Requesting funding after headcount

How to claim funding for children who request a place after headcount.

Childcare providers must claim for all children who start accessing Early Years Funded Entitlement (EYFE) before headcount via the provider’s actuals submission.

You can still claim funding for children who start after headcount. You can do this in the following circumstances where the child starts:

  • before the Department for Education (DfE) Census Day (see the EYFE Provider Declaration for further information on DfE Census Day)
  • after the DfE Census Day and is:
    • eligible for EYFE for Working Families
    • in the 9 months plus age group
  • after the DfE Census Day and is:
    • approved
    • age-eligible for Early Learning for 2 year olds (LA Issued) EYFE
  • after the DfE Census Day and:
    • is eligible for Universal EYFE or EYFE for 2, 3 or 4 year olds only
    • has a valid exceptional reason for starting after Census Day applies

Exceptional reasons may include, but are not limited to: 

  • the family moved into West Sussex after headcount 
  • the child with an additional need has started with a provider and is being supported by a professional such as:
    • a GP
    • portage
    • speech and language therapist
    • health visitor 

You can find further examples 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

Parent declaration form 

The provider and parent must both complete and sign a parent declaration form. You must do this before claiming EYFE, whether you are claiming via actuals or by Post Headcount Exceptional Payment request.

Find the Parent Declaration on the Providing Early Years Funded Entitlement page. 

Children who have accessed EYFE at another provider in West Sussex this term

If the child has attended another West Sussex childcare provider this term you will need to contact the previous provider for transfer of funding. You will need to do this instead of submitting a Post Headcount Exceptional Payment request form. The only exception to this is if the previous provider has since closed. If this is the case you will need to contact us.

Children eligible for 2 year old LA Issued EYFE

If the child is eligible for Early Learning for 2 year olds (LA Issued) EYFEE you need the reference number if approved by the county council, or evidence of approval by another local authority.

Claiming for children with an EYFE for Working Families

If the parent wants to use EYFE for working families you need to gather all required information, such as the eligibility code and check its validity.

A valid eligibility code must have:

  • 11 digits
  • a 'code start date' prior to the beginning of the term
  • a 'code end date' after the planned first day that the child will access EYFE

Before submitting your funding request, you must verify the validity of the code by using the working families eligibility checker.

Claiming Disability Access Fund and Early Years Pupil Premium

You need parental permission to apply for additional funding such as Disability Access Fund (DAF) or Early Years Pupil Premium (EYPP). You will also need to provide the required information and evidence.

DAF requests

Requests for DAF must include:

  • a completed parent declaration
  • evidence that the child is currently eligible for Disability Living Allowance

EYPP requests

EYPP claims must include parent details, including date of birth and National Insurance Number.

Submit a Post Headcount Exceptional Payment request form - EYFE Funding

For all children starting on or before the DfE Census Day but after headcount, you must submit your request by DfE Census Day. 

For all other children, you must submit your request within the term you wish to claim for.

If we receive your request after the term the funding applies to, we will decline it. 

Note, when you complete the form, we recommend you select ‘continue without an account’.

Post Headcount Exceptional Payment (PHEP) request form (external link)