JULY ACTUALS
The provider portal opened on 17 June 2025 and will remain open until 29 June 2025 for the submission of July 2025 actuals.
JUNE ADJUSTMENTS
The provider portal is also open from 17 - 29 June 2025 for the submission of June 2025 Adjustments.
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.
It was recognised that a number of providers failed to submit their April / May and June actuals. Please be reminded of the importance of submitting accurate funding claims by the given deadline dates as outlined on the Funding Calendar. Financial Services are not able to make bespoke payments where submissions have been missed.
Regular reminder e-mails will continue to be distributed to all contracted providers therefore, please ensure you keep us up-to-date with your setting’s contact details.
In readiness for the roll-out of the government’s 30 funded hours per week from September 2025 (autumn term), please ensure both existing and new parents have an eligible HMRC working family code.
New parents must have an eligible code the term prior to which they wish to access the extended entitlement funding:
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Apply for code before
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Eligible to start
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31 March
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Summer Term (after Easter Holidays)
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31 August
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Autumn Term (September)
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31 December
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Spring Term (January)
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The local authority does not have discretionary funds to secure additional funded hours where the parent has applied or reconfirmed after the 31 March, 31 August or 31 December deadline dates, nor for codes issued after the relevant dates listed in the Statutory Guidance.
Codes should be checked via the existing Eligibility Checker on your provider portal (which is always open).
To receive funded hours via an HMRC 11-digit code, parents must:
- have a valid working family’s code
- have a code with a start date, prior to the term they wish their child to attend
- ensure their child meets the age criteria - the child starts the term following their relevant birthday
Important: It is imperative that providers check HMRC 11-digit codes are valid (start and end dates) for both new and existing parents, on the provider portal, before offering a funded place to the child in order to avoid parents being issued with an unexpected invoice for childcare that the provider initially agreed would be funded.
Parents are responsible for ensuring their details are up to date through their government childcare account every three months. However, it is also in the providers best interest to remind parents not to enter into their grace period. With this in mind, providers may find it beneficial to ensure HMRC codes are regularly checked for existing children to avoid parents being issued with an unexpected invoice for childcare that the provider initially agreed would be a funded place.
A child is not eligible to start a new funded place at an early years’ setting during the code’s grace period.
If a parent has questions about their application or difficulties with applying or reconfirming their code, they will need to contact the HMRC helpline on telephone: 0300 123 4097.
Providers are continued to be reminded of the process, prior to this annual funding supplement being paid:
- the DAF box should only be ticked for children in receipt of Disability Living Allowance (DLA).
- the DLA letter must be seen and retained securely by the provider.
- the 9-digit reference number (displayed on the child’s DLA letter) must be submitted on the provider portal (child’s ‘Notes’ tab).
- the 9-digit reference number should also be included on the FE1 / Parent Declaration Form.
Important: If the DLA reference number is not entered on to the provider portal, as evidence for this funding, DAF funding will not be paid.
NO reference number - NO payment
Providers are reminded to utilise the helpful support and guidance available on SchoolsNet using the following link: Funding and contracts
The following link: childcareworks.org.uk/early-years-toolkit | from Childcare Works has useful information relevant to running a childcare business. The video titled Invoicing, Consumables and Charging Structures has been recorded by a Childcare Works expert Adviser and outlines transparency and fairness as required by the DfE Statutory Guidance.
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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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