Temp free childcare code portal application

[Susie987]

Hello,
Did anyone receive a temporary code after applying for free childcare for a new child in the Free childcare portal?
I have one child receiving free childcare. I reconfirmed and applied for my younger child who was eligible for free childcare from the following term. First child reconfirmed fine and 2nd child got a "pending" message. Several days later I received a letter with a temp code for 2nd.
I did not call and request this code. All I did was apply online.
A few months later when I need to use the code, I still don't have a permanent code, and the temporary code expired. The new term has started and I don't have a code so can not get free childcare.
The childcare services are saying they have no record of me applying but also they can't explain why I was sent a temporary code. They confirm they also have no record of me calling them and asking for a code.
My hypothesis is I applied in the portal and from this application, I was sent a code.
Has anyone else applied in the portal, had a pending application and been sent a temporary code?
Many thanks if you can help! It's important for my claim to get this straight with them

Have you looked on your account? On the main page where it's got the messages/reconfirm etc headings, there should be an option that's free childcare for working parents - I've just checked as my youngest also had a temporary code and I've found her new one there but no one has actually told me about it!

I filled out the forms again and immediately got a code now, but it's counted as applying too late as it's already the new term.

I was more wondering, why did they give you a temporary code? Did you apply through the portal, did you make a phone call or did they send you the code without any prior application?

They insist I didn't apply, but also confirm that I never made a phone call. They don't know why I was sent a temp code. Whereas I am saying it must be because I did the application online. So I am wondering what was the prompt to get your temporary code?

@Susie987 they just sent it me, I was returning from maternity leave when I applied but just applied a bit too early as I wanted to get it all sorted. Because I had an older child already receiving the funded hours they sent me a letter with a temporary code on it - same as you didn't ask for it or anything! I only knew I'd need to find the new one because nursery mentioned it to me!

A lot of temporary codes were sent out at the beginning of the new 9mth funding. These have all been updated with proper codes now. The temporary codes expired at the end of December.

All funding codes need updating every three months, so basically you would need to check and update before each new term. The codes must be active before the end of the term before the term you need it to start.

For example, codes must be applied for before end of August for the Autumn term starting in September.

The government sends one email reminder when codes are due to expire but that is it! It does catch people out before they learn how the system works.

So did you try to apply in the portal and it was too early then they sent you the temp code AFTER you tried to submit?

Or you did nothing at all in the portal regarding you younger child and they spontaneously sent you a code?

Did they send out the temp codes only after the person applied for the new child?
Or did they send out temp codes to everyone with children turning 9 months old even if they haven't applied?
Or to everyone with a child turning 9 months that has a sibling already in the system receiving free childcare?

Trying to figure out why that sent me a code considering they are claiming I never applied nor called them and asked for a temporary code. (This will be crucial to my claim).

@Susie987 I applied in the portal but it was too early then go sent a temporary code off the back of that

Ok, super helpful. Thanks so much for replying.

Hi I am having trouble with the funding also. Applied in Jan for the following term starting April . Was sent a temp code. I’ve now been told I should of applied 31 days before returning to work but before the 1st April. That leaves 2 day to apply. The letter with the temp code didn’t say i needed to re apply at all so I’m very confused and out of pocket! can anyone offer any advice ?

@Anna12344331 What sort of advice do you need? You can't apply retrospectively so make sure your code is valid now by 31st August for the Autumn term starting in September.

@Anna12344331 so since I wrote this post I have just spent the last 5 months arguing with the HMRC. It's a long story. This was eventually escalated to a Tier 2 complaint which was only wrapped up last week.

I ended up getting reimbursement for the funding and they eventually said that the 31 days is the old process (I found press releases from May 2024 talking about the change) but the IT systems are still being updated so it's difficult to put the new published process in practice. They said there is supposed to be workaround until the systems are updated but that is not working.

Also, NO ONE on the call centre lines seemingly knows about the change, and nor do Tier 1 complaints. They apologised a lot for repeatedly giving me the wrong info and then also not treating me well for various reasons throughout the process.

Anyway, point of my story is put in a formal complaint and you should get refunded.

Also, I'm more than happy to help you as much as you need to get reimbursement.

@ScrewedByFunding I’m not applying retrospectively as I applied in Jan which was before

@Susie987 Thanks so much for sharing your experience its a nightmare isn’t it. Everyone I've spoken to at the call centre has told me different advice. I was told the temp code can be extended. Another said to fill out a compensation form. Another said I won’t get it now as I didn’t apply on the 30th or 31st March which seems unfair that I would only get 2 days to apply instead of 31 that anyone going back in any other month would get.

It’s interesting that you said the 31 day rule has now changed. Would it be possible to send me the info you found on that? This is helpful as I applied in Jan would definitely be entitled!

I’ve made a formal complaint although was told this may take 2 months to be looked at !

Glad you eventually got your money back. I know that I’m entitled to this so feel like I’m going mad when the call centre staff seem to be making up a new reasons why I haven’t got it.

@Anna12344331 I'm so sorry you are going through this 🙈 they did the same to me - told me a whole variety of different reasons about as to why I didn't get the funding and other incorrect advice, everyone had a different reason. They also told me I could extend my code (I couldn't) I'd actually forgotten they had said this 😆

I had to wait over 2 months for them just to look at the complaint. I paid my nursery and then the HMRC reimbursed me. But it took months.

They still didn't actually admit at the Tier 1 complaints that there was a process discrepancy between the published process and the process in practice. The reason they said the reimbursed was they said the letter with my temporary code should have clearly told me to reapply 31 days before going back to work.

They said any issues with the process was Department for Education. So I complained to the DfE. They then sent me around in circles giving me 3 different places in total to complain and eventually telling me it is actually HMRC and they sent the complaint back to them. By this point I decided to raise my complaint to the ombudsman. But then the Tier 2 team from HMRC got back to me after only a few more weeks and told me everything I said above (there IS a process discrepancy and they already know about it, and essentially everything i was told was incorrect). And actually my complaint with the ombudsman is still in progress, they haven't looked at it yet and I haven't cancelled it.

If you don't get the desired resolution at Tier 1, I would advise to escalate to Tier 2. They seemed to know a lot more once you get to that level.

And remember, you followed the published process, you are not only eligible for this funding but you are entitled to it. That is literally all there is to it. Don't let them tell you anything like that they sent you a letter and 31 days prior to going back to work you must "finish" the application (which actually means completely reapply as you can't "finish" it in the system). You did your application, you pressed submit, if yours was the same as mine it said "pending" - you did everything as per the published process. Unless they have questions about your eligibility, they must now furnish you with your entitlement.

Anyways, let me actually answer your question 😆 below are the links

This is the link I mentioned that says there was a change from 31 days, about halfway through the article "Parents on parental leave or starting a new job by the end of September 2024, can now apply for their childcare code 16 weeks before returning to work, extended from the original period of 31 days."
www.gov.uk/government/news/childcare-applications-for-parents-of-9-month-olds-now-open?fbclid=IwQ0xDSwKatNRjbGNrApq0q2V4dG4DYWVtAjExAAEeEn7RWsHY3Gwx05WSFfukF2Za1pzthK6d7ntmrdyvZxeTQZWvcjCfPOUtbt0_aem_okNqorcG4RGXYCnS-_85MA

Also, this one just reiterates the published process:
https://www.childcarechoices.gov.uk/15-and-30-hours-childcare-support/faqs?fbclid=IwY2xjawLFXzNleHRuA2FlbQIxMQABHv5J6Vy148k1mddt8ZIBVVNmhj_aKDKRVOiBOR_83TT3LeOCVXvBd4o8g3MQ_aem_pbe-VEH6kzdYTOiyearqkw

This one just mentions in passing you can apply more than 31 days in advance, but also mentions the system saying "pending" "Parents on parental leave will need to apply online. They may be told their application is ‘pending’ if it is more than 31 days before they return to work, but they will still receive a letter in the post within 1 to 2 weeks so they can access their childcare entitlement."

https://educationhub.blog.gov.uk/2025/02/how-to-claim-15-hours-free-childcare-code/

Note, when i talk about the "published process", this is what I am talking about. No doubt the same process you followed but just wanted to clarify
https://www.gov.uk/free-childcare-if-working/when-to-apply

@Susie987 thanks so much for all this info
its so helpful! The manager from the call centre called me back and said she was chasing it with the technical team and also the department of education. She seems to the think the temp code should work until August but it doesn’t. She also asked me to contact my local authority to ask why the code isn’t working. Unfortunately she didn’t have a number and everything online redirects to HMRC. She has said she will phone back later in the week with an update. Il keep at it until I get it and escalate as needed! Thanks for the support i was starting to doubt myself although I knew i had applied correctly! Xx

@Anna12344331 I'm glad to hear it sounds like they are trying to help! Good luck with it. Definitely keep at them to sort your own situation, but also the more people that push their complaint, the more likely they will solve the issue for those in the future. I imagine there are SO many people who are told it's their fault, and they believe it and they never get their entitlement. It's gaslighting and it's not right! If there is any way I can help further, do let me know 😃

@Susie987 hope you are okay, I understand this is an old post. However I am in the same exact position as you, are you able to advise me how I can sort this out.

@KAEA I’m in the same boat this time round. I applied 11th August, only returning to work on 15th September. I had the temporary code and application was pending. Childcare setting is saying it isn’t working. Applied again 1st Sept and now I have a digital code but only eligible from January.

I’ve been told that the temp code that they sent should work assuming they are plugging in the national insurance number and spelling names correctly. If not, the childcare setting need to contact the local authority. So we shall see what comes of it. (A previous person when I rang suggested going through complaints, but then the one he passed me on to said everything I had done was right - don’t know which to believe)

@Susie987 thank you so much for all them links. So helpful. Just what I needed. It’s a minefield out there!

@2cats39 I have done the same thing. When I called in they said the temp code should work for all this term. Let me know how it goes for you.

@KAEA the temp code is now working! The nursery thinks they must’ve changed something when I rang HMRC childcare sevice helpline. Anyway, it’s going through now.

Hope it all works out for you too!

@2cats39 I am in the exact same position as you were - please could you let me know who you contacted to get it sorted? Did you just go via the childcare helpline?

@Tiredoldbird yes, I went via the childcare helpline, after explaining the situation they passed me through to a different person to give me a new temporary code whilst I get it sorted via the complaint form, but when I spoke to her, she said my temporary code that they had sent in august should be working, so no need to have a new one.

Nursery tried again the next day and somehow the code worked this time round even though nothing had changed apparently. All seems to be going through fine currently which is a relief!

Hope you manage to get it sorted, but if you aren't getting anywhere with the helpline, try the complaints and provide as much information as you possibly can stating that you did contact them prior to 1st September and you had technically returned to work by 30th September.