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Submit a funding form

This guide explains how to view and submit funding forms for your children. Your nursery emails you when there’s a new funding form to complete.

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Accessing Your Funding Forms

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1. Navigate to Funding Forms

1. Log into your Pigeonhole
2. Click on My Funding Forms in the main navigation menu
3. You’ll see a list of all funding forms for your children

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2. Understanding the Forms List

The funding forms list shows you:

• Name: Your child’s name
• Created: When the form was first created
• Updated: When the form was last modified
• Status: Current status of the form (see status guide below)
• Expires: When the form expires and needs renewal (your nursery will send you a new form when it is needed)
• Terms: Which funding terms the form covers

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Understanding Form Status

Each funding form has a status badge that shows where it is in the process:

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Editing and Completing a Form

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When You Can Edit

You can edit a form when its status is:

• Awaiting Completion
• In Progress
• Rejected

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Starting to Edit

1. Click the edit icon (pencil) next to the form in the list
2. The form opens in edit mode with all fillable fields available

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Form Sections

Funding forms are organized into several cards/sections, each covering different aspects of your child’s funding requirements:

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1. Personal Details

This section displays your child’s basic information

• First Name and Surname: Your child’s full name
• Date of Birth: Including age in months for eligibility verification
• Gender: Your child’s gender
• Education, Health & Care Plan (EHCP): Toggle to indicate if your child has an EHCP
• SEND Status: Select any Special Educational Needs and Disabilities that apply

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2. Funding Details

Enter funding-related information and benefits:

• Early Years Pupil Premium: Check this is you wish to apply for early years pupil premium at this setting.
• Disability Access Fund: Check this is you wish to apply for the disability access fund at this setting.
• Proof of Date of Birth: Upload documentation and enter details. Proof may not be required if you have provided it before to your nursery setting.
  • Document type (Birth Certificate, Passport, Other)
  • Document number
  • Photo/scan of the document

If Proof of DOB is not required this will be shown on the form

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3. Funded Hours

Specify the weekly hours you’ll claim at your primary nursery:

• Number of Weeks: How many weeks per term you’ll need funding
• Universal Hours: Up to 15 hours per day across Monday-Friday
• Free Childcare for Working Parents Hours: Additional hours (up to 15 more per day) for working parents

This information is submitted by your provider. If there are any issues please contact them to amend.

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4. Funded Hours in Other Settings Card

If your child attends multiple nurseries, please add any other funding that you use at that settings:

• Setting Name: Name of the additional nursery/childminder
• Number of Weeks: Weeks needed at this setting in the academic year
• Universal Hours: Hours claimed at the additional setting
• Free Childcare for Working Parents Hours: Additional working parent hours

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5. Chargeable Hours and Costs Card

View the total additional weekly costs for your child’s care. This information is submitted by your provider. If there are any issues please contact them to amend.

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6. Terms

Select which funding terms this form covers. This is important as you are committing funding for the selected terms.

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7. Parent Details

The details of the parent or carer signing the form, which are sent to the council. If your nursery only needs one parent to sign, and more than one parent has parental responsibility for your child, the section starts with Who is signing this form? You’re selected to begin with. Choose the other parent instead if they’re the one signing, for example if they hold the eligibility code. Only the signing parent fills in the details below and signs. The other parent shows as Not signing this form, and only the signing parent appears on the PDF. For the signing parent (or each parent, if your nursery asks for everyone):

• Eligibility Code: HMRC code for working parent entitlement (if claiming extended hours)
• National Insurance Number: Required for each parent/guardian
• Date of Birth: Parent/guardian date of birth

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Review and sign

Completing a form takes two steps, shown at the top of the page: Your details, then Review & sign.

1. When your details are complete, click Continue to review & sign. This saves your details and creates the funding form PDF from them. If anything is missing, the form shows you what before moving on.
2. On the Review and sign step, check the summary, click View the form (PDF) to read the form, then click Sign Form for each parent who is signing.
3. Click Submit to nursery.

To change something after moving on, click Back to edit details. If you need to stop part way through, click Save for later on the first step and pick up where you left off next time. Once you submit the form it shows as awaiting approval while your nursery checks it.

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Viewing a Funding Form

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Accessing Form Details

From the funding forms list, click the view icon (magnifying glass) next to the form to view the form, or click the book icon to view the completed PDF.

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Handling Form Rejections

When a form is rejected, you’ll be emailed details of the rejection, and you can see the rejected form in the list of forms. Clicking Edit on the rejected form shows the details of the rejection You can then make the necessary adjustments to the form, continue to review and sign, and submit it again.

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