Resources and supporting documents

If you are a new or existing childcare provider and wish to start claiming early years funding for nine-plus months to four-year-olds, you will need to be Ofsted registered and have agreed to the conditions within the CambsEYC local agreement.

If you are a registered childminder and wish to become a funded provider, please contact eyf@cambridgeshire.gov.uk. We can support you with the process.

This guide outlines Cambridgeshire County Council’s administration processes for all early years funding claims made by private, voluntary, and independent childcare providers, as well as qualified nurseries and foundation units. These processes are based on local and national policy. The guidance complements Cambridgeshire’s Local Provider Agreement. As a provider offering early learning and childcare places in accordance with government policy, this guidance should be read alongside the following publications:

• Statutory guidance for local authorities on the provision of early education and childcare - GOV.UK.
• Local Provider Agreement – CambsEYC local agreement.
• Updated government guidance as it is released.
• Guide to the administration 2025 - 2026. Size: 345KB File format: pdf

It is a requirement that providers hold a completed parent/carer declaration form for each child for whom a claim is made. When issuing this form to parents/carers, they should also send out a copy of the Information for parents/carers information sheet. Where necessary, providers should provide the parent/carer with assistance in filling in the parent/carer declaration form to ensure the information held is accurate and complete.

Here you will find the Parent Carer Declaration 2026 - 2027* form.

*Size: 316KB File format: pdf

If you wish to receive the parent carer declaration form in Microsoft Word format, please email eyf@cambridgeshire.gov.uk.

Parent Guardian EY funding information. Size: 233KB File format: pdf

Provider Portal Guide 1. How to log in. Size: 118KB File format: docx

Provider Portal Guide 2. User Guide. Size: 392KB File format: docx

Provider Portal Guide 3. How to check a working parent's eligibility code. Size: 1.05MB File format: docx

Provider Portal Guide 4. How to enter and submit your claim. Size: 1.11MB File format: docx

Provider Portal Guide 5. How to make a DAF application. Size: 315KB File format: docx

Provider Portal Guide 6. EYPP and deprivation. Size: 163KB File format: docx

The following guidance outlines the council policy on changing the funding agreement with a parent once the funding period has started and how to make changes to your funding claim.

If a child never attends the setting

Providers can charge parents/guardian a refundable deposit. After the child takes up the place, the deposit should be returned promptly, for example in the first four weeks. If you have a signed declaration form and the child doesn’t start at the provision, the provider will be able to keep the deposit.

Please note providers may consider not applying a refundable deposit to families who may struggle to pay it and would therefore miss out on accessing the funding entitlement, for example families with funded two's entitlement.

If a child is leaving the setting

Where a child is leaving the setting to take up a place elsewhere, there is an expectation that the provider will negotiate ending their contract with a reasonable notice period, maximum four weeks for funded hours.

If a child leaves under exceptional circumstances, you may not be able to apply a notice period and may have to relinquish some or all of the notice period. For further guidance, contact the Early Years Funding Team at eyf@cambridgeshire.gov.uk.

How to make changes to your Estimate after submission 

Between the Estimate submission and the first scheduled payment, it is possible to add new children to your Estimate. Please add the child/ren as a Future Starter or to your Live Register, in the Establishment Portal. Please email eyf@cambridgeshire.gov.uk to notify the Early Years Funding Team that you have added a new child/ren, the initial and full surname/s of the child/ren that you would like included in your estimate submission and the number of weeks.

If you have a significant increase/decrease to your estimate submission for an existing child, please email the Early Years Funding Team to discuss.

Please note you will be able to add claims at estimate, where an eligibility code needs reconfirming; please check the dates linked to the codes before the funding period starts. This assumes the parent will reconfirm successfully. If the parent does not reconfirm the code successfully, you may not be able to claim at headcount, unless a grace period is applied.

Closing dates for estimate adjustments to be included in the first scheduled payment will be communicated in the key dates calendar in the portal.

How to make changes to your Headcount after submission

After the Headcount submission, it is possible to add new claims, increase/decrease claims, and remove claims. Please make the change to your Live Register in the Establishment Portal.

If you select ‘Yes’ to a midterm change, this will get picked up and included in the current funding period, for example, if a child has started with you after you have submitted the headcount submission.

If you select ‘No’, the change will be applied to the following funding period, for example, a parent requests that you increase an existing child’s claim from the beginning of the next funding period, and you wish to record this change on your Live Register in readiness.

If the claim you wish to make relies on another provider reducing their claim, please ensure this has been agreed with the other provider, and they have reduced their claim. Otherwise, the midterm change request may be rejected.

If you have agreed a notice period with a parent and should be reducing/removing your claim, please do this promptly. Midterm changes are processed before the scheduled headcount payment; closing dates for headcount Midterm changes/adjustments will be communicated in the key dates calendar in the portal.

Please make as many changes as possible, both increases and decreases, on your Live Register to be included in the scheduled payment date/s. Midterm changes/adjustments processed after the scheduled headcount payment will be paid later or deducted from a future payment.

Providers who receive early years funding are eligible to receive Disability Access Funding (DAF) where the child is:

• In receipt of Disability Living Allowance (DLA) for children.
• Accessing a place at the setting under their entitlement to free early learning and childcare.

DAF is available to one provider in a year. If a child is splitting their entitlement across two or more settings, the parent/carers will need to nominate the setting they wish to receive the payment. This will usually be the setting where the child is accessing most of their universal hours and expanded hours entitlement or extended hours entitlement. Here you will find information on how to make a DAF application and a link to the DAF application form 2026. Size: 201KB File format: pdf

How to make your DAF application

1. Select Disability Access Fund tile.
2. Create a new Disability Access Fund application.
3. Find a child.
4. Add a new child.
5. Attach the Disability Access Fund application form.
6. Enter supporting details.
7. Confirm details and submit your application.

Instructions on how to make your Disability Access Fund (DAF) application using the DAF secure portal. To make your application, you must be logged into the Provider Portal. Please read the Early Years Portal user guide first if you have not used the portal before. It will show you how to navigate the system. This guide assumes that knowledge.

1. Select the Disability Access Fund tile

When in the Portal, select the Disability Access Fund tile. Claims can be made for children who are:

• In receipt of disability living allowance for children, and
• Accessing a place at the setting under their entitlement to free early learning and childcare, not a reception class.

2. Create a new Disability Access Fund application

Select 'Create new Disability Access Funding Application.'

When you open your Disability Access Funding Application, children at your setting will be listed.

3. Find a child

Enter the child’s name in the 'Find a Child' text box. A list of children matching your search criteria will appear.

Select the button to the left of the child’s name and select 'Continue.'

4. Add a new child

If the child is new, select 'Add Child' and complete the relevant fields for the child’s details as below:

• Forename.
• Surname.
• Gender.
• Date of birth.
• Ethnicity.
• First language.
• Postcode.

If you have the postcode, enter it and select 'Find Address.' If the correct address is returned, highlight it in the list and click 'Select', then select 'Continue.'

Note: if no suitable Addresses are returned, select 'Enter Address Manually' and type the new address in.

To find the home address, please enter the postcode and click ‘Find Address’. If the address is not listed, then type the correct address in the boxes provided. If you do not have the postcode, you can look it up here.

Select 'Continue' as you complete all the details.

5. Attach the Disability Access Fund application form

Select 'Browse' and attach the completed DAF application form.

6. Enter supporting details

Enter the date of the official DLA letter in the text box to support the Disability Access Funding application and select 'Continue.'

7. Confirm details and submit your application

Tick to confirm details are correct, and then press 'Submit.'

You will then get a confirmation message and an application reference number for your information.

Finally, select 'Finish.'

Changes to early years funding rates for April 2025 to March 2026 were approved by the Children and Young People's Committee following consultation with the Cambridgeshire Early Years Provider Reference Group.

Table of early years funding rates

Early Years Pupil Premium

Will be paid at a rate of £1.15 per hour for eligible children from April 2026, up 15p/hour. This premium will be payable for any funded child, including those children under three who meet the criteria.

Disability Access Funding

The lump sum paid to settings for eligible children will increase to £975 from April 2026, up from £938. This funding will be payable for any funded child, including those children under three who meet the criteria.

Further information can be found at Early Years funding formula | Cambridgeshire County Council.

*Guidance for children in care of the local authority for working parent-funded hours:

• A social worker makes an application to the county council’s Education Welfare Benefits team to get an eligibility code starting 40, which should be checked in the portal.

**Supplements:

• Deprivation for three plus years can be applied to both universal and extended hours if the postcode matches IDACI ranks, set nationally.
• Early Years Pupil Premium can be paid to eligible children from nine months and applied up to a maximum of 15 funded hours.