Requesting funding after headcount

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

Children who start accessing Early Years Funded Entitlement (EYFE) before headcount are counted through your census actuals submission. For more inforamtion, see Online Provider Portal.

You can still claim funding for children who start after headcount.

You can do this when 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
    • a valid exceptional reason for starting after Census Day applies - these 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.

If a child starts after headcount, childcare providers must submit an adjustment request through the Online Provider Portal to claim funding.

If a child starts on or before the DfE Census Day but after headcount, submit the adjustment request by the DfE Census Day.

For children who start after the DfE Census Day, submit the adjustment request within the term you want to claim for.

We do not accept adjustment requests after the last day of the term.

Deadlines for submissions are:

  • Autumn 2026 - Thursday 31 December 2026
  • Spring 2027 - Friday 9 April 2027
  • Summer 2027 - Monday 31 August 2027

Adjustment requests on the Online Provider Portal have replaced the Post Headcount Exceptional Payment request form.

Before submitting adjustment requests

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 census actuals or adjustment 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 a child attended another West Sussex childcare provider earlier this term and has now left, contact the previous provider to arrange the transfer of funding. Do not submit an adjustment request. The only exception is when the previous provider has closed. If this is the case you will need to contact us.

If the child still attends another provider, you can submit an adjustment request for any remaining funded hours, as long as the hours stay within the weekly, termly and yearly limits.

Children eligible for Early Learning for 2 year olds (Local Authority Issued EYFE)

If the child is eligible for Early Learning for 2 year olds (Local Authority issued) EYFEE you need the reference number if approved by the county council.

If another local authority has approved the application, tell us:

  • the name of the local authority
  • the date the child became eligible
  • any reference number the local authority provided

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 adjustment 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

Both of the above will automatically be sent to the Early Years Funding Team when an online parent declaration is completed and your provider is nominated to receive DAF.

If you use the PDF or Word version of the declaration, you must send the completed form and supporting evidence using the form on the Disability Access Fund web page.

EYPP requests

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

Guidance and support

Guidance for submitting adjustment requests can be found in the document below: