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Please be reminded that the provider portal will remain open until 1 March 2023 for the submission of March Actuals.
Please ensure data is submitted accurately on to the system and all children’s hours are included.
Please allow yourself plenty of time to input your information and do not leave it until the last minute in case you encounter any problems.
Important: If information is not submitted by this deadline, you will not receive your funding during the normal payment timescale. Financial Services are not able to make bespoke payments where submissions have been missed.
Once all the information has been submitted, please remember to click ‘Send Claim’.
You will see a green tick when your claim has been submitted - 'Submission Successful'.
The portal will also be open until 1 March 2023 for ‘Adjustments’ submissions to enable you to include any changes which occurred during the December 2022 and January / February 2023 periods.
Important: please be reminded that ‘Adjustments’ submissions are for children who increase / decrease their hours, start / leave a provision following the closure of Actuals. Adjustments should not be used as an alternative to Actuals.
Please refer to the funding calendar, for provider portal opening dates.
If you experience any difficulties in submitting your data, please refer to the useful guidance information on the SchoolsNet - Funding and contracts tile in the first instance. If you continue to experience difficulties, please use the relevant e-mail: cs.enquiries.childminders@derbyshire.gov.uk; cs.enquiries.groupcare@derbyshire.gov.uk; cs.enquiries.schools@derbyshire.gov.uk and an Officer will make contact with you. Due to the volume of queries being received, please allow the Officer time to respond.
Early Years providers can claim an enhancement to the hourly funding rate for children eligible for Early Years Pupil Premium (EYPP) to support their development, learning and care.
Children qualify for EYPP where they are accessing the universal funding for three and four-year-olds. There are two ways to access EYPP, either via the economic or non-economic route.
Economic
The economic criteria is similar to the criteria used for children who would receive free school meals. Economic EYPP applications are to be submitted through the Provider Portal using the information gathered on your FE1 form, as laid out in your provider agreement. Full economic. The full economic criteria can be found here:
Get extra funding for your early years provider - GOV.UK (www.gov.uk)
Non-Economic
The non-economic criteria apply to a child who has left care through:
- a special guardianship order,
- a child arrangements order,
- an adoption order
To claim the funding for any children within your setting who have left care, providers will need to request a copy of the relevant Order from the family. Once the documentation is received from the parent, it should be forwarded to the relevant email address below, along with the setting’s details, highlighting it is evidence for EYPP:
CS.enquiries.childminders@derbyshire.gov.uk or CS.enquiries.groupcare@derbyshire.gov.uk or CS.enquiries.schools@derbyshire.gov.uk
Children in the care of the local authority
Providers should contact the local authority who have legal responsibility for the child to make a claim. For any children attending your setting who are currently in the care of Derbyshire County Council please email our virtual school at virtualschool@derbyshire.gov.uk to submit your application.
Children in the care of another local authority
Providers will need to contact the relevant Virtual School to find out how to claim EYPP for one of their children. Please contact Derbyshire County Council using the relevant email address above, if there are any issues around this.
Derbyshire providers were contacted on behalf of the Household Support Fund Team in November 2022, regarding the distribution of grocery vouchers. Free grocery vouchers are distributed to families who have children aged two who are accessing a free two-year-old place and children aged three and four who are eligible for EYPP (Early Years Pupil Premium). Although many families did receive their vouchers, some parents questioned why they had not received one, as they believe they are eligible.
To enable the local authority to undertake EYPP eligibility checks, providers are reminded of the importance of entering parent / carer details onto the Provider Portal, ensuring the EYPP consent box is ticked.
Without this information, the local authority is unable to undertake an EYPP eligibility check following the submission of actuals data, which means families miss out on their grocery vouchers and the provider will miss out on additional funding to support the child.
Please encourage parents / carers to tick ‘yes’ to their consent for EYPP checks to be undertaken by the local authority. This would mean that should a child become eligible for EYPP at a later date, the system would pick this up and the setting would receive payment.
See below consent boxes which are listed on page 2 of the FE1 form:
 Please ensure that all FE1 forms are fully completed, the relevant consent boxes have been ticked and the form is signed by the parent. Details from the FE1 form must be used to transfer the child’s details on to the Provider Portal to ensure accuracy of the data being submitted.
Whilst undertaking funding compliance checks, the Early Years Finance Team are finding that not all providers are following the procedure for recording child absences.
Can we please remind providers of the importance of keeping accurate attendance records.
All providers must keep a record of the dates and reasons for childrens’ absences for safeguarding and funding purposes. These should be recorded on the Absence Log and signed by the parent/carer upon the child’s return.
Please can we remind providers of the following points, as per your signed Agreement:
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14.9 Providers will not be penalised for children’s absences if a record of the absence has been completed and signed by the child’s parent. Failure to complete or maintain accurate absence records may result in funding being reclaimed.
Providers should follow up absences of funded children, referring to local safeguarding procedures as necessary and retain records of attempts to contact parents during periods of absence.
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14.10 Providers should monitor children’s attendance and absences and identify patterns of missed sessions each term. Providers should discuss identified patterns of missed sessions with parents to determine the reasons, retaining records of the discussion outcome and amending funding claims as necessary.
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14.11 Providers must notify the Early Years Finance Team of a child’s absence of four weeks or more and the reason for the absence. The local authority will inform the Provider if funding can be claimed for the period or if the place should be withdrawn.
Link to Guidance and Absence Log Template:
short-term-closures-and-child-absences.docx (live.com)
Where changes occur within the setting for example, change to the provision name, childminder name, address, telephone number, email address, business structure and changes to committee members and / or manager. Please remember to notify Ofsted and the local authority using the following e-mail addresses as any of these changes may require a new Provider Agreement:
Ofsted: enquiries@Ofsted.gov.uk
cs.enquiries.childminders@derbyshire.gov.uk
cs.enquiries.groupcare@derbyshire.gov.uk
cs.enquiries.schools@derbyshire.gov.uk
Please also remember to update your setting's details with the Families Information Service, telephone: email: info.fis@derbyshire.gov.uk
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If you are a contracted provider and would like to receive text reminders when the provider portal is open / closed, please ensure you notify us (and Ofsted of course!) of your mobile number.
Where the local authority has received a mobile number from your setting, this will automatically be included in the ‘Texting’ notifications.
Please let us know via email if you wish to be removed from this Service
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Please remember to access the SchoolsNet - Funding and contracts tile where you will find a suite of step-by-step guidance and video materials to help you submit information on to the provider portal. We hope you find them useful.
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