Incentive payment for hiring a new apprentice - view your application
EmployerThis article sits within the Employer section
Within your Apprenticeship service account you can view applications, cancel applications and check the status of each incentive payment for hiring a new apprentice application and the estimated date 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 checks before each payment is issued to confirm eligibility, including cross-referencing the PAYE information. This can take up to 6 weeks. If the application is eligible, we will then process the payments in the next payment run.
Your estimated payment date may change in your account whilst these checks are taking place.
Payments are 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.
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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. Please see Provider actions for further details |
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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. |
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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. |
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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. |
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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. |
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Apprenticeship paused or stopped |
We have received notification from the training provider that the apprentice’s learning has stopped. This may mean that they are at Gateway or a change of circumstances has meant their learning has stopped/paused. Your payments may be paused or reclaimed, depending on when the apprenticeship was paused or stopped. Resuming the apprenticeship will resume payments. If the learner has completed 365 days of learning before the status changed this payment will be processed as normal. |
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PAYMENT ISSUE
Accept a new employer agreement |
You need to accept a new employer agreement before you can receive this payment. |
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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. |
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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. |
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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. |
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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. |
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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. |
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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:
- the PAYE schemes registered on the employer account and apprentice PAYE scheme information do not match
- your 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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