Incentive payment for hiring a new apprentice - view your application

EmployerThis article sits within the Employer section

 

We’ve added a new area to the apprenticeship service account for all of your ‘hire a new apprentice’ payment information. Within your account, you can apply, view applications, cancel applications and check the status of each payment and when you will be paid.

If you want to  check when your payment will be made sign in and select ‘Your hire a new apprentice payments’ from the homepage of your account.

How you will get paid

We’ll send them in 2 equal instalments for each apprentice. The first payment is due after an apprentice completes 90 days of their apprenticeship and the second is due after the apprentice completes 365 days. These dates are based on the training provider confirming to ESFA when an apprentice is ready for each payment by submitting their individual learner record (ILR) which confirms the start date of your apprentice

Payments are sent by Bacs to your nominated bank account on the 14th working day of the month. It usually takes up to 3 working days to be credited in your bank account.

Please note: Where you apply for an incentive payment in the same month as being eligible to be paid an instalment, payment of your instalment may be delayed by a month to allow for necessary payment checks.

 

Understand your payments

We cannot make any payments until we’ve received and verified your organisation and finance details. This could take up to 3 months and we may contact someone from your organisation.

The table below details the status you will see in your 'hire a new apprentice payment' and describes the status of the all applications you have made.

Payment status

Description

Estimated

The date we expect to send the payment.

PAYMENT ISSUE

Contact your training provider to check your information matches

The information in your apprenticeship service account for this apprentice does not match what the training provider has told us (known as a data lock) 

Contact your training provider to check what information has been provided by both of you and ensure they have the right date – this will solve the data lock.

In addition, make sure they used ACT 1 in the ILR when telling us about your apprentice

Payment sent

Payments are sent by Bacs to your nominated bank account on the 14th working day of the month. It usually takes up to 3 working days to arrive in your bank account.

Apprenticeship paused or stopped

The apprenticeship you have claimed the incentive for has been paused or stopped Contact your training provider if this is not correct.

Training provider needs to confirm they have started their apprenticeship

Your training provider has not confirmed that the apprentice has started their apprenticeship.

The training provider usually submits their information to the Education and Skills Funding Agency (ESFA) within the first week of each month.

 Contact your training provider if they have not submitted their information.

Application paused

We’ve contacted you about this application and are waiting for a reply.

Application canceled

This application has been canceled

 

Please note: The application data is updated monthly in your account by the 8th working day of the month.  Any changes that are made by the training provider will pull through when this update takes place.  Please do not contact us until the month after the training provider confirms they have submitted their data to give it time to pull through.

Why we might send the payment after the estimated date

We might send the payment after the estimated date if the training provider:

  • does not submit their information on time
  • gives us information that does not match what is in the apprenticeship service account (also known as a ‘data lock’)
  • changes an apprentice’s start date

We also might send the payment after the estimated date if:

  • the organisation does not add their organisation and finance details or if we have not verified them
  • an apprentice takes a break in learning

Cancel an application

If you no longer wish to claim the incentive payment for your apprentice, you can cancel this by selecting the ‘cancel an application’ hyperlink which appears above your list of applications. 

If the apprentice has left your organisation, or is no longer continuing with their apprenticeship, you do not need to cancel the application, unless you have claimed in error.

Please note if you cancel an application you will have to repay any payments that have been made to you.  We will recover this from future payments as long as this results in a full repayment within 3 months. If there is an outstanding amount after 3 months, the ESFA will contact you directly to make arrangements to collect this.

 

 

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