A Headcount is the process by which childcare providers claim for the government-funded hours that children take up at their setting each term. This is submitted to the Local Authority, and the information directly determines the funding paid to providers. Headcount submissions are required on a termly basis for all funding claims, though Local Authorities may each use slightly different terminology, and will follow individual headcount dates and payment schedules.

The Estimate or Forecast is a pre-term submission where providers notify the local authority of the expected number of funded children and hours for the upcoming term. Depending on the LA, this submission may include details of individual children, or it may simply require the total expected number of funded hours per age group for the term.

The information from this task may be used by the local authority to calculate an interim or monthly funding payment, coming earlier than payments based on subsequent headcount submissions.

The Actual headcount is the main claim submission for a child's funded hours. It is completed at the start of the term, usually on a specific "headcount day" or within a designated “headcount week.”

Providers must submit the funded hours schedule, and the eligibility and personal information for all children claiming funding for the term in this task. This submission may differ from the Estimate if children have joined since that submission, or unexpectedly left the setting. The LA base the main payment calculations on the Actual submission.

The Amendment or Adjustment is a final submission made after the Actual headcount. Its purpose is to account for any changes that occurred mid-term, such as a child starting late or leaving early. This task ensures that the total termly payment is accurate.

Local Authorities will each set their headcount task dates, and this information will be available on their portal or website, or it may be emailed to providers. Each headcount will be open for a certain window of time, after which no further information can be submitted or changed.

If you're in a Local Authority where tiney handle your funding claims, we'll submit the headcounts for you based on the information we have. It's vital that you keep each child's info up to date, including their care schedule, funding type, and eligibility details, and provide us with each child's Parent Declaration Form each term.

If you submit your own claims, you'll need to refer to your LA's guidance for details of the process. Many LAs use online portals for these submissions, but some may use other methods such as forms.