Information for education and skills training providers on submitting a funding claim to ESFA.

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How to submit a funding claim

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Funding claims user guide

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2018 to 2019 funding claims

How to submit a funding claim

This document informs colleges and training providers for which funding streams they are required to submit a funding claim and how to make a claim for the 2018 to 2019 funding year.

Funding claims user guide

This document:

  • provides an overview of the funding claims process
  • provides detailed key user functionality
  • demonstrate key areas of the system
  • identify where to get further help and support

2018 to 2019 Reconciliation

If you consider that you may not fully spend your 2018 to 2019 AEB allocation, we can discuss reducing it with you immediately after the mid-year claim in February. Please contact your territorial team manager to discuss this when your claim is submitted.

To ensure effective planning for 2018 to 2019 reconciliation, we will compare mid-year and final claims against data returns, from this year and prior years, to gain assurance into the claims presented. Where we are not fully assured by your mid-year claim, we will contact you in February and March to discuss your plans. Where we do not gain further assurance, we may reduce your 2018 to 2019 allocation from April. It is in your interest to reduce your allocation now so you can manage your cash flow over a number of months rather than having to fund a large recovery in December.

It is government policy to recover debts, such as AEB under-delivery, as soon as possible after a contract reconciliation but public bodies have discretion where recovering the funding too quickly could put the supplier at risk of insolvency. For the reconciliation of AEB 2018 to 2019 funding in November 2019, it is the ESFA’s intention to recover under-delivery from subsequent payments across AEB, 16-19 programme and apprenticeships from December. However, if you believe that you would require longer we will consider repayment within the 2019 to 2020 financial year where this is supported by an acceptable demonstration of need. If, based on your business plans, you have concerns over your ability to repay any under-delivery in the 2019 to 2020 financial year you must discuss this with your Territorial Team Manager immediately after the mid-year claims in February.

2017 to 2018 funding claims

2017 to 2018 reconciliation policy including over-delivery payments

Your 2017 to 2018 final reconciliation statement will be available shortly to view on the Manage your education and skills funding service.

The statements are relevant if you are required to make a funding claim return for:

  • adult education budget – grant funded (non-procured)
  • advanced learning loans bursary
  • learner support (procured and non-procured)
  • community learning

We will fund over-delivery on the following (subject to published criteria):

  • adult education budget grant – up to 3% of contract value
  • adult education budget contract – up to 3% above the contract value for each financial period
  • advanced learner loans bursary – all over-delivery
  • learner support (procured and non-procured) – all over-delivery

Grant-funded providers’ over-delivery will be paid in December 2018. For contract-funded providers’ over-delivery we will issue contract variations shortly which you must sign. You will then be paid in the next payment run.

If applicable, please refer to the 2017 to 2018 AEB Funding and Performance rules to understand how your under-delivery has been calculated. This under-delivery will be recovered against your subsequent adult funding payments (excluding 16-19 funding) from December 2018.

Apprenticeships and 16 to 18 traineeships over-delivery

We will fund over-delivery on the following (based on your R14 submission and subject to the published criteria):

  • carry-in 16 to 18 apprenticeships that started before May 2017
  • carry-in adult apprenticeships that started before May 2017
  • carry-in 16 to 18 non-levy apprenticeships that started before January 2018
  • carry-in adult non-levy apprenticeships that started before January 2018
  • 16 to 18 traineeships

We will issue contract variations shortly which you must sign. You will then be paid the additional funding in the next payment run.

Published 24 February 2014
Last updated 4 June 2019 + show all updates

  1. We have published the funding claims user guide to help providers submit their funding claims.
  2. We have updated the deadlines to make your final funding claims.
  3. We have published information on 2018 to 2019 reconciliation.
  4. We have published the mid-year funding claims user guide for 2018 to 2019.
  5. We’ve updated the ‘How to submit a funding claim’ guide for the 2018 to 2019 funding year.
  6. We have published updated information on the 2017 to 2018 reconciliation policy including over-delivery payments and Apprenticeships and 16-18 traineeships over-delivery.
  7. The final funding claim collection for colleges and training providers is now open. Claims must be submitted in the Hub by Monday 29 October, and claims must be signed off by Manage your education and skills funding (previously known as, Skills funding service) by Wednesday 31 October.
  8. We’ve published information that the opening of the final funding claim collection for colleges and training providers has been delayed and will now open on Monday 22 October.
  9. We’ve published a user guide for final funding claims for 2017 to 2018.
  10. Added a user guide for year-end funding claims for 2017 to 2018.
  11. We have amended the date providers can submit (if applicable) an exception case following the final claim process to 21 December 2018. We have also brought forward the date any reconciliation clawback/payment will be actioned from to December 2018.
  12. Mid-year funding claims for 2017 to 2018 – user guide published.
  13. Updated information on how to submit a funding claim.
  14. Updated information about 2016 to 2017 final reconciliation statements.
  15. Updated funding claims user guide.
  16. Editorial change detailing 2016 to 2017 year-end reconciliation statements made to page on 28 September 2017.
  17. Updated user guide.
  18. Added the funding claims user guide.
  19. Updated guidance for providers that have to submit a funding claim for 2016 to 2017.
  20. Added information about the final reconciliation statements for the 2015 to 2016 funding year.
  21. Updated funding claims 2015 to 2016 – user guide.
  22. Added a note for providers funded through a grant for their adult skills budget.
  23. Updated funding claims guidance document and user guide.
  24. New version of SFA funding claims user guide uploaded on 15 February 2016.
  25. New version of SFA funding claims user guide uploaded on 5 February 2016
  26. SFA Funding Claims 2015 to 2016 User Guide uploaded on 25 January 2016.
  27. We have now published the Funding Claims 2015 to 2016 document.
  28. October 2015: now published – revised versions of the claim forms for Adult Skills Budget and Discretionary Learner Support.
  29. Updated SFA funding claim: community learning forms.
  30. We have published a new version of the Funding Claims document. We now request you submit a copy of the signed final funding claim form by attaching a scanned version to the Hub rather than by post. You still need to do this by the deadline date published in Annex A. We have amended paragraphs 17, 40, 54 and 64 to reflect this change.
  31. Funding Claims 2014 to 2015 and the associated funding claims forms have now been published.
  32. Updated version of the Funding Claims 2013/2014 has now been published.
  33. First published.