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Partner actions

Actions required of partners

Partner Approval
Qualification Approval
Issue of Service Level Agreement
Trainee Enrolment
Trainee Completion
Funding
Integration with College quality systems

Operational Delivery Manual

Operational Delivery Manual HOME
Inroduction
The process
Individual trainee file
Enrolment
The Register System
Achievement and Qualification Process
Delivering the apprentice framework
Quality Assurance
Contract Monitoring
Sample forms and record sheets

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NCFE actions

Actions required of the collaborative team

Partner Approval
Qualification Approval
Issue of Service Level Agreement
Trainee Enrolment
Trainee Completion
Funding
Integration with College quality systems
Calendar


Partner actions required for funding

Payments made to partners depend on the actual funding that the College receives from the Skills Funding Agency.

This funding can only be generated when trainees have been correctly entered into the SFA funding system. The SFA software validates the trainee data and only those entries which pass all the funding criteria receive funding. It is important that ALL the data requested on the enrolment forms is entered and that it is accurate.

To ensure timely payment, partners need to keep to the Collection timetable.

Approximate timeframe

[By 20th of month] Trainee enrolment forms passed to the College to be entered into PICS.
[By 3rd of month] PICS data uploaded to SFA.
[By 6th of month] Validated data available from SFA as Provider Finance Report.
[By 16 of month] PFR spreadsheet to delivery partners, partners reconcile against their data.
[By 20th of month] Partner sends invoice to the College.
[By 20th of month] College team sends invoices to finance in time for the end of month BACs run.

Reconcilliation of data

It is important that partners reconcile their data against the official data contained in the PFR.
PICS is generally reliable in validaing data before it is sent to the SFA. Even so some trainees may be rejected or wrongly financed by the PFR report. Partners need to alert the College inputting team if discrepencies are detected so that they can be corrected.