Guidance for Employers: When an Apprentice Changes Employer

If an apprentice changes employer during their apprenticeship, both the former and new employers have responsibilities to ensure a smooth and compliant transfer. The following guidance outlines what each party must do to support continuity of training and funding.

For the Former Employer

If the apprentice is leaving your organisation before completing their apprenticeship:

1. Stop the apprentice record in the Apprenticeship Service (only after the leaving date has passed)

• Log in to your Apprenticeship Service account.
• Locate the apprentice under “Manage Apprentices” and select “Stop apprentice.”
• Enter the leaving date — but only after the apprentice’s final day of employment.

Important:

• Do not stop the record before the final working day, or funding may stop too early.
• If the apprentice’s final working day is the last day of the month, you must use the 1st of the following month as the stop date to ensure the final month’s funding is claimed.

2. Notify the training provider

Inform the training provider that the apprentice has left. If the apprentice is continuing with the same provider under a new employer, the provider will manage the transition.

3. Settle any outstanding contributions

Ensure any co-investment (for non-levy employers) or other agreed payments have been paid in line with your contract with the provider.

4. Retain audit records

Keep documentation confirming:

• The apprentice’s final day
• Any stop dates recorded in the Apprenticeship Service
• Evidence of co-investment or payment contributions

This supports compliance in the event of an DFE funding audit.

For the New Employer

If you are taking on an apprentice who is partway through their programme:

1. Complete the University’s online application form

Before any record can be created, you must complete the University’s online apprenticeship application form. This step is mandatory to meet government funding compliance requirements.

A secure link will be sent to you directly. Please complete and return this promptly to avoid delays.

2. Accessing the Apprenticeship Service

If you do not already have an Apprenticeship Service account, your training provider will invite you to register. This is the recommended method, as it automatically links your account to the provider and streamlines the setup.

To generate this invitation, the provider will ask for:

• Employer PAYE reference
• Accounts Office reference
• First and last name of your organisation’s primary contact

You’ll then receive an email with a link to create your account and connect directly to the provider — no further permissions setup is required.

If you choose not to use the invitation method, or if the invitation has not arrived, you can register manually by visiting the GOV.UK Apprenticeship Service page. However, this is a manual process and does not automatically link your account with your training provider.

In this case, once your account is active, you’ll also need to set up permissions:

• Log in to your Apprenticeship Service account
• Go to “Your training providers”
• Locate the University of Northumbria using our UKPRN - 10001282
• Grant permissions for adding apprentice records and submitting them for approval

Without these permissions in place, the provider will not be able to set up or manage the apprentice’s record.

3. Sign updated agreements

You’ll be asked to sign:

• A new Apprenticeship Agreement with the apprentice
• An updated Commitment Statement reflecting the transfer and your role as the new employer

The training provider will guide you through this process.

4. Approve the apprentice record

Once the training provider has submitted the updated apprentice record to your account, you will receive a notification.

Log in, review the details, and select “Approve” to confirm your participation and trigger continued funding.