Invoicing Process and Timeline (for Apprenticeship Employers)

Northumbria University follows a structured invoicing process for apprenticeship employers, aligned with government funding guidance and employer records on the Apprenticeship Service.

Invoicing Overview

• Pre-invoicing setup: Employers must have a signed Apprenticeship Agreement and Commitment Statement in place before any invoicing begins.
• Invoicing schedule: Co-investment contributions are invoiced in arrears twice per year:

• February – for training delivered between August and January
• August – for training delivered between February and July

• Data source: Invoices are based on monthly funding returns submitted to the Department for Education (DfE) and linked to the employer record on the Apprenticeship Service.

• Levy-paying employers: Training and assessment costs are funded through your Apprenticeship Service account, based on monthly funding returns. You’ll only receive an invoice if there are insufficient funds in your account or if costs fall outside of what the levy can be used for.
• Non-levy employers:

• For learners who started on or after 1 August 2019, employers contribute 5% of the training and assessment costs, with the government funding the remaining 95%
• For learners who started before 1 August 2019, employers are required to contribute 10%, with the government covering the remaining 90%.

Payment Terms

• Standard terms are 30 days from the invoice date, unless otherwise agreed in your contract.
• Please refer to your invoice for payment instructions, including any bank details or reference numbers required.

Queries and Support

• Invoices are sent to the Finance Contact provided on your original employer application form.
• If you have any queries regarding payment, please refer to our Finance Contact page.
• For queries on your invoice amount, please email: VC Apprenticeship Data and Finance Support