ACT Coding for employer change

In theory, you shouldn't need to touch the ACT, though it has occasionally been recommended for odd reasons. Have you recorded residual TNP prices?

Hi Ruth,

I haven't touched the payments costs. Do I need to add 2 lines -  training cost and assessment cost for the second employer?

I will add a second line for the ACT

Sue

Not the payment costs (PMR), those you don't touch as they're a historic record of payments you received. You have to create new Total Negotiated Price (TNP) records to represent the price you've charged the new employer. It's in the PSM. The date for the new TNP record(s) is the same as the start date with the new employer. Make sure you use TNP3 (and TNP4 if it's a Standard). We usually keep the Assessment price the same, and just reduce the Training Price.

I'd try that before doing anything with the ACT.

Also, for a change of employer, we almost always just charge them the original price, minus what funds we've already received. We just calculate it based on start date, planned end date, change of employer date and original price. Careful with rounding though. We have to round the new price down to the nearest pound (if it ends up with an amount including pence) because you can only enter whole pounds, and if the original price was the band maximum, and you round the new price up, you can go over the band maximum by a pound.

Hi Ruth,

Thank you so much for your help. I have added the TNP3 and TNP4 and my D locks have gone. Fingers crossed the funding will now correct itself

Kind Regards

Sue

Sue Scott If you got the changes in the R11, you should be able to check the month end reports soon :)

I have a similar query to the above and am going round in circles! We have an Apprentice who lost his job (not redundancy) so we put on a BiL as he was waiting to start with a new employer and went past 30 days.

He has now returned - we have enrolled him onto the same Programme (so have not re-opened the previous one) and have new start, planned end and original start dates entered along with the Restart Indicator. We have reduced price and duration to account for previous time on programme and entered these as TNP 3 and 4.

I'm totally stuck on what to do with the ACT code - previously Type 1 and still Type 1. The ILR Spec says to enter the 'date applies to' date on the original ACT Record as the original Programme has an Actual End Date due to the BiL:

• If the learning aim has a Learning Delivery Funding and Monitoring type of ACT recorded, this field must only be completed if the learning aim has a Learning actual end date or if there is another ACT record with a later Date applies from.

Do I then create a new ACT 1 record with a start date matching the new/ returned to Programme Aim?

Do I also enter the newly calculated OtJ hours (which are lower than the hours agreed with the original employer, as we have reduced them to account for previous time on Programme)?

Thank You

Rachel

Do I then create a new ACT 1 record with a start date matching the new/ returned to Programme Aim?

Yes, you would record a new ACT record when they return, in accordance with this guidance

Do I also enter the newly calculated OtJ hours (which are lower than the hours agreed with the original employer, as we have reduced them to account for previous time on Programme)?

No, it would be the same planned hours agreed from the beginning. You've recorded the learner as having restarted, which is correct, but this also means the commitment remains the same as it was on their previous record, because it's the same overall programme. All hours across both periods of training (POTs) will count towards the calculation. You could record the 'remaining' planned hours that you've calculated on things like the training plan so that stakeholders are aware of what the residual obligation is. 

Thanks Ben! So I will create an ACT 1 record for the newer Programme and enter the OtJ Hours as they were (and still are) on the original Programme.

It threw me because our MI system flags it as an error - it appears to be looking at the original Programme ACT record End Date (01/09/2023) and then the new Programme ACT record start date (16/10/2023) and says that the end date is before the start date.....I'm guessing this is something for our MIS team to look into.

Thanks for your help,

Rachel