Expired funds

Levy-paying employers can access levy funds within their apprenticeship service account. These funds show in employer accounts on the 23rd of every month. 

How do we work out your levy funds

After your first levy declaration, we work out your apprenticeship funds using the levy you declare to HMRC each month through the PAYE process (multiplied by your English percentage). We then add a 10% government top-up. 

What are 'expired funds'?

Any payments from your apprenticeship service account to a training provider use the oldest levy funds first. 

If you do not use your levy funds within 24 months of them entering your account, they’ll expire. We call these funds ‘expired funds’.

If you spend all of your available funding. no funds will expire.

How to calculate expired funds? 

To calculate the expired funds, please follow the steps below. 

The amount of expired funds for each month will be calculated as follows: 

1. The total sum of all levy funds that entered your account 24 months or more ago (including, the English percentage and top-up). 
2. Minus the total payments you have made for apprenticeship training and assessment to date. 
3. Minus the total amount of funds that have expired to date. 
4. The data to perform this calculation can be obtained by using the 'Download transactions' feature within your employer account. This allows your financial history to be downloaded into either a .csv or .xlsx file. 

How to view your expired funds? 

You can view your levy funds in the ‘finance’ section of your apprenticeship service account. To access the data from the ‘Download transactions’ feature, you can follow the steps below: 

• From the homepage within your apprenticeship service account, 
• Scroll down to the ‘Finance’ section, 
• Select the ‘Download transactions’ feature. 

You can also access the finance section from the banner at the top of the homepage. 

Example of how to calculate expired funds 

If for example: 

• £1,000 levy entered your account every month from May 2021, and you have no negative levy adjustments 
• your training costs are £100 per month starting from December 2022 
• no funds have expired to date 

To calculate the amount of funds that would expire in May 2023, which is 24 months after May 2021, follow these steps: 

1. Total levy funds paid into your account in May 2021 is £1,000 (at £1,000 per month). 
2. Minus the total payments for apprenticeship training and assessment to date, which is £600 (at £100 per month for 6 months from December 2022 to May 2023). 
3. Minus zero, as no funds have expired to date. 

This means that the amount of funds that will expire in May 2023 is £400 (£1,000 - £600 = £400). 

Second example of how to calculate expired funds 

This is how you would calculate the amount of funds that would expire in the following month, which will be June 2023. 

1. Total levy funds paid into your account up until June 2021 is £2,000 (at £1,000 per month from May 2021 to June 2021). 
2. Minus the total payments for apprenticeship training and assessment to date, which is £700 (at £100 for 7 months from December 2022 to June 2023). 
3. Minus the total funds that have expired to date, which is £400 (£400 expired in May 2023). 

Therefore, the amount that will expire in June 2023 is £900 (£2,000 - £700 - £400 = £900). 

Breaks in learning

Funds will continue to expire, even if your apprentice takes a break in learning. 

Last updated on 23 April 2025 15:02