Terms and conditions

I will ensure that I am not solely reliant on the grant to cover the cost of activities that I have booked prior to confirmation of a grant award.
I understand that the grant is a preventative service. It has been explained to me that the grant cannot be awarded in addition to other services that are organised and funded by Medway Council, such as a direct payment for PA services. You can check with Medway Council if you are uncertain whether other services impact your eligibility.
I understand that the grant is a one-off annual payment, whereas other services, such as overnight respite operate all year round.
I understand that grant expenditure will be reviewed in line with proof of eligibility, and the support plan annually. The support plan can be updated annually. Examples of proof of eligibility include a diagnosis letter from a medical professional or a copy of the Disability Living Allowance (DLA) award letter from the Department for Work and Pensions (DWP).
I will ensure that activities take place during the 12-month grant period as dated on the support plan (same as the review date). Any unspent funds will be deducted from the grant to be awarded in the following year. Grants cannot be used to pre-pay for activities in the next year, as eligibility cannot be guaranteed.
I agree to provide Medway Council with receipts for any transactions made in relation to the short breaks grant. Receipts can be emailed in advance and stored on file however it is the responsibility of the parent or carer to ensure that original copies are maintained.
I understand that if the grant is used for any purpose other than the request on my application form, this amount may be deducted from the grant amount to be awarded in the following year.
I understand that if I do not return evidence within 28 days of the short break grant review, my account may be closed, and I may have to reapply for the grant. Receipts must be emailed to sbgrant.assessments@medway.gov.uk.
I understand that inappropriate use of the grant can affect any future applications, and that Medway Council reserves the right to deny future applications.
I understand that the amount to be awarded may reduce if my child’s level of need reduces. Notify Medway Council of changes in circumstances promptly.
If I accept funds to cover carer’s costs, I am confirming that I understand and agree to take full responsibility for the liability of the worker including public liability insurance.
I understand and take full responsibility for the completion of appropriate employment checks and will follow all employment laws. I will confirm if asked, that I have obtained a DBS enhanced check and that it is satisfactory prior to the worker being employed.
I understand that I am responsible for ensuring the safety and welfare of my child during any short break activities funded through this grant including those online. More information about how to keep children safe when online is available from the children’s commissioner.
I confirm that I will not use the money for any activity during the school or college term when a child or young person would normally be education. For example, the grant cannot be used to fund a day trip with the school to a museum as this is considered as part of their education. However, if the child is taking a residential trip with the school that includes an overnight stay, then you can use the grant towards this. If you plan to use the grant in this way, please discuss this with our Short Breaks Team first.
In view of the information provided to me, I confirm that I wish to receive the short break grant.

Terms and conditions guidance

Who the grant is for

The grant is designed to cover costs for one child and one adult only.

If families have multiple children, the grant cannot be used for additional family members. For example, one grant may cover the expenses of one parent and one child, but siblings will each need to use their own separate grants or be paid for using the household income.

Siblings' grants cannot be used to cover the costs of an extra adult, unless they are the personal assistant or carer for the individual.

Residential trips

For trips such as Cubs or Scouts, the grant may cover costs for weekends. However, trips that mainly occur during school periods should not exceed 50% of the total trip cost, as these trips should not replace educational experiences.

Food expenses

Food is not considered a short break.

Consumables for children and adults should come from household income.

Personal assistants should be provided with a packed lunch for children and young people if needed. Personal assistants would be expected to bring their own lunch as they would do to any other place of work.

Petrol and mileage

Petrol is not a short break activity expense.

Personal assistants may only claim mileage (at 45p per mile) for transporting the child or young person to or from activities, with supporting receipts and milage logs. Mileage for travel to the family home is not reimbursable.

Opening or managing a bank account

Parents and carers acknowledge and agree to the requirements by providing the necessary identification and documentation.

They also consent to the verification processes mandated by UK laws and regulations, including the Money Laundering Regulations 2017 and the Data Protection Act 2018.

Receipt and accountability requirements

Parents and carers are required to submit receipts showing how the grant funds were used.

These receipts will be checked during the annual review to ensure the funds were used appropriately to support the short break needs of the child or young person.

Receipts must include the date of purchase and fall within the 12-month grant period. Purchases made outside this period will not be accepted as proof.

When buying a family ticket to maximise cost efficiency, the cost of one child and/or personal assistant ticket will be considered valid from the receipt.

Threshold for receipt submission

If less than 80% of the grant amount is accounted for with valid receipts, the recipient may no longer be eligible for future grants, or the cost equivalent will be deducted from the future grant.

If no receipts or evidence are provided, the grant will not be available for the next 12 months.

Continued non-compliance

If, after a 12-month suspension, a recipient continues to fail to provide receipts or evidence of appropriate use, the grant will be permanently discontinued.

A record of the non-compliance will remain on file.

Adjustments to future grants

For every receipt not accounted for, an equivalent amount may be deducted from the next grant allocation.

Persistent discrepancies may result in further reductions or termination of grant eligibility.

Exceptional circumstances

If a parent or carer is unable to provide receipts due to exceptional circumstances, they must notify the Short Breaks Team as soon as possible.

Appeals process

Parents and carers may appeal decisions regarding grant eligibility or reductions by submitting a written appeal within 28 days of receiving notice of the decision.

Safeguarding and referrals

If concerns arise about the misuse of funds or potential safeguarding issues during the review process, a referral may be made to Children’s Services for further investigation.

More information

Adhering to these terms and conditions ensures the effective use of the Short Breaks Grant and continued eligibility. Non-compliance may lead to penalties, including the discontinuation of grants.

For further help, contact the Short Breaks Team by emailing sbgrant.assessments@medway.gov.uk.

Short break services data consent and terms and conditions