Requesting funding after headcount
How to claim funding for children who request a place after headcount in exceptional circumstances.
All children must attend their chosen childcare provider during headcount for the provider to be able to claim Early Years Funded Entitlement (EYFE) funding via their actuals submission.
In exceptional circumstances however, childcare providers can still claim funding for children who start after headcount. Valid exceptional circumstances include a child:
- in the 9 months plus age group approved for EYFE for Working Families and with a valid code that covers the whole of the applicable term
- approved for 2 year old local authority (LA) Issued EYFE who is not already attending a West Sussex childcare provider - children awarded EYFE under this criteria can start at any point in the term
- who has moved into West Sussex after headcount
- with an additional need whose start with a provider has been supported by a professional such as a GP, portage, speech and language therapist and health visitor
Further examples can be found in the Early Years Funded Entitlement provider declaration.
To request funding for children who start after headcount, childcare providers must complete the Post Headcount Exceptional Payment request form below.
Before submitting the form
Children who have accessed EYFE at another provider in West Sussex this term
If so, you must contact this provider to arrange transfer of funds. The only exception to this would be if the previous provider has closed (either permanently or temporarily). We would advise contacting us at free.entitlement@westsussex.gov.uk in the first instance so we can advise further.
If you wish to provide more hours than the transferred funding would allow, you will need to submit a Post Headcount Exceptional Payment request. An exceptional reason for an increase in hours will be needed, unless the child is accessing EYFE for Working Families and is part of the 9 months plus age group, or is eligible for 2 year old LA Issued EYFE.
Children eligible for 2 year old LA Issued EYFE
If so, do you have the 6-digit numerical reference number if approved by West Sussex County Council (for example, 456789), or evidence of approval by another local authority?
Before proceeding with a claim for 2 year old LA Issued EYFE, you must have seen a letter from West Sussex County Council with the 6-digit number or equivalent proof from another local authority. You will need to provide a copy of evidence provided by other local authorities.
Claiming for children with an EYFE for Working Families
Have you gathered all required information, such as the eligibility code and have you checked its validity using the Online Provider Portal eligibility checker?
Claiming Disability Access Fund (DAF) and Early Years Pupil Premium (EYPP)
Do you have the required information and evidence? Requests for DAF must include a completed parent declaration and evidence that the child is currently eligible for Disability Living Allowance.
EYPP claims must include parent details, including date of birth and National Insurance Number.
Temporary autumn 2025 EYFE flexibility
West Sussex County Council has been granted flexibility to approve Post Headcount Exceptional Payments (PHEPs) for eligible children starting EYFE for Working Families places after headcount, during a limited window in autumn 2025.
Key details
Applicable dates: Children can start between 29 September and 7 November 2025.
Eligibility: You must have a valid EYFE for Working Families eligibility code for autumn term.
No exceptional reason required: During this period, PHEPs will be accepted without the need for an exceptional circumstance.
Deadline for submission: PHEP requests must be submitted by Wednesday 12 November 2025.
This flexibility supports the Department for Education’s autumn term data collection and may impact future funding allocations.
For 2 year old children starting an EYFE for Working Families funded place after 7 November 2025, normal requirements will apply and a child must have an exceptional reason to start post headcount.
Submit a Post Headcount Exceptional Payment request form - EYFE Funding
You must submit your request within the term you wish to claim for. Requests received after the term the funding applies to will be declined.
Post Headcount Exceptional Payment (PHEP) request form (external link)When completing the form, it is recommended to select ‘Continue without an account’.