Provider
Portal
Guide
Content
Page
2
Logging on for the first time
4
Signing in
5
Submitting Estimates
7
Submitting Actuals
14
Claiming Early Years Pupil Premium
18
Checking Financial History
1
Logging on for the first time
Welcome to the provider portal – here you can input your funding claims (estimates,
actuals and EYPP) and view your financial history.
The portal website address is: https://feee.leeds.gov.uk/ProviderPortal/login.aspx
If you are not part of Leeds City Council and require an access token, this is the first
screen you will come to:
Your username and your password will have been emailed to you in a password
protected document.
The username and password you use on this screen will be different from the one
you use to log into the funding website.
In the access token box you will enter the randomly generated number created by
your access token (see access token instructions).
If you have any problems logging on at this point please contact our IT department
on 0113 37 60300.
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Please Note:
•
The first time you log into this security page you will have to change your
password.
•
You are required to change your password for this security page once a
month.
•
You will get a reminder email every 3 weeks reminding you that your
password is due to expire in 7 days.
•
If you do not change your password when prompted, you will be locked out
and will need to contact our IT department to unlock your account and get a
new password.
•
The password must be at least 8 characters long, must contain a capital letter
and a number and cannot be something you have used before.
Once you have got through the security page you will come to the login screen for
the website:
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Signing In
Please log on at: https://feee.leeds.gov.uk/ProviderPortal/login.aspx
Sign in to the system (with the username and password emailed to you in a
password protected Word document).
You will see the welcome screen.
4
Submitting Estimates
Click FUNDING tab.
Click Estimates.
Click Open on the relevant year/term/age group. If you are approved to claim for
both age groups, please ensure you submit an estimate for each group.
5
Enter the total number of hours and click Send Claim. You will then get a message
on the screen saying Submission Successful. You have now submitted your
estimate.
How to calculate total hours
Multiply the total number of funded hours per week for all your children by the
number of weeks in the selected term. Autumn, spring and summer have different
total weeks so please refer to your term dates calendar.
Examples:
1) If you have 20 children attending for the maximum of 15 hours per week for 12
weeks. You would calculate:
Hours
15
Children
x
20
x
Term
Weeks
12
=
3600 (This is the figure you submit)
2) If you have 6 children, 3 attending for 15 hours per week, 2 attending 10 hours per
week and 1 attending 3 hours per week for 12 weeks. You would calculate:
Hours
15
10
3
Children
x
x
x
3
2
1
x
x
x
Term
Weeks
12
12
12
=
=
=
Total
6
540
240
36
816 (This is the figure you submit)
Submitting Actuals
Click Actuals tab.
Then click Open on the relevant year, term and age group.
This screen will show all the children you claimed for last term.
If a child is no longer attending, click on Delete.
If a child has joined in the current term, click on Add Child.
If you are reclaiming for a child, click on Edit.
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When you choose to add a child or edit a child’s details you will see the screen
below.
Add Child – Details will be blank - input information in all fields.
Edit – Details will be filled out – amend any information that is incorrect.
Ensure all fields marked with an asterisk * are completed.
You will now be able to enter the funding details (click on Funding Details tab).
This screen is split into two sections Funding Details and Stretched Attendance
(when a provider offers Free Early Education Entitlement to children during the
school holidays).
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Funding Details
Present during Census - this box should only be ticked if a child started at your
setting before or during the census week (including Friday). Please refer to your term
dates calendar for the Census date.
Term Start/End Dates – these fields are pre-populated with the stretch dates. These
dates do not need to be changed unless a child is starting part way through a term or
finishing before the end. Please amend the dates to reflect this.
Attends Two Days or More – please tick if applicable.
Weeks Attended in Term – the termly weeks can be found on the term dates
calendar previously sent. If the child is not attending for the full term, please input the
exact number of weeks the child is attending.
Funded Hours per Week – input the number of funded hours per week.
Non-Funded Hours per Week – input the number of non-funded hours per week. For
example, if a child attends full time 10 hours per day, this would equate to 50hrs per
week. Deduct the funded 15 hours and input 35 hours in this field. If stretched deduct
11 hours and input 39 hours.
Click Save.
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2 Year Old Funding
You are required to specify which eligibility criteria all the two year olds who claim FEEE in
your setting meet. Click on the Notes tab, click into the Add a new note box and type
appropriate code:
For all children who are eligible under income criteria, type ECO.
For all children who are eligible under SEND (special education needs or disability) criteria,
type HSD.
For all children who are eligible under the Looked After Authority/Adoption criteria, type LAA.
If the child meets more than one criteria, type both/all codes.
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Stretched Attendance
Only tick Stretched Offer if you are claiming for a child accessing stretched provision
Stretched hours are set at a maximum of 11 hours per week for the full 51 weeks of
the year. The exception dates on the portal have been pre-populated to 51 weeks
with closure at weekends. If you wish to add further closure dates, please click on
Termly Funding Dates (Open relevant Year / Term) and add date. This will allow you
to add more exception dates.
The number of stretched hours per week will only change from 11 hours if you enter
enough closure dates to reduce the weeks you are open to the next nearest whole
number. For example, to provide parents with 12 hours per week, you would need to
enter enough closure dates to show you are open 47 weeks or less.
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Daily Hours – Input the number of funded hours per day ensuring it does not exceed
the stretched number of hours per week based on your exception dates. For
example, 50 hours per week could be entered as 5 hours on Monday and 6 hours on
a Tuesday. The remaining hours would need to be put in the non-funded hours per
week box. If you have added into your exception dates that you are closed on any of
the weekly days, please ensure you do not put the child’s funded hours on the day
you are closed as this won’t be counted.
Click Save.
You will return to the funding screen with the list of children.
The status of the child you have saved will change to Edit Pending (existing children)
and Add Pending (new children).
You will also see the Funded and Non-Funded hours for the term
Ensure you select Send Claim (if not the information will not be submitted and you
will not receive payment).
The status of all children will change to Edit Pending Submitted (existing children)
and Add Pending Submitted (new children).
If any changes occur after you have sent the claims to us, log back in and click edit
and make the relevant changes. You must re-click Send Claim to ensure the
changes come through to us.
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If the Send Claim button is not clicked, you will get a message saying there are
unsubmitted claims on the home page as shown above and an exclamation mark will
appear at the side of the term where there are unsubmitted claims as shown below.
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Claiming Early Years Pupil Premium
Click FUNDING tab on the Welcome screen.
Click Actuals tab.
And then click on Open (current term for 3 & 4 year olds).
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Click Edit on the first child eligible for EYPP
Click on the Parent/Carer Details tab, complete the four fields and click save.
You will be taken back to the list of children.
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Repeat the previous two steps for each child eligible for EYPP. After all
parent/carer details have been entered for every eligible child’s record, click
Send Claim. You should see the Submission Successful message.
The Family Information Service will check the eligibility of the children. You will
know who is eligible by “EYPP” appearing under Child Weightings on the child’s
record. The weighting will forward with the child to the following term.
You will receive 53p per hour per eligible child alongside your final payments.
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Checking the EYPP eligibility of children who have been in local authority care
You will not be able to use this process for identifying and checking the
following:
•
•
•
children who have been adopted from local authority care
children who have left care through a special guardianship order
children who are subject to a child arrangements order
Instead the parents, adoptive parents or guardians of these children will have
to show you evidence of the court order that proves that the child was
formally in local authority care in either England or Wales and complete a
parent / provider form. Please send this form to the FIS team and we will
arrange for the Child Weighting to appear on the system.
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Checking Financial History
Select FUNDING
Click View on the relevant year/term/age group.
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This will take you to the summary page which will display a financial breakdown.
To view funded hours for individual children. Click on Actuals and View on the
relevant year/term/age.
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A list of children, date of births, funded hours, weightings if applicable (e.g. EYPP)
will be displayed.
To calculate the child’s funding, multiply the funded hours by the hourly rate
e.g. 210 hours x £3.80 = £798
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Viewing Adjustments
1. Click on the FUNDING tab and then the ADJUSTMENTS tab
2. Click on the record within the year and term you wish to view.
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3. Click on the adjustment line.
4. You will able to view the details of the adjustments.
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