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 your payment status, sign in and select ‘Your hire a new apprentice payments’ from the homepage of your account.

How you will get paid

We'll send the payment in 2 equal instalments for each apprentice. To be eligible, your apprentice must complete:

  • 90 days of their apprenticeship for your first payment
  • 365 days of their apprenticeship for your second payment

We will complete our checks, including cross-referencing the apprentice details and the PAYE information. If the application is eligible, we will process the payments.

Payments will be made on the 14th working day of the month, it can take up to 3 days for the payments to reach your account.

You can track your payment status on your view applications page.

Understand your payments

We cannot send any payments until we’ve received and verified your organisation and finance details. This could take up to 80 days and we may contact someone from your organisation.

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

 

Training provider needs to confirm the apprentice has started their apprenticeship.

We have received your application, we're waiting for the training provider to confirm the apprentice has started their apprenticeship training.

Application cancelled

You have cancelled your application for this apprentice. You will not receive further payments. Any payments you have already received may be reclaimed from future payments, or you will receive an invoice.

Application paused - Audit

This application has been paused by us for investigation. We will be in touch for further evidence. No payments will be made until this concludes.

Confirm eligibility

We have undertaken checks of apprenticeship details including cross-referencing with PAYE data and this application is ineligible. You will not receive further payments. Any payments you have already received may be reclaimed from future payments, or you will receive an invoice. We have sent an email with further details.

Application rejected

This application has been rejected. You will not receive further payments. Any payments you have already received may be reclaimed from future payments, or you will receive an invoice. We have sent an email with further details.

Apprenticeship paused or stopped

We received notification from the training provider that the apprenticeship has been paused or stopped. Your payments may be paused or reclaimed, depending on when the apprenticeship was paused or stopped. Resuming the apprenticeship will resume payments.

PAYMENT ISSUE

 

Accept a new employer agreement

You need to accept a new employer agreement before you can receive this payment.

PAYMENT ISSUE

 

Contact your training provider to check that your information matches

Please speak to your training provider, they need to make sure the information sent on the individual learner record is correct. Where there is a mismatch between the information you and your provider have sent to us, this is called a data lock (Dlock). This can block your payment from being sent.

Payment reclaimed

This payment is marked as reclaimed. This may be because it was paid in error or because the apprenticeship paused or stopped. It will either be taken from future payments or you will receive an invoice.

Estimated payment 1st payment

Subject to our checks, this is the estimated payment amount and the date it may be sent. This date may change.

Estimated payment 2nd payment

Subject to our checks, this is the estimated payment amount and the date it may be sent. This date may change.

1st Payment sent

We have requested the payment to be sent to you. 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.

2nd Payment sent

We have requested the payment to be sent to you. 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.

 

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 show 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 update.

We might send the payment after the estimated date or reject your application if the training provider:

  • submits an incorrect National Insurance Number for the apprentice
  • 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 or reject your application if:

  1. the PAYE schemes registered on the employer account and apprentice PAYE scheme information do not match
  2. your organisation does not add their organisation and finance details or if we have not verified them
  3. 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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