Information for Providers - Frequently Asked Questions


Which providers can claim the Early Years Entitlement?

 You need to be an Ofsted registered day care provider or an independent school registered with the DfE. This can include childminders if they are accredited. You will need to sign a local code of practice to accept the terms and conditions associated with receiving the Early Years Entitlement. To claim funding for eligible 2 year olds, you will need to be graded "good" or "outstanding" by Ofsted.

How do I claim the entitlement?

Before the start of each term, the Bath & North East Somerset Early Years & Extended Services team will send you an estimate form. You will need to indicate how many children you think will attend the following term and how many hours they will attend.  After returning this, you will be paid 50% of the entitlement, based upon the information you provide. 

 How many hours can I offer? 

In the financial year 2017/2018 the entitlement has been split into three terms.

Summer 2017 (12 week term)

The entitlement is worth a maximum of 180 hours

Autumn 2017 (14 week term)

The entitlement is worth a maximum of 210 hours

Spring 2018 (11 week term)

The entitlement is worth a maximum of 165 hours

 What happens if a child changes providers part way through the term?

Bath & North East Somerset recognise the providers will have planned for the child’s attendance throughout the term, and the headcount form is a signed contract by the parent that their child will attend the provider for the whole of term (unless otherwise stated on the form). Providers will therefore have to negotiate with each other if a child then moves and they wish to retain or transfer the remaining funding in respect of that child.

Any decision regarding transferring funding is at the old provider’s discretion, and cannot be enforced by Bath & North East Somerset. Parents should be made aware of this before they sign the headcount form. We recommend that providers get parents to sign a parental contract to confirm this arrangement along with their terms and conditions.

 How many hours will the Early Years Entitlement provide?

  • Between 2.5 and 10 hours each day.

You can define ‘core’ hours at a provision level during which the entitlement can be taken, but this information must be made clear to parents.

  • Up to 15 hours per week.

If 15 hours are offered, this must be taken on at least 2 days. If the child only attends 1 day, the entitlement drops to 10.

  • Up to 38 weeks a year in school term times only.

Although the entitlement is for 38 weeks, if you are open for more weeks you can spread the total annual hours funded (i.e. 38 x 15) over more weeks, but this is in agreement with the parent and not mandatory.

What happens if a child attends two providers?

If the child attends 2 providers, the parent should declare on the form how many hours they want to claim at both providers. This will also apply for children attending one provider in B&NES and a second provider in another authority.

Early Years Entitlement forms

Please see the "Documents" section of this page for copies.

Headcount Form (EYE1)

At the start of each of the 3 terms, you will be sent a pre-populated form listing all children from the previous term .This will need to be signed by the parent /guardian of each child still attending and returned to Bath & North East Somerset along with any new starter forms.

If there are any changes to hours attended from those stated on the pre-populated forms, these can be noted on the same form and the parent can sign. If the child has changed address and name, this information should be entered on an amendment form (EYE3) and returned to Bath & North East Somerset with the EYE1 form.

New Starter Form (EYE2)

An Early Years Entitlement starter form must be completed once, when the child becomes eligible. For funded 2 year olds, you must include the 4 digit unique reference number given on the offer letter. All information on this form will be used for the entitlement until the child becomes of school age.  You should also provide the parent with a fair processing notice to indicate how this data may be used.

Amendment Form (EYE3)

If any changes are notified to the provider after the headcount deadline date, these should be submitted to Bath & North East Somerset by the amendment date. Each amendment must be signed by the parent/guardian, unless the child has left.

If any amendments are submitted later than the amendment date specified for each term, then the payment will take place in the following term and in addition, there will be no guarantee that the entitlement will be split as anticipated if a child is claiming at 2 providers.

All Forms

You must inform Bath & North East Somerset how many hours (in total) and how many days each child attends. The hours should be stated to the nearest ¼ hour.

All forms submitted should be completed fully; failure to do so will result in late payment of the entitlement.

Important dates

Summer 2017
Estimate forms returned by 24th March 2017
Estimate payment to you 7th April 2017
Headcount day 28th April 2017
Headcount forms returned by 12th May 2017
Actual payment/ child allocation details to you 9th June 2017
Amendment day/ estimate forms sent out 16th June 2017
Amendment forms returned by 23rd June 2017
Amendment payment to you 14th July 2017


Termly entitlement eligibility by date of birth

Eligible 2 year olds 3 and 4 year olds
Summer term 2017 1st April 2014 - 31st March 2015 1st April 2012 - 31st March 2014
Autumn term 2017 1st September 2014 - 31st August 2015 1st September 2012 - 31st August 2014
Spring term 2018 1st January 2015 - 31st December 2015 1st January 2013 - 31st December 2014


How to complete the ethnicity box on the Early Years Entitlement form

Collection of ethnic information is necessary for the purpose of identifying/reviewing the existence or absence of equality of opportunity or treatment between children of different racial or ethnic origins, with a view to enabling such equality to be promoted or maintained.  

All forms must include an ethnic code.  There is a code included for those who prefer not to state any ethnicity.

Choose the most suitable code from the following table and enter the code (and further details if required) alongside the ethnicity box on the form.


White British


White Irish


White other – please specify


Mixed White & Black Caribbean


Mixed White & Black African


Mixed White & Asian


Mixed other – please specify








Asian other – please specify






Black other – please specify




South East Asian


Any other – please specify


Prefer not to say

Further information

Further information, including forms, can be found on the right of this page under "Documents". Please contact us using the details on the left if you have any queries.

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