Funding information for registered early years providers in County Durham

Important details regarding funding arrangements for Free Play and Learn for two year olds, and Early Education entitlement for three and four year olds are available here.

The deadline for Autumn Term estimated hours submissions has now closed. The EY Funding Team will contact all providers when the Provider Portal is open for Actual submissions for Autumn Term 2018. Please do not attempt to add any actual detail for Autumn Term 2018 until directed.

The Early Years Provider Portal

The Provider Portal is live for all registered providers of Early Years Education with Durham County Council. All termly estimated hours, headcount returns and funding adjustments should all now be submitted through the Provider Portal.

All registered providers of Early Years Education should ensure that they contact the Early Years Funding Team to receive a Password and Portal User ID. Without a User ID you will not be able to receive any Early Years funding.

Registered early years providers will also be able to check eligibility for Free Play and Learn for two year olds and 30 hours entitlement for qualifying three and four year old’s through the Provider Portal.

Early Years Funding Timetable 2018/19

Details of term dates, estimated hours submissions and interim payments, actual submissions and balance payments are now available for the 2018/19 financial year. Please see the document Early Years Funding - Provider Payment Timetable 2018/19 in the related links section of this page.

Autumn Term 2018 funding information

The Provider Portal opens on Monday 9 July for submissions of estimated hours for Autumn term 2018. This will be available until Friday 17 August. Your interim payment will be processed after that date and will be in your nominated bank account by the first day of term (Monday 3 September).

The term will be open for actual headcount submissions from Monday 3 September up to and including Friday 5 October.

Summer Term 2018 funding information

The Summer Term Headcount is now closed. The Summer Term balance payment should now be in your nominated bank account.

You can check your overall funding total and also the funding per child for Summer term 2018 by accessing the Provider Portal.

The final date for accepting Summer term 2018 funding adjustments will be the Autumn term 2018 headcount submission date (Friday 5 October 2018). Any adjustment submissions received after this date will not be processed by the Early Years Funding Team.

Early Years National Funding Formula for 3 and 4 Year Olds – County Durham rates for 2018/19

You can view the 2018/19 County Durham rates below:

30 hours funding process guide

Our 30 hours funded childcare for 3 and 4 year olds – funding process guide for childcare providers helps you with the process. The first flowchart looks at dealing with parents and offering places, the second with how to register to offer the funded places.

Two year olds – Free Play and Learn

To qualify for Free Play and Learn for two year olds, parents/carers must have completed an application which has then been approved by us either via a Golden Ticket, a letter from our Childcare Places Team, or a six digit reference number obtained via the Durham County Council Parent Portal. Before claiming funding, providers need to witness evidence of a successful application from parents/carers.

A child will be entitled to the funding from the term after their second birthday if the child or parent meets the eligibility criteria. Two-year-olds are eligible for 15 hours of funded early year’s provision if:

  • The child comes within the criteria used to determine eligibility for Funded School Meals (FSM) (as set out in section 512ZB(4) of the Education Act 1996).
  • The parent of the child is entitled to Working Tax Credit under Part 1 of the Tax Credits Act 2002 by virtue of an award which is based on an annual income not exceeding £16,190.
  • The child has a statement of special educational needs made under section 324 of the Education Act 1996.
  • The child has an Education, Health and Care plan prepared under section 37 of the Children and Families Act 2014.
  • The child is entitled to Disability Living Allowance under section 71 of the Social Security and Contributions and Benefits Act 1992.
  • They are looked after by a local authority (under section 22(1) of the Children Act 1989) or:
  • they are no longer looked after by a local authority as a result of an adoption order, a special guardianship order or a child arrangement order (within the meaning of section 8(1) of the Children Act 1989) which relates to either or both of the following:
  • with whom the child is to live;
  • when the child is to live with any person.

Eligible children can be offered up to 570 hours of free Play and Learn sessions in a year and this is usually taken as 15 hours per week for 38 weeks of the year. If you would like to claim for fewer hours over more weeks (ie “stretch” the entitlement) please contact the Early Years Funding Team. 

The rate for two year old children in 2018/19 is £5.10 per hour.

Checking eligibility via the Provider Portal

Early Years Providers should be aware that Parents can check eligibility directly themselves for a funded Two Year Old Play and Learn place from the week commencing Monday 2 October 2017 via the Parent Portal operated by Durham County Council. Any qualifying child (based on parent’s name, date of birth and National Insurance number or National Asylum Seekers Support number) will be issued a 6 digit code confirming their eligibility. You can then enter the detail for qualifying children via your Provider Portal to claim funding. This eliminates the need to contact the Childcare Places Team to verify eligibility for cases where a six digit code has been issued.

This is explained on page 12 of the Provider Portal Guide (which can be found near the top of this page).

Two year olds – term dates for 2018/19

Funding for two year olds is available for a maximum of 570 hours per year, and the table below shows how these hours are allocated across each term. Please note, you will not be funded for any hours in excess of this for each term, so if a child attends your setting for more than the hours stated below you will need to make separate arrangements for parents/carers to pay for these additional hours at your normal hourly rate.

Funding Term Start date End date Weeks Hours 2 year old eligible birth dates
Summer 16 April 2018 20 July 2018 13 195 1 April 2015 31 March 2016
Autumn 3 September 2018 21 December 2018 14 210 1 September 2015 31 August 2016
Spring 7 January 2019 29 March 2019 11 165 1 January 2016 31 December 2016
Annual Total 38 570

Three and four year olds - early education

Children can access up to 15 funded hours per week for each term. This is a universal offer, and begins from the start of the term following a child’s third birthday. This is at £3.70 per hour plus increments based on deprivation levels and staff qualification rating.

Three and four year olds – extended free entitlement

From September 2017, the Department for Education rolls out a new policy of extended entitlement of up to 30 hours funded childcare for eligible children aged three and four.

A child is eligible from the term that begins following their third birthday if the child’s parent(s) meets the eligibility criteria set out below:

  • The parent (and their partner where applicable) should be seeking the funded childcare to enable them to work.
  • The parent of the child (and their partner where applicable) should also be in qualifying paid work. Each parent or the single parent in a lone parent household will need to expect to earn the equivalent of 16 hours at the national living wage or their national minimum wage rate over the forthcoming quarter.
  • Where one or both parents are in receipt of benefits in connection with sickness or parenting, they are treated as though they are in paid work.
  • Where one parent (in a couple household) is in receipt or could be entitled to be in receipt of specific benefits related to caring, incapacity for work or limited capability for work that they are treated as though they are in paid work;
    where a parent is in a ‘start-up period’, (ie they are newly self-employed), they do not need to demonstrate that they meet the income criteria for twelve months in order to qualify for the extended entitlement.
  • If either or both parents’ income exceeds £100,000 they will not be eligible for the extended entitlement.

Three and four year olds – term dates

The allocation of hours across the terms is shown in the table below.

Funding Term Start date End date Weeks Hours 3 year old eligible birth dates 4 year old eligible birth dates
Summer 16 April 2018 20 July 2018 13 195 or 390 1 April 2014 31 March 2015 01 April 2013 31 March 2014
Autumn 3 September 2018 21 December 2018 14 210 or 420 1 September 2014 31 August 2015 1 September 2013 31 August 2014
Spring 7 January 2019 29 March 2019 11 165 or 330 1 January 2015 31 December 2015 1 January 2014 31 December 2014
Annual Total 38 570 or 1140

Payment arrangements

All registered Early Years (EY) providers are eligible to receive an interim payment and a balance payment providing they submit the required information via the provider portal by an agreed deadline.

From April 2018, we have offered the choice of providers receiving either termly interim payments or monthly interim payments. This is dependent on providers submitting estimated hours for each term.

If you choose the termly option then you receive 75% of your expected hours’ total (multiplied by your hourly rate) for the first day of term. EY Providers will then receive a balance payment later in the term based on your submission of actual hours.

If you choose the monthly option then you still receive your 75% of your expected hours’ total (multiplied by your hourly rate). However, this is apportioned into three equal monthly payments for Summer & Autumn terms (and two for Spring Term). EY Providers will then receive a balance payment later in the term based on your submission of actual hours.

Where pupils leave or new pupils join your setting in a particular term after you have submitted your actual headcount (and the term is locked on the provider portal), you must inform the EY Funding team of the details of the child by completing a Pupil Adjustment form via the forms section of the Provider Portal.

Please note that the payment dates shown in the table below are contingent on EY providers ensuring that we receive your completed returns by the deadline date. When these deadlines are not achieved, then we cannot guarantee payment by this date.

The 2018/19 financial year timetable for submissions via the portal and payment dates is available the related links section of this page.

You can find key deadlines and payment dates in the related links section of this page.

Early Years Pupil Premium

Funding for disadvantaged three and four year olds comes from the Early Years Pupil Premium (EYPP). You may be entitled to funding worth approximately £100 per term for qualifying children. For more information contact us on Tel: 03000 268 913 or 03000 268 914 for eligibility criteria.

Submitting claims for EYPP for Summer term 2018/19

Registered EY Providers can make a claim via the Provider Portal for the children you think may be eligible for EYPP.

Providers should go into the respective child’s record and in the Parent/Carer Tab complete each required section with the parent's name, date of birth, and their National Insurance Number or National Asylum Seekers Number. Please note that without all of this detail provided, a check will come back as “not eligible”.

Once you have completed this tab, and the child’s record is complete, please submit your claim via the Provider Portal. The Summer Term will be locked for submissions on Friday 18 May 2018 and that is the stage when we will instruct the Childcare Places Team do to a check on all of the EYPP claims received via the Provider Portal and to confirm eligibility for Summer term.

Please note that any qualifying children from the previous term who are still at your setting, will also be rechecked and their eligibility re-confirmed for Summer Term 2018.
This is explained on page 9 of the Early Years Provider Portal User Guide (which can be accessed near the top of this page).

Contact us

Early Years Funding Team
County Hall

Tel. 03000 262 789

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