Record an Employer Contribution for an Apprenticeship

Employers may be required to contribute 5% towards the cost of an apprenticeship. This applies in two common scenarios:

1. Non-Levy Paying Employers, or

2. Levy-Paying Employers who have exhausted their levy funds.

These contributions must be recorded in the ILR (Individualised Learner Record) as a ‘PMR’ (Payment Record) entry.

If the employer is required to contribute 5% from the outset (e.g. they do not pay the apprenticeship levy and the apprentice meets the age requirements), the contribution amount is automatically calculated and included in the Employer Contributions table. This amount is also detailed in the Skills Scan, and payments received can be recorded against the existing entry.

If the employer is a levy payer who had available levy funds at the start, no 5% contribution is needed.  However if they run out of levy funds partway through the apprenticeship, they must begin making contributions from that point.  In this case, there will be no pre-calculated amount to record against.  The Training Provider will need to manually create an Employer Contribution entry and record the corresponding PMR.

Step 1: Click Employer Contributions in the left-hand menu and locate the relevant Learner Program in the table.

Step 2: In the Actions column, click Create PMR +. This will display the + Create PMR pop-up.

Step 3: On the + Create PMR pop up, select the relevant Employer from the dropdown.

Step 4: Select the Type of payment:

• Training payment
• Assessment payment
• Employer payment reimbursed by provider (only select this option if you are recording a refund to an employer)

Step 5: Select the scheduled Employer Contribution for the Learner Program (if there are any that you would like to record the payment against). If there are no scheduled Employer Contributions, or you are recording contributions for a levy-paying employer who has run out of levy funds part way through the apprenticeship, leave this field blank.

Step 6: Enter the Amount of the payment made by the employer.

Step 7: Specify the Date the payment was received.

Step 8: If the cost being recorded relates to something agreed with the Employer that sits outside of Apprenticeship delivery, tick the Do Not report on ILR? checkbox. This ensures that the record is not reported to the DfE, as it falls outside ILR requirements.

Step 9: Click Add to complete the process.