Requesting funding after headcount

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:

• approved for EYFE for Working Families who is part of the 9 months plus age group
• 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.

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 code

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.

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.

When completing the form, it is recommended to select ‘Continue without an account’.