Withdrawals - Reimbursing Employers

In the funding rules:

P299 When a change of circumstance results in over-payment of funds from an employer’s apprenticeship service account or government-employer co-investment, any over-payment must be repaid by you. You must follow the arrangements set out in your agreement with the employer for any over-payment by the employer.

P300 You must agree with the employer any reimbursement for employer co-investment made for learning paid for, but not undertaken; or learning delivered, but not yet paid up to the employee’s leave date, or the date of their break in learning, as needed.

From the PSM:

Withdrawal from the apprenticeship programme

The programme aim and component learning aims should be closed.

The Date applies to for the latest Apprenticeship contract type FAM records (on the programme aim and any English or maths aims) must be set to the Learning actual end date of the aim.

Where applicable, employer co-investment should be reconciled to the date of withdrawal. Any employer payments for training and/or assessment that has not been delivered by the withdrawal date should be repaid to the employer. You must record repayments made to the employer with AFinType = PMR and AFinCode = 3.

If the apprentice withdraws without completing a single episode of learning, then they must not be included in the ILR.

Thanks Martin West

Where employer payments aren't typical co-investments e.g. through costs for training above the funding band, do you know if there any rules for this?

The term co-invests include any amount over the funding band that the employer funds

I thought I was clear on this but now I'm not so sure I have it right.

So, where training delivery and 1-to-1's took place but the learner didn't complete the required work in the final months (hence the reason why they were dismissed by their employer) do we still need to refund for dates where the learning aim wasn't completed even though we delivered training?

In addition, the employer has indicated that they don't want a full refund just a credit note towards their next apprentice. Is this acceptable as evidence of a refund?

Thanks.

Not sure I understand the “the learner didn't complete the required work in the final months” as it is the last evidenced day in learning see the funding rules below.

P298 If an apprentice leaves without completing their apprenticeship, the last date of learning, including the apprenticeship programme learning aim, is the date you have evidence the apprentice was still in learning for any learning that was part of their apprenticeship.

P299 When a change of circumstance results in over-payment of funds from an employer’s apprenticeship service account or government-employer co-investment, any over-payment must be repaid by you. You must follow the arrangements set out in your agreement with the employer for any over-payment by the employer.

P300 You must agree with the employer any reimbursement for employer co-investment made for learning paid for, but not undertaken; or learning delivered, but not yet paid up to the employee’s leave date, or the date of their break in learning, as needed.

The funding rules only specify “must be a transfer of funding visible in your financial systems” and only specify typically this as a payment so this would not preclude a credit note for a refund where the employer has agreed to this.

P250 The employer co-investment must be a transfer of funding visible in your financial systems. This will typically be in the form of a main provider invoice and corresponding employer payment.

HTH

Thanks Martin. Yes it does help.

We've adhered to all of those points.

The employer has requested a credit note so we'll do that then and evidence that it's at the employer's request.

Many thanks.