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Organisations can make a claim if they have:

The Grant Determination Letter is shown on the system either:

  • when you're invited to register to use the service
  • at the beginning of each new financial year

This must be read in full and agreed on the system by the Senior Responsible Officer (SRO), the person in your company authorised to do this.

From September 2024, we're using a phased approach to onboarding. We’ll send invitations to employers to access the service once they’ve completed the onboarding form.

Employers can claim for the costs of courses for eligible employees through the online digital claims system.

Repeat courses are not eligible for further funding.

Claims process

A claim with supporting evidence must be submitted individually for each employee for each training course they do.

The claims process depends on if the claim is for a training course or qualification.

Training courses

Claims must be made within 3 months of the training or course completion.

Qualifications

Employers can claim 60% of the reimbursement value when their employee starts the qualification. The remaining 40% must be claimed when the course is completed.

Oliver McGowan Mandatory Training (OMMT) must be claimed at 100%.

The employee must be working for the same organisation at both the start and completion of the course being claimed. The remaining 40% cannot be claimed if the employee moves to a different employer or does not complete the course.

Where a course is completed but not passed, claims can still be made. 

Deadline for claims

For 60/40 split payment courses which are longer than 6 months, the 60% must be claimed within 3 months of the course start date or payment date, whichever is later. The 40% must be claimed within 3 months of the course completion date.

100% courses must be claimed within 3 months of the course completion date.

You may be able to claim 100% of the funds on completion for a 60/40 course, but delaying the claim until the course is completed could mean your claim is not paid if there are no funds left for that year.

The 3 month deadline does not apply for OMMT claims. They must be submitted within the relevant financial year.

Submitting a claim

When submitting a claim, you must confirm:

  • the employee is employed in an eligible non-regulated care role, as defined in the grant determination letter
  • the information provided is correct to the best of your knowledge
  • the employee's name
  • the employee's national insurance number
  • the employee's job title
  • the date of payment
  • the date the course or qualification started
  • that training is eligible

You must also provide evidence including:

  • proof of payment which must include the payment organisation and recipient organisation
  • what the payment was for
  • the amount paid
  • the VAT number, if not exempt
  • the date of payment
  • a dated certificate of completion, except for 60% qualification claims
  • the unique learner number, if applicable
  • the candidate registration number, if applicable
  • the name of the awarding organisation
  • the name of the training provider or learning centre

Where possible, you must keep any evidence of an employee starting a course. This may be requested as part of the claim submitted on completion of the course.

Users of the online claims service have access to the grant determination letter. This details the scheme rules and grant conditions for the ASC-LDSS.

Adult Social Care employers must agree to the terms and conditions in the grant determination letter for each new financial year before claims will be processed. Costs paid out in error, or for fraudulent claims, will be recovered as set out in the grant determination letter. Further action, including criminal proceedings may be taken if a fraudulent claim has been made.