Early Years and Childcare Special Newsletter
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Thursday 20 March 2025
We are currently working hard to process the Provider Declaration forms for 2025/26 that have been submitted by settings so far. Provider Declaration forms must be submitted by 21 March 2025. If there are any queries with your submitted declaration form you will receive a phone call and/or email from the Early Years Funding team over the next 2 weeks, so we can resolve any issues.
We understand the daily routines of early years and childcare providers can vary, and you may be too busy to answer our phone call. If you miss our call or call us querying the email we have sent you, and you are unable to be transferred to the Family Information Service Specialist (FIS) team, a call back can be set for you. This means your information is passed on to the FIS Specialist team by our Customer Service Centre and we will call you back as soon as possible. To ensure we respond to your call back request quickly and efficiently, please share the following information when you call:
- The setting you are calling from.
- That you are calling because you have been contacted regarding your Provider Declaration.
- The best time to call you back - we will endeavour to call you back at a time that is convenient for you.
If we are unable to contact you to resolve any issues with your declaration form, this may cause a delay with your summer term 2025 estimates payment.
Please do not call us to check we have received your declaration form or check if you have completed it correctly, as this may contribute to longer processing times for all providers. If there are any issues, we will be in contact with you.
Frequently asked questions
Can you review my policies before I sign the new declaration form?
Please do not delay signing the declaration form. We may not be able to review your policies before the Provider Declaration form submission deadline. We can review your policies once you have submitted your signed declaration form and support you with your queries.
How many weeks can I claim for autumn term 2025?
For term time only providers, the maximum number of weeks you can claim is 14. Note that the specified term dates (01/09/2025 – 19/12/2025) span 16 weeks. If you specify your funding term dates as the full 16 weeks, we will need to query this with you to ensure you are not planning to deliver over more weeks than you will be funded for. For stretched providers the maximum is 18 weeks, though you should account for any period of closure over Christmas.
What do I do with the extra week in summer term 2026?
As spring term 2026 is only 12 weeks long (including half-term) providers offering term time only funding may claim 12 weeks in spring term 2026 and deliver the extra week in summer term 2026.
Why is my form showing as pending on the Online Provider Portal?
It takes our team time to process all the declaration forms that are submitted. It will show as pending until we have been able to review and authorise or decline your forms.
What can I charge for? (consumables charges)
You must refer to Appendix L of the Provider Declaration for a list of items you may charge for. In short, these are food, certain consumables and extra-curricular activities, such as trips, classes and activities. These charges must be optional during any Early Years Funded Entitlement (EYFE) hours, with a clear policy on what parents need to do should they opt out. For items listed as non-chargeable, providers may request a voluntary contribution. Payment of a voluntary contribution must not be a condition of accessing EYFE. Whilst you cannot include voluntary contributions on the invoice alongside EYFE hours, you may provide the parent a separate receipt.
For further information on the Provider Declaration 2025/26, please see our previous communications in the following newsletters:
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