Provider Portal funding documents – Raise York (2024)

Provider Portal funding and documents

Login to the York Provider Portal for early education funding and to update your details.

York Early Years Provider Portal

Some 2-year-old children, whose families are in receipt of certain benefits, are entitled to 15 hours of Funded Entitlement each week over 38 weeks per year. This is known as the 2-year-old funding.

Other 2-year-olds may be entitled to 15 hours of Funded Entitlement each week over 38 weeks per year, if their parents or carersare working

All 3- and 4-year-old children are entitled to 15 hours of Funded Entitlement each week, over 38 weeks per year. This is known as the Universal 15 hours funding.

Some 3- and 4-year-old children are entitled to an additional 15 hours of Funded Entitlement. This is known as the 30 hours Funded Entitlement.

For further information about the early years funding entitlements and how to register as a provider for Early Years funding, read:

  • patterns of take up of the Early Years entitlements
  • information for practitioners about funded childcare for 2-year-olds
  • information for practitioners about funded childcare for 3- and 4-year-olds
  • Early Years Pupil Premium
  • Disability Access Funding
  • registering to deliver the early years funding entitlements

Read more about:

  • Term deadlines and provider funding letter
  • Making claims and using the Provider Portal
  • Department for Education statutory and operational guidance
  • Provider Agreement and Provider Guide
  • Parent and carer declaration forms
  • Sufficiency data
  • Provider information sessions and portal training sessions
  • Early Years Funding Team
  • Appeals process

Term deadlines and provider funding letter

Read the Autumn 2024 term funding letter.

Monthly Payments Autumn 2024 Schedule

Estimates - 75% split into 3 payments

The Estimate is the submission of the total weekly number of hours for all children you anticipate you will need to claim for within the term (confirmed bookings).

This needs to be done for each headcount, that is:

  • an estimate for Under 2s
  • an estimate for 2 year olds
  • an estimate for 3 and 4 year olds

The Main Estimate Deadline is 2 August 2024, to ensure Payment 1 in August.

You will receive Payment 1, which is 25% of the Estimate, by the last working day of August.

The first Estimate Amendments Deadline is the first Friday of September (6 September 2024), to ensure changes to Payment 2.

You will receive Payment 2, which is 25% of the Estimate/Amended Estimate, by the last working day of September.

The second Estimate Amendments Deadline is the first Friday of October (4October 2024), to ensure changes to Payment 3.

You will receive Payment 3, which is 25% of the Estimate/Amended Estimate, by the last working day of October.

Actuals

The Actual is the submission of full child data. This is where you add the individual children onto the appropriate headcount and confirm the number of funded hours, they wish to claim with you.

Submission of all Actuals Data and Disability Access Fund (DAF) Applications must be completed by 18 October 2024. The portal will be closed after this date.

You will receive Payment 4, which is the balance plus supplements (Early Years Pupil Premium, Deprivation, DAF), by the last working day of November.

Actuals Data Checking Deadline

As is part of the usual process, we will still have a deadline for checking your actuals data to ensure you have not missed any claims.

You will have until 8 November 2024 to contact the Funding Team to discuss any changes.

After this point no further changes to claims will be accepted as the team will begin to process final payments for the term on the next working day.

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Making claims and using the Provider Portal

Early Years funding is made in 2 payments for each term:

  1. an initial payment made at the beginning of the term based on estimated take-up. This payment is usually based on 85% of the estimate you provide and will be processed during the first week of term.This payment may take up to 10 working days to reach your bank account once processed by the funding team.
  2. a second payment, during the second half of term, once all claims have been received and finalised

The claims process

You'll receive an email informing you of the relevant dates and deadlines for the forthcoming term.

You'll enter an estimate figure for the total number of hours per week you will be claiming for onto the online Provider Portal.

Parent and carer declaration forms are available to download.

Once estimates have been submitted, you'll have until the deadline stated in the funding emails and letters to submit children's funding details and the actual amount of hours per week the child will be claiming onto the online Provider Portal.

There will be a short period after this date for you to check the data you have submitted is correct. The onus is on you, the provider, to ensure that you apply for the funding for a child either on full term or half term basis. It is important you make parents aware of these cut off dates and conditions of moving their children from setting to setting.

Census dates are the third Thursday in January, the third Thursday in May and the first Thursday in October.

Read our guide on how to use the Provider Portal.

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Department for Education statutory and operational guidance

The Department for Education (DfE) issue operational guidance and statutory guidance for Early Years and childcare providers which outlines the DfE’s expectations about how the free entitlements for 2-, 3- and 4-year-olds should be delivered.

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Provider Agreement and Provider Guide

To register and continue to receive Early Years funding, all funded providers must read, accept and return the 'Provider Declaration Form':

  • Provider Declaration Form
  • Provider Agreement

Email: [emailprotected] with your completed provider agreement.

Read our Provider Guide which providers supporting guidance for the Provider Agreement.

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Parent and carer declaration forms

Read more about parent and carer declaration forms.

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Sufficiency data

To support the local authorities in their statutory duty to ensure sufficient Early Years and childcare places, we ask all childcare providers to complete their sufficiency data on the Provider Portal on a termly basis. You'll be able to indicate the number of places you offer across each of the proposed age ranges and also the number of vacancies you hold for each age range. The data you provide will only be used to inform the local authority and will not be made directly available to families but may be used to give an indication of the level of availability in the local area.

For guidance on how to submit your sufficiency data read our Portal Sufficiency Guidance.

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Provider information sessions and portal training sessions

The Early Years Funding Team hold regular Provider Information Sessions which aim to update providers on any important new information or to consolidate knowledge of any matters relating to early years funding. An email will be sent out by email: [emailprotected] notifying you of any provider information sessions available. If there are any key areas you would like further information on in these sessions, email the Funding team with a brief description.

The team also hold Portal Training Sessions which are held on an evening at West Offices which allows providers to have training on how to use the online provider portal, how to make a claim and gives a general overview of what early years funding we offer. To register your interest in any future Portal Training Sessions, email: [emailprotected] and we'll add your name and contact details onto our waiting list.

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Early Years Funding Team

The team can give advice and support on any query that you have relating to the Early Years entitlements. This could be support around:

  • information regarding the payment of the funding to the settings, for example the amount of funding made, timescale for submitting your online claim, when payments should have been received
  • offering the enhanced entitlement flexibly
  • if you think you have received the incorrect amount of funding
  • for advice on filling out and submitting the online claim data and census information
  • for notification of a change of funding contact details
  • if a child starts or leaves a setting after submission of claim or census information

The team can be contacted on telephone: 01904 553880 or by email: [emailprotected].

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Appeals process

Read the appeals process for parents and providers for Early Education Funding.

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Provider Portal funding documents – Raise York (2024)
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