Application errors and keeping your childcare code active

Most families apply online and get their childcare code quickly. But sometimes errors crop up — and once you do have a code, you must reconfirm every 3 months to keep it valid. Here's how to fix common problems and avoid losing your funded hours.

Common application errors

Wrong details entered

• Name/DOB mismatch: Make sure your child's details exactly match their birth certificate.
• NI number / UTR typos: Double-check both yours and your partner's if you're applying together.
• Address history: HMRC may cross-check against your records — use your current address and list previous if asked.

Employment and income checks

• If you've just started work or are due to start, enter your start date. You can apply up to 16 weeks before starting a new job.
• If self-employed and not yet earning enough, you can declare expected earnings (the system gives a start-up grace period).

Technical problems

• Try a different browser or clear cookies.
• If the portal locks, call the HMRC childcare helpline — they can reset applications or take details by phone.

Once you have your code

• Your 11-digit code appears in your childcare account.
• Take it to your chosen provider with your NI number and your child's date of birth.
• Providers must validate the code with the local authority before funded hours can begin.

Reconfirming every 3 months

• You must log in and reconfirm your details quarterly.
• HMRC sends reminders by text/email about 4 weeks before the deadline.
• If nothing has changed, you just tick to confirm. If income or jobs have changed, update the info.
• After reconfirming, your existing code is extended — you don't get a new one.

The reconfirmation process

What if you forget to reconfirm?

• Your code lapses and your provider can't claim funding.
• If your child is already in a place, a grace period usually covers you until the end of that term — giving you time to reconfirm.
• If you miss the grace period, you lose the funded hours until you reapply and get a new valid code.

Key tips for success

• Note your reconfirmation date when you first get the code.
• Don't wait for reminders — log in early if you know nothing has changed.
• Apply a few weeks before the term deadlines (31 Mar / 31 Aug / 31 Dec) to avoid last-minute issues.
• Set multiple reminders — calendar, phone, email alerts.
• Keep records of your income and employment details for easy updates.
• Update immediately if your circumstances change significantly.

Common scenarios and solutions

Starting a new job

You can apply up to 16 weeks before starting work. Enter your expected start date and income. Update your details once you've started.

Income changes

If your income changes significantly (e.g., pay rise, new job, reduced hours), update your details immediately. Small fluctuations are usually fine.

Relationship changes

If you separate, divorce, or start living with a new partner, update your details as this affects eligibility calculations.

Moving house

Update your address in your childcare account. This doesn't usually affect eligibility but keeps your records current.

Common error messages and solutions