Are your employer evidence packs compliant?
As you know the funding rules and technical funding guides are subject to change year on year so by staying proactive and informed you can minimise your risk of non-compliance, protect your apprentices and your training provider status.
This brief post is a quick reminder to check that the guidance you are following is correct for the apprenticeship start dates and you have all the specified evidence on hand ready for an ESFA audit.
All of the information you need is on the .Gov website but I'll include some direct links to save you some time.
Key Points
It is your responsibility to make sure that all compliance documents and contracts are in place and as previously mentioned, you’ve referred to the appropriate funding year for the specific rules so that you can make your own check list for all areas of compliance.
My understanding so far is that for your Employer Evidence Pack, as a minium you will need:
- Written agreement between the provider and employer to include:
- Must fulfil the minimum requirements , regards subcontracting.
- Could contain the full price breakdown of eligible delivery costs without VAT
- Where the delivery cost is not in the written agreement with the employer, the breakdown of costs must be documented and clearly agreed by the employer.
- Actual EPA price not including VAT and must not be estimated
- Agreed schedule for employer co-investment payments.
- Must be signed by provider and employer.
- Must fulfil the minimum requirements , regards subcontracting.
- Subcontracting contract if applicable.
- Proof that the apprentice was employed before the start of the apprenticeship programme, such as a pay slip. (specific requirement in 2022 - 2023).
- Proof that the apprentice will be employed for the whole duration of the apprenticeship programme, could include the relevant section of a contract of employment.
- Evidence must be held if employer is eligible for the co-investment waiver. A signed statement or declaration confirming that they had an average of 49 or fewer employees with a contract of service in the 365 days before the apprentice was recruited. This must be obtained before the apprentice starts.
(Ensure co-investment waiver (SEM1) is recorded correctly in the ILR for small employer, if applicable.)
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