11.1 The local authority will pay all early years' providers each month based on data submitted by the provider. The local authority reserves the right to give notice to providers of any change to the hourly rate paid.
11.2 The provider must complete and submit accurate funding claims using information supplied by parents/carers on the FE1 parent/carer declaration form. Claims must be submitted via the online Provider Portal by the given deadline dates, in accordance with the local authority's funding calendar, to ensure correct payments are made by the local authority. Failure to do so and to rectify errors entered in the Provider Portal may result in inaccurate, delayed or withheld/non-payment of funding.
11.3 The provider must only claim for the funded hours children are attending.
11.4 If a provider fails to submit monthly returns within the published timescales, they will not receive a funding payment for that month. The provider must input data for the children they are claiming funding for, during the period the portal is open, to receive a funding payment.
Funding and contracts on SchoolsNetprovides information to support with the submission of funding.
11.5 If a provider is opening on inset days, they can offer these as funded sessions and charge parents/carers for the 'unfunded week' or charge for the inset day and offer funded sessions during the 'unfunded week'.
11.6 The provider must complete a user access form to nominate 2 authorised people to access the Provider Portal and input funding claims. Childminders who work alone must complete the user access form to nominate themselves as the authorised person. A user access form must be completed when nominated members of staff join/leave a setting. To take account of the Data Protection Act 2018, user access login details must not be passed on to other staff members.
11.7 In accordance with the Data Protection Act 2018, childminders cannot nominate non-employees, such as friends or family members to access the Provider Portal to input children's and census data.
11.8 Childminders who have a joint contract to deliver the funded hours, are only permitted to claim using one Provider Portal account.
11.9 The FE1 parent/carer declaration form is the contract between the parent/carer and provider for the early years' entitlements. The FE1 form must be completed by parents/carers and retained securely by the provider. Parents/carers can be given a copy of their completed FE1 form where requested. The contract amendment sheet should be completed and signed by parents/carers when any changes to their child’s funded sessions occur. The local authority will review the FE1 form in instances where double funding is identified.
11.10 The provider will not be penalised for children's absences if a record of the absence has been completed and authorised by the child's parent/carer. Failure to complete or maintain accurate absence records may result in funding being reclaimed.
The provider should follow up absences of funded children, referring to local safeguarding procedures as necessary and retain records of attempts to contact parents/carers during periods of absence.
11.11 The provider should monitor children's attendance and absences and identify patterns of missed sessions each term. The provider should discuss identified patterns of missed sessions with parents/carers to determine the reasons, retaining records of the discussion outcome and amending funding claims as necessary.
11.12 The provider must notify the early years finance team of a child's absence of 4 weeks or more and the reason for the absence. The local authority will inform the provider if funding can be claimed for the period or if the place should be withdrawn. Email:
11.13 The provider will not be penalised for short term closures of a setting where it is outside of their control, for example, bank holidays, strike action, local or national elections or damage to the premises. However, providers should be mindful of the impact on parents/carers if they choose to close and should offer alternative sessions to the parents/carers of funded children.
11.14 Providers must notify the early years finance team of any closures for more than 2 days, at any one time and the reason for the closure. Providers should be mindful of the impact on parents/carers if they choose to close and should be confident, they can still provide the total number of hours parents/carers agreed with the provider in their parental declaration. Email:
11.15 Where a provider closes their business permanently, part way through a funding period, any payment of funded hours not delivered will be clawed back by the local authority.