1. Maintained Nurseries Early Education Funding (EEF)

2. Agenda What are the free entitlements? 30 hour update Processes
Capita demonstration

3. What are the free entitlements?
2 year old funding starts the term after the child’s 2nd birthday and is criteria based
Universal Early Education Funding is for all 3 and 4 year olds, starts the term after the child’s 3rd birthday and is for everyone
Extended Early Education Funding (or 30hours funding) is for 3 and 4 year olds, starts the term after the child’s 3rd birthday and is criteria based
All must be delivered over a minimum of 38 Weeks per year

4. 2 Year Olds Maximum 10 hours per day, no minimum
Can be delivered between 6am and 8pm
Can attend 1 setting only
Funding rate is
2017/18 - £4.89
2018/19 - £5.00
2019/20 - £5.00

5. 3 and 4 Year Olds Universal offer is 15 hours per week
Maximum 10 hours per day, no minimum
Can be delivered between 6am and 8pm
Limited to 2 sites in a single day
Funding rates are
Nursery Classes Nursery School
2017/18 £ £4.30
2018/19 £ £4.30
2019/20 £ £4.25

6. Funding
The government has provided clear guidance on what can be charged extra for – ensuring funding is free at point of delivery eg Food, yoga classes, outings
Providers can charge for hours outside of funded sessions
Early years pupil premium – an additional 53p per hour and is criteria based
Deprivation supplement – an additional 2p per hour based on the child’s postcode
Tax free childcare for all children aged 0-11years

7. 30 Hour update

8. Application Dates
If a parent applies for an eligibility code after 1st September, their Extended Hours start date will be 1st January and we will only fund from 1st January for Extended Hours. We will fund the Universal Hours from when they started with the provider.
If you are not in sight of the letter a parent receives from HMRC and they just bring you the Eligibility Code, the portal will confirm; valid from, valid to and grace period dates when you check the eligibility code.
Please ensure you check these dates carefully as this clearly shows when funding can be accessed from and to for the extended 15 hours.

9. How do parents apply?
How can parents find out when they can apply?
Parents can register their address at the link below. They will be sent updates regarding 30 Hours and Tax Free Childcare as they become available from HMRC;
If eligible, they will be given an 11 digit Eligibility Code
Currently, as of 20th June 2017 –the HMRC website is experiencing some issues and parents are struggling to obtain codes as quickly and efficiently as expected.
Parents are being encouraged to persevere with the HMRC site.  Many parents have confirmed that they have had more success in applying when they telephoned.
The helpline number for this is  

10. .
This is an example of what parents see when they log on to their Gateway account.
There is a section (in the middle of the screenshot) titled ‘Reconfirmation’ –this clearly shows the date that parent(s) will need to reconfirm their eligibility by.
Parent should receive up to 3 prompts by and or text if they have supplied valid telephone numbers/ addresses to encourage them to log back into their account to reconfirm their details.

11. Example of letter Parents will receive
30 hours free childcare application for <child name>: next steps
Dear <applicant name> 30 hours free childcare application for <child name>: next steps  
Thank you for applying for 30 hours free childcare. You're eligible for 30 hours per week of free childcare over 38 weeks of the year. It's possible to stretch your entitlement, by taking fewer hours over more weeks of the year. The eligibility code for <child name> is xxxxxxxxxx. This code is important as you'll need it to get your 30 hours free childcare. You can find the code in your childcare service account if you need it at a later date. However, you can't use this code to claim 30 hours free childcare if your child is in reception. If your child has reached compulsory school age, they won't be eligible for free childcare. What to do next You should take your child's eligibility code to your childcare provider or local authority, along with your National Insurance number and your child's date of birth, to secure your free childcare place from 1st September Reconfirm your eligibility You'll need to reconfirm your eligibility every 3 months and your next reconfirmation date is 7 August It's very easy to do and will only take a few minutes. We'll send you a reminder before you need to reconfirm. For more information on: ^ free early education and childcare in your area, go to 30 hours free childcare, go to
Yours sincerely Childcare service team
This is an example of the confirmation letter that parents receive. For demonstration purposes we have coloured the information in red, that you will need to extract from the letter to enable a check to be made on the portal system.
Please ensure you record this information to ensure checks can be made accurately.

12. Running the check – we need a screenshot of our portal homepage here.
When you log onto the portal now you will see two options:
15 Hours Extended
Headcount
The Portal will now look different than before – it used to take you straight to tasks for managers, this screen will now be the first screen that you see.
There are two blue buttons for you to click on, one for Headcount and the other for 15 Hours Extended.

13. Running a check Clicking into Run a New Check .
This screen will appear when you choose to run a check for an eligibility code.

14. Check results .
You will need to insert the relevant details into the boxes provided.
This screenshot is an example of a successful eligibility code. The green box includes the valid dates a funded place can be accessed and the grace period end date.
If the Eligibility Code is not valid or there is a problem you will get an error message in red.

15. Reviewing previous checks.
Existing child checks – any children that have gone on your forecast forms will show here. You can use the filter buttons (up and down arrows) to sort by dates/age/validity dates etc.
Ad-hoc checks , can be made, this may include children that are considering accessing a place at your setting and you need to run a check on the eligibility code. These checks will not disappear, and can be kept until a child takes up a place if this is required.

16. Extended Eligibility Process
Codes are only valid for 3 months
Parents must reconfirm their details with HMRC
Local authorities must recheck (audit) eligibility codes at least 6 times a year
Reconfirmation every
3 months
Local Authorities must run ‘batch checks’ and audit all the eligibility codes that have been inputted on to the Portal system.
This audit and check, will be carried out six times a year and therefore update all relevant information –validity dates and grace periods for each child. As a provider, you will not need to re-enter eligibility codes once they have been set up – the batch checks will ensure the valid from and to dates and grace period dates will automatically be updated.

17. Providers Responsibility
To ensure we meet the payment dates:
Providers must complete the tasks on time.
When parents move from one Provider to another, the Providers need to contact each other to agree the dates they are claiming for and get agreement from the parent - when both providers claim for the same time period this delays the whole payment run until this has been resolved.
Before a payment run can be made, the Local Authority need to check across all providers for any children who may be showing as a duplication. We therefore cannot process any payments until everyone has submitted their claim and completed their tasks. We do request that everyone does this by the dates requested.
The checking of duplicates is going to be vital for the extended 15 hours, especially in relation to the correct hours being inputted under the correct column (universal and or extended hours), to ensure that there are no duplicate claims. If one error is made, this can impact on the whole payment run.

18. Recording the 15 Extended Hours
From 21st August you will be able to record the Extended 15 Hours
Feedback was given following a workshop with providers earlier this year:
The form will be pre-populated
with the details from the last form you submitted and you only have to check and update children who have left, started or changed their hours.

19. Recording 30 Hours (1)
This is an screenshot of what software will look like.
There are now two columns for claiming the hours – Universal and Extended Hours.
Please note the Extended Hours column will only allow you to input hours, if a valid eligibility code has been entered.

20. Recording 30 Hours (2)
For example:
1. If the child is doing a total of 30 hours at your setting then it is 15 in Universal and 15 in Extended.
2. The child is claiming Universal at another setting and extended hours with you – you would record 15 in Extended
3. The child is claiming Universal with you and Extended at another setting – you would record 15 in Universal
It is really important that you record the hours in the correct fields.

21. CAPITA - data collection
Termly Processes
CAPITA - data collection
Estimate headcount
(end of previous term)
Add new children
Add leavers dates
Amend child details
Change attendance
Actual headcount
(approx week 4
of term)
Adjustment task (2nd to last week of term)

22. Agreements MAINTAINED NURSERY and LOCAL AUTHORITY - SLA
Based on DfE guidance:
Model Agreement
Early education and childcare – Statutory guidance for local authorities (March 2017)
ACADEMY NURSERY and LOCAL AUTHORITY – LEGAL AGREEMENT
MAINTAINED NURSERY and PARENT
Parental declaration form must be completed for each child:
Personal information
Attendance patterns and hours
EEF Team Audits
Every provider will be visited at least every 2 years to look at all matters relating to Early Education Funding.

23. References
achment_data/file/596460/early_education_and_childcare_st atutory_guidance_2017.pdf
achment_data/file/610170/Operational_guidance.pdf
achment_data/file/604417/Model_Agreement_FINAL_ pdf

24. Contacts Adam Hindhaugh – Early Years Manager Tel 01925 444126
Linda Dattani – Early Education Funding Manager
Tel