How to reimburse a nanny?

[tekiegirl]

Hi, I am about to employ a nanny for the first time and I wondered what everyone thought about reimbursing costs to my nanny, e.g. taking the kids to soft play.

I am wondering if I should get her to pay and then claim back or whether I should look into getting a pre-paid debit card for her to use.
For both I would require details of all transactions.

I don't think she would have any issue with claiming back but I wondered if a pre-paid card was the nicer thing to do?

Many thanks :)

We used a Soldo card for our nanny. I think it cost about £6 per month. Really good app to add funds and see what was being spent. Nanny can use in the same way as a debit card. Would really recommend!

We just have a box with cash in for trips and food out etc

We had a cash float so that she was never out of pocket, and we trusted her implicitly. You can get a receipt for most things, but not for every little thing!

Paying and then claiming back can be annoying. I prefer to be given a cash card

Always provide a kitty or cats a nanny can use

Why should she pay for the things your kids need /want out of her pocket

Yes you will pay her back but no need in the first place

I have always had a credit card in my name on their account

Box with cash or prepaid card.

I don’t mind buying the odd thing myself then asking for it back if the kitty is unexpectedly low but I refuse to do it for everything.

Asking for £1 for the milk I had to buy for example because we’d run out, feels silly but at the same time it’s my £1, they add up!

Or maybe It’s 2 days before payday and I don’t have the £20 for the birthday present they need at the weekend.

Claiming back is really annoying

I've used 2 different methods on past jobs.
I've used a kitty and kept a cash book with receipts, my employer would look it over each week and top up when necessary.
I've also had a work credit card, this was an additional card on my boss' account. I would keep receipts for everything and they would check the bill each month. I this job if I had cash expenses I would pay them personally and then claim back at the end of the week.
I think if you're employing your first nanny leave a cash float and then if you felt comfortable you could arrange a credit card at a later date.
I found the card much more accountable and felt much more comfortable than asking for cash but it does require a lot of trust.

Its also worth considering how things in your area are working post-covid, around us a lot of shops are asking people to try and not use cash.

More trust then leaving your child with a stranger

Obv on a Credit card you can see what the nanny has put on

R.E.M. one week

Diesel £120
School shoes 75 - £35 each
Birthday present £10
Food shopping 120

Was over my weekly salary

Disclaimer was over 10yrs ago and I worked 3 day’s

but it does require a lot of trust

If you employ a nanny and cannot trust them with a credit card that you can clearly see where the money has been spent, then how on Earth can you trust them with your child?!

A general cash box that is topped up weekly that has the right amount, plus a little more, for certain excursions to take place and let the nanny know in advance how much she has in terms of extras to pay for things.

If you trust her with your children, you have to trust her to be honest with a bit of extra cash.

The whole thing is such a leap of faith, I've often thought how weird it must be for the families I've worked for to leave their most treasured little people with me after only a few hours of knowing each other. I guess you go with your gut but as previous posters have said, if you're able to trust your nanny with your children then a credit card is small fry!

Thank you for all the feedback everyone. With the COVID situation, I think I will look into a card of some sort. I will also get the nanny's feedback on what she would like.

Many thanks!

@tekiegirl

Thank you for all the feedback everyone. With the COVID situation, I think I will look into a card of some sort. I will also get the nanny's feedback on what she would like.

Many thanks!

Bear in mind that due to covid some places are minimising giving out receipts etc. You’ll probably find much is closed over the coming months and once things start to reopen again, you’ll feel happier to trust your nanny’s word on what she has spent it on.

Cash, prepaid card or a credit card if you are inclined to that. Nothing worst than a boss who expects you to pay upfront and claim back as Nannys don't have huge amounts of disposable cash.

We use to have a kitty with money in and a credit card for big purchase (school shoes etc). Now she just has a credit card as most places want you to be cashless (even for that pint of milk).

Mileage I do by bank transfer at the end of each week.

Great reply op. Nice you came back unlike many who post then don’t reply

Thank you for the extra tips, and the thank you for replying to my own post ;)

It will only be small things mostly, not weekly shop, shoes, etc (and also is only afternoons so less time to need to spend anything), but we will definitely look to get some sort of card and a cash float.

I will be working from home a lot so available for emergency cash too.

Yes, not a huge amount is open, but we hope she will be able to use soft play, the local science centre and swimming. We shall see what the autumn and winter bring. I definitely see new restrictions coming if not a full lockdown. People just aren't being careful enough now, but I am sure they will complain about more restrictions... 🙄

I agree expecting her to pay and then claim back wouldn’t be acceptable.

Although a lot of places are trying to minimise paper receipts, lots of places ask for an email address to send receipts to. Could you give her your email and ask her to forward email receipts to you if you’d like proof of how she’s spending.

@tekiegirl

Thank you for the extra tips, and the thank you for replying to my own post ;)

It will only be small things mostly, not weekly shop, shoes, etc (and also is only afternoons so less time to need to spend anything), but we will definitely look to get some sort of card and a cash float.

I will be working from home a lot so available for emergency cash too.

Yes, not a huge amount is open, but we hope she will be able to use soft play, the local science centre and swimming. We shall see what the autumn and winter bring. I definitely see new restrictions coming if not a full lockdown. People just aren't being careful enough now, but I am sure they will complain about more restrictions... 🙄

For things like swimming, soft play and the science centre, assuming they are open, it might be worth looking into whether they do annual passes as that would cover entrance fee worries and could mean you save if your child goes there a lot.

Most things I’ve booked has been online for entrances to farms soft play etc

So have needed a card

@AmandaHoldensLips

We had a cash float so that she was never out of pocket, and we trusted her implicitly. You can get a receipt for most things, but not for every little thing!

That’s true about the little things! Some places don’t give receipts, sometimes you lose a receipt etc and can leave the nanny shorted

I work for several families so I prefer to spend money and get reimbursemed. I obviously wouldn't do this if I couldn't afford to. Parents never ask for receipts or proof because a) they don't have time and b) they trust me. But they obviously know what we've been up to anyway. And i don't spend a great deal.

I used to have a cash float but over time we’ve moved to reimbursing nanny on a weekly basis. She writes a list of expense in the daily diary - rarely bother with receipts these days but it’s not often more than £20-30. Even when we had a kitty she would let them add up and then take it in one lump sum (given so much is card only these days)

I was about to post the same question. I am looking for a debit card that is contactless, that has an autotop up but I can see the spend as can the nanny. Maybe has an app. I know some offer emailing each time there is a spend - any recommendations?