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For training providers managing apprenticeships, ensuring accurate funding claims is a top priority, especially as the academic year draws to a close. Functional skills in maths and English are key components of many apprenticeship programs, and they require careful monitoring, particularly when there are breaks in learning.
This is where funding adjustments come into play, especially during the crucial R13 and R14 submission periods.
Why R13 and R14 Are So Important
The Individualised Learner Record (ILR) is used by training providers to report the details of learning aims and generate the associated funding for those programs. Among the 14 reporting periods in the academic year, R13 and R14 are particularly significant. R14 is the final submission at what's known as "hard close," after which no further changes can be made to the funding data. This makes it essential to ensure that all data is accurate and complete before these deadlines.
When an apprentice takes a break in learning and then resumes their functional skills training, training providers must make a funding adjustment in the ILR to reflect the % of delivery remaining for the restarted aims. If these adjustments aren't made correctly, providers risk over-claiming funds, which can lead to clawback, and serious financial and compliance issues.
Steps to Ensure Accurate Adjustments Before R14
To avoid issues with over-claiming and to ensure compliance, training providers should take the following steps before submitting their ILR data in R13 and R14:
Review All Learner Records: Conduct a thorough review of all learner records to identify any instances where a break in learning has occurred, particularly in functional skills.
Calculate: Work out how much of the funding for functional skills aims you've already received and then convert this into a percentage.
Update ILR Data: Adjust the restarted learning aims in the ILR to include the restart indicator, and the percentage of funding remaining for the restarted aims at the very latest before the R13 and R14 submissions.
Conduct Final Checks: Before submitting your R14 data, conduct a final review to ensure that all adjustments have been accurately recorded. Remember, once R14 is submitted, no further changes can be made.
Consequences of Inaccurate R14 Submissions
Hard Close at R14 is final, meaning any inaccuracies or missed adjustments in the ILR cannot be corrected after submission. This could result in overclaimed funds, leading to potential financial penalties, damage to the provider’s reputation, and issues with compliance.
By taking proactive steps to review and adjust funding claims before the R14 submission, training providers can avoid these pitfalls and ensure that their funding data is accurate and compliant.
Conclusion
As R13 and R14 approach, it's crucial for training providers to focus on making accurate funding adjustments for functional skills in their apprenticeships. These adjustments ensure that funding claims are accurate and that public funds are allocated appropriately. By preparing thoroughly for the R14 hard close, providers can safeguard their financial stability and maintain compliance with funding regulations.
For more detailed guidance on making funding adjustments for functional skills in apprenticeships, you can refer to the official ESFA guidance here.
Get in touch
Ensuring accuracy in your ILR submissions, especially as you approach the R14 hard close, is critical for the success of your training programs. If you need assistance or have questions about managing your ILR data, our team is here to support you.
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