Childcare Codes need to be reconfirmed every three months. Remember to log in to your childcare account on GOV.UK to check when your reconfirmation dates are, so that you can renew your code on time. You will also receive reminders from HMRC when it is due.
If you are unable to renew your code by your reconfirmation deadline, you may be able to retain your child’s childcare place for a short period; this is known as a grace period. Your provider will be able to tell you if you are in a grace period.
How often do I need to log into my childcare account?
Every 3 months to reconfirm that your details are up to date and that you remain eligible for the childcare entitlements for working parents and/or Tax-Free Childcare.
Will I be reminded to reconfirm my details?
Yes, you should receive a reminder:
- the first email reminder is sent 4 weeks before reconfirmation is due
- a further reminder is sent 2 weeks before reconfirmation is due
- a notification is sent on the deadline date of reconfirmation to notify you that your eligibility for funded childcare for working parents has stopped and asking you to confirm your details as soon as possible
This message will come from GOV.UK. Please make sure that your details are up to date. If you have not received a reminder, please check your junk mail folder.
How long does reconfirmation usually take?
In most cases, reconfirmation should only take a few minutes, but it may take longer if you need to provide further information.
How do I log into my childcare account to reconfirm?
You need to log into your childcare account on GOV.UK using your Government Gateway ID to reconfirm. The dates between which you should reconfirm will be displayed when you log in.
Eligible example
You and your partner both work (both earning less than £100,000).
You work 38 hours per week and your partner works 13 hours per week at £16 an hour, therefore earning £208.00 per week. This is more than the £195.36 threshold* and you are therefore eligible for the free childcare provision.
*This threshold is based on national minimum wage of £12.21 for over 21s, correct as of April 2025.
Ineligible example
You are a single parent and receive incapacity benefit. Unfortunately, you are ineligible as the government only funds this entitlement when a parent is working.
However, if you are part of a couple in the above circumstance and your partner is working (and meets the working parent criteria) then you would be eligible.
Frequently asked questions
My child has additional needs or a disability?
All providers must ensure your child has full access to free childcare and offer support if they have a disability or additional needs. They can apply to the Inclusion Fund if a child needs a higher ratio of staffing, specific equipment or resources. They will discuss this with you or other professionals involved.
Providers can receive an annual payment called Disability Access Fund for all children in receipt of Disability Living Allowance (DLA). This supports providers in being more inclusive. If your child receives DLA, please let your provider have a copy of the award letter. For each child in receipt of DLA the providers get £938* per year (*this amount is correct for 2025)
Will you have to pay anything?
Your child’s free childcare hours (up to 30 hours over 38 weeks) should be entirely free. If you are only taking your free hours, you should not be expected to pay for additional hours, services, pay a registration fee or be charged in advance for your free hours.
But providers offer free hours in different ways and offer additional optional extra services, for example:
- Choosing to buy extra hours above your entitlement
- Food – such as lunch but there should be an alternative option, for instance all schools allow children to bring a packed lunch
- Consumables (non-food)- such as nappies, wipes, suncream but there should be an option instead to bring your own.
- Extra activities – for instance music or language lessons
How do you ensure you remain eligible for your free childcare?
For universal entitlement (15 hours for all three-and-four-year-olds) and for the two-year-old entitlement for families receiving some additional forms of government support (15 hours), once eligible, you remain eligible.
For the working entitlements only, you are required to log in to your Government Gateway account every 3 months to reconfirm you meet the working parent criteria. If you fail to do this, or no longer meet the criteria, you may lose the entitlement. However, there will be a grace period (i.e. you will not lose entitlement immediately). You can discuss this with your provider. (See section earlier on)
What if you have a concern about quality?
If you are concerned about the quality of your provider, you should raise the issue with the manager first. If you do not feel your concern has been resolved or you are still unhappy then you need to contact Ofsted directly on 0300 123 4666
What if you have a concern regarding your “free childcare offer”?
Please visit www.newcastlechildcare.org.uk or you can discuss with the Early Years team.
If you have a complaint, you should take this up with your provider first. If you are unhappy with the response, contact our team or complaints@newcastle.gov.uk
Who pays the provider?
You will not be expected to pay for your 15 or 30 free hours. This is paid to the provider directly by their local council.
Other support for childcare costs
As well as 15 or 30 hours free childcare parents can get other help with childcare costs:
- Tax-free childcare is for working families and can pay for 20% of childcare costs for children aged 0 to 16 years.
- Tax credits for childcare can pay up to 70% of childcare costs for those in receipt of tax credits.
- Universal Credit for childcare can pay up to 85% of childcare costs for those in receipt of Universal Credit.
- Students can get help from Care to Learn if under 20 and apply for Learning Support if at college or Childcare Grant if in higher education.
Visit Best Start in life or ring the childcare service on 0300 123 4097
Starting or changing childcare provider mid-term:
Notice period for funding hours*
Children who move or leave settings mid-term must give their current provider four weeks’ notice. If you fail to give notice, we will pay them four weeks’ notice and you will not be able to start with a new provider during this period.
Mid-term starts
Children eligible for universal entitlement (15 hours for three-and-four-year-olds) or two-year-olds (15 hours entitlement for families receiving some additional forms of support) can start mid-term usually the Monday following application.
For working parent entitlements, if you become eligible (and get an eligibility code) mid-term you are eligible from the following term, unless you successfully appeal.
*Providers may have different notice periods for any paid-for hours.
