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Providers must verify all HMRC eligibility codes before offering a funded place to any child.
Eligibility Start Dates:
A code must have a valid start date for the relevant term:
- 31 December – Spring term (from 1 January)
- 31 March – Summer term (from 1 April)
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31 August – Autumn term (from 1 September)
If parents do not apply by the deadline (e.g. 31 August 2026), the child cannot access funding for the following term (autumn 2026).
Checks for existing children:
Regularly check and reconfirm codes for existing children to ensure continued eligibility.
A yellow shield, on the check results, indicates a matched code, but does not confirm it is valid for the term.
Providers must check the code’s start and end date to ensure it is valid for the term they wish to claim funding for.
This prevents parents receiving unexpected charges for unfunded childcare.
Parent Support:
For application or reconfirmation issues, parents should contact:
📞 HMRC Childcare Service Helpline: 0300 123 4097
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Providers are reminded when completing the Parent/Carer ‘Declaration form’ (formerly known as FE1 form) that this must be completed by both the Provider and the Parent/Carer.
There should be no blank fields/boxes on a completed Parent/Carer Declaration Form. Any sections or questions that are not applicable must be clearly marked by drawing a line through the relevant box.
Please note that completed sections/boxes must be clear, accurate, and supported by appropriate evidence where required. Information recorded on the form should be verified against relevant documentation, such as a birth certificates, HMRC or local authority codes, Disability Living Allowance (DLA) award letters.
Providers are reminded that hours of attendance must be clearly recorded on the form. Failure to include attendance hours may result in difficulties resolving any future disputes regarding a child's funded entitlement and could lead to the loss of funding.
Please ensure that the form is signed and dated by both parties.
As we prepare for the autumn term, if there is a change to the nominated individual with access to the portal, please notify us as soon as possible. This will ensure that existing access rights can be removed promptly and access can be assigned to the new nominee without delay.
It has come to light that some providers are sharing provider portal log-in details to submit funding data. Can we please remind everybody of the importance of complying to GDPR regulations, passwords are unique to each specific user and must be kept safe and not shared with anybody.
To ensure that funding claims are submitted within the published timescales, the local authority recommends that more than one person (where possible), working in the setting is nominated to have access to the provider portal. This will help to prevent missed submissions due to sickness or leave.
Therefore, please access the following link: SchoolsNet - Funding and contracts where you will find a copy of the Provider Portal User Access Form.
Providers should complete Section 2 – ‘Staff Leavers and Starters’ and return the form to the following relevant email address:
CS.enquiries.childminders@derbyshire.gov.uk
CS.enquiries.groupcare@derbyshire.gov.uk
CS.enquiries.schools@derbyshire.gov.uk
Providers continue 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 a copy 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 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
 DAF is currently payable as a lump sum of £975 once a year per eligible child. Children do not have to take up the full 570 hours of early education to receive Disability Access Funding.
The academic funding calendar is a key document distributed to all Derbyshire early years providers. It provides a comprehensive overview of:
- The number of weeks and term-time hours available in each funding period
- Termly cut-off dates for HMRC extended entitlement codes
- Provider portal submission open and closure dates
- Payment schedules for each funding period
Key reminders:
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ALL funding claims must be submitted as term-time hours.
- Providers claim funding for up to 38 full weeks of the academic year. The 39th week is the unfunded week, reflecting the five annual school inset days, during which schools are closed for in-service training.
- Providers may offer funded sessions on inset days, or
- Charge for inset days and offer funded sessions during the unfunded week.
- The provider portal calculates funding claims in full weeks, in-line with Derbyshire school term dates.
If you use a third-party system (e.g. Funding Loop) instead of the local authority’s declaration form, please ensure that this aligns with Derbyshire’s school term dates.
An eligible child’s full entitlement of 570 hours or 1,140 hours (if eligible for 30 weekly hours) is the total amount of claimable hours within the full academic year (September – August).
The 570 (or 1,140) funded hours is calculated on a pro-rata basis across each of the academic terms, dependent upon when the child becomes eligible to start their funded hours.
Guidance documents are available on the SchoolsNet Funding and contracts website.
Please be reminded to ensure all information submitted via the provider portal is accurate.
Where consent is given for an EYPP check, these checks are completed prior to processing provider funding payments each month. Checks are undertaken using the Department for Education (DfE) eligibility checking engine which integrates with the Department for Work and Pensions (DWP) and HMRC to verify eligibility.
To minimise the risk of errors:
- Enter family details accurately
- Record each parent as separate entries where applicable
- Avoid special characters (e.g. umlauts, slashes, or any special characters), as these can interfere with the system processing and result in inaccurate eligibility outcomes.
IMPORTANT: 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 email 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 remember to access the SchoolsNet - Funding and contracts tile where you will find a suite of step-by-step guidance and information to help you submit funding data on to the provider portal.
Local authority notification:
Should you need to close your provision due to flooding, illness, snow, or an unforeseen circumstance, please ensure you notify the funding team via the relevant e-mail in-box:
CS.enquiries.childminders@derbyshire.gov.uk
CS.enquiries.groupcare@derbyshire.gov.uk
CS.enquiries.schools@derbyshire.gov.uk
Along with the Quality team via: CS.EYS@derbyshire.gov.uk
Ofsted notification:
For closures of three days or more please be reminded that there is also a requirement to notify Ofsted.
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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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