Online headcount and provider portal

Provider portal

  • Sign in to the provider portal
    Submit details of your childcare service to the Family Information Service and also submit free early education funding claims for 2, 3 and 4 year old children.
  • Provider portal guidance
    How to register for the provider portal, guidance, support and important dates.

Summer Term 2018 Headcount

The provider portal is now open to allow you to submit your Summer 2018 headcount claim.  The Provider Portal will close on Sunday 22 April 2018 at 11:00pm.
Please be aware that you will not receive payment on Wednesday 20 June 2018 if you do not submit an error free headcount claim by Sunday 22 April 2018.  Payment for late submissions will only be made in July 2018.

Register for access to the provider portal

If you have not yet registered for access to the portal please contact the team via email at  to request a username and password which will then be emailed to you. 

Guidance notes and support

Please see the latest guidance notes which will help you to complete an online headcount and supplementary headcount claim. The guidance notes are the first place you should look for help with completing the claim.
If you have any issues logging into the online portal or any technical issues with the online claim process then please email


We have become aware of an issue with the Provider Portal and Internet Explorer 10. If you are using Internet Explorer 10 you may find that when you click the 'Edit' link on a child's record that nothing happens and you cannot enter the details of each child.

The solution to this is to put Internet Explorer 10 into 'Compatibility Mode' by clicking the button at the top of Internet Explorer. The button looks like this:

 Once you have clicked this button, the website will allow you to enter all details. If you have any issues with this button another solution is to use a different browser such as Firefox, Google Chrome or Safari.

Headcount dates and deadlines

Term Headcount day Provider portal open between:
Open - 07:00 Close - 23:00
Autumn 2017 21 September 2017 14 September 2017  24 September 2017
Spring 2018 18 January 2018 11 January 2018 21 January 2018
Summer 2018 19 April 2017 12 April 2018 22 April 2018

If you do not submit your headcount claim by the deadline your payment will be significantly delayed and you will be charged a late penalty fee.

Supplementary claims

As per Clause 14.16 of the FEE Funding Agreement 2017/18, Providers can submit a supplementary claim for the following children:
  1. three and four year old children who take up a free universal place after the headcount week;
  2. two year old children who take up a free place after the headcount week providing the child (or their parent) was found to be eligible by the Local Authority prior to the beginning of the term the child became age eligible;
  3. three and four year old children who take up the extended entitlement after the headcount week providing the child's parent was found to be eligible by HMRC prior to the beginning of the term the child became age eligible;
  4. two, three and four year old children who increase their hours of attendance after the headcount week.
For more detailed information see the provider portal guidance notes. For supplementary claim payment dates see the table below.

Payment dates

Payments will be made in line with Clause 16, Table D of the FEE Funding Agreement 2017/18


Interim % Payment
Interim Payment Date
Balancing Payment Date
20 September
20 November
20 January
20 February
20 April 
20 June


Administrative charges

For errors including, but not restricted to, the submission of incomplete or inaccurate headcount and supplementary claims, a £25 administrative charge will be deducted from the Early Education Funding due to you.

We have collated a list of the common errors which may help you avoid being charged an administrative charge.

If you miss the headcount deadline you will be charged an administrative charge based on the number of children on the headcount claim.  The fee will be deducted from the Early Education Funding due to you. See the funding agreement for full details of the charges.

Claiming Early Years Pupil Premium

Please submit the EYPP information as part of the on-line headcount claim. Detailed information about how to do this can be found in the provider portal guidance notes.