What is a Headcount and How Does It Work?
A “headcount” is the process by which childcare providers claim for the government-funded hours that children take up at their setting. It is the mechanism for providers to inform the local authority about the number of eligible children and the funded hours they are claiming each week.
The information submitted during a headcount directly determines the funding paid to providers, and the schedule of payments may be impacted by which headcount tasks are completed and when.
Local Authorities may use slightly different terminology, and will follow individual headcount dates and payment schedules.
Headcount submissions are required on a termly basis for all funding claims. There are three main types of headcount tasks that can be completed each term.
1. Estimate Headcount 🔮
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. The information from this task may used by the local authority to calculate an interim or monthly funding payment.
These tasks are typically completed at the end of a term, for the upcoming term - for example in March for the Summer term.
2. Actual Headcount 🚀
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, eligibility and personal information for all funded children in this task. The LA base the main payment calculations on this submission.
3. Adjustment Headcount ⏪
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 the final claim is accurate for payment reconciliation.
Headcount Dates
Local Authorities will set their headcount task dates - this is the window during which the information about children must be submitted to the LA, using their portal or forms.
It is critical to know your LAs dates - many LAs will email them, or have documents on their website with the dates. Make sure you know your dates for each term - print them and keep them somewhere you can be reminded of them.