Add eligible costs to an apprenticeship course

Eligible costs are the fixed costs incurred when delivering an apprenticeship program, regardless of how much the programme is adjusted for individual learner needs. This article explains how to add eligible costs at the course level and why doing so is important for accurate funding calculations and safeguarding your delivery margins.

When Recognised Prior Learning (RPL) is identified during a Skills Scan, the program is adjusted to reflect the learner’s prior knowledge and experience. This typically results in a reduction to the total funding value.  However, many costs associated with delivering the program do not change based on RPL.  These include things like Initial assessments, tripartite reviews, use of a software platform (e.g., Rubitek), Internal Quality Assurance (IQA) activity, registration fees or certification costs.

By listing these as eligible costs, they remain protected in the funding model and are excluded from any reductions applied due to RPL. This ensures a more accurate financial picture and helps maintain your training delivery’s financial viability.

To add eligible costs, follow the steps outlined below:

Step 1: Select Courses from the left-hand menu.

Step 2: Click Edit under Actions in the Courses table.

Step 5: Complete the + Add Eligible Costs pop-up. Below is a description of each field:

Title: The Title of the Eligible Cost.

Description: A Description of the Eligible Cost.

Quantity: The Quantity of the Eligible Cost.

Cost Per Quantity: The Cost Per Quantity of the Eligible Cost.

Eligible Cost Category: The Category of the Eligible Cost (this is a predefined dropdown list).

Step 6: Click Save.

Step 7: Once you have added all of your Eligible Costs click Save at the bottom of the screen to Save the Eligible Costs to the Course.

Note: When a Skills Scan is conducted for a Learner via the Courses tab, the Eligible Costs will be shown on the Cost Breakdown table (visible on the Cost tab).