is for Shared Lives Day care you will need to submit an invoice to [email protected].

Long stay Shared Lives provisions where Housing Benefit has not yet been awarded are paid on 15th of the month if the invoice is received by the 22nd of the preceding month. If not, they are paid 28 days after the invoice is received.

Shared Lives Day Care are paid 21 days after the receipt of the invoice. Invoices should not be submitted in advance.

If you have a query regarding payment for Shared Lives care email [email protected]. Ensure you quote the Person Record number for the person receiving care so that we can deal with your query efficiently.

Day Services

Day Service providers will need to submit an invoice to [email protected].

Details about how to submit compliant invoices can be found in guidance document below. Invoices should not be submitted in advance.

Day Service invoicing guidance

Invoices should contain a weekly breakdown of care delivered. If it is not possible to include that information in your invoice, please use one of the templates below:

Day Service template 4 weekly invoice
Day Service template monthly invoice
Day Service template 4 weekly invoice with VAT
Day Service template monthly invoice with VAT

If you have a query regarding payment for Day Services email [email protected]. Ensure you quote the Person Record number for the person attending your service so that we can deal with your query efficiently.

Direct payments

If you are a service user who receives a Direct Payment from Hampshire County Council to enable you to pay for your care you will be paid automatically on the last working day of the preceding month. For example, you will be paid on 31 December for the whole month of January, 31 January for the whole month of February.

If you have a query regarding payment of your Direct Payment email [email protected]. Ensure you quote your Person Record number so we can deal with your query efficiently. If you do not know your Person Record number, then quote the vendor number. You will see this printed on your remittance slip.

Annual uplifts 2023/24

Residential and Nursing care home - 5%