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Additional Guidance for Apprenticeship Employers

Back to Apprenticeship Service Account

This guidance page is designed to help current apprentice employers effectively manage their Apprenticeship Service Account. It outlines why registration is essential for accessing levy and government funding, details how to set up and maintain your account, and highlights the available recruitment tools and feedback mechanisms. Whether you're a levy-paying business or a smaller employer seeking co-investment, this guidance ensures you're fully compliant with DfE requirements and supported throughout your apprenticeship journey.

Setting up Administration Permissions

Employers can set up permissions in their Apprenticeship Service Account to allow a training provider to handle administrative tasks on their behalf. With the appropriate permissions, training providers can:

  • Set up apprentice records
  • Reserve funding allocations
  • Submit apprentice details for final approval

Please note that employers must give final approval by logging in and selecting “Approve” against the apprentice record.

Reserving Funding – Non-Levy Employers

Non-levy employers must reserve apprenticeship funding before the apprenticeship begins to secure financial support from the government's co-investment scheme. If they do not reserve funding on time, they will not be able to access the 95% government contribution towards training costs.

To simplify the process, employers can grant permissions to their chosen training provider, allowing them to manage funding reservations on their behalf. However, it remains the employer’s responsibility to ensure reservations are completed before the deadline, avoiding missed funding opportunities.


Approving the Apprenticeship Record for Funding – Timescale

If you've granted the University permission to manage the apprenticeship record and funding set-up, or submitted a cohort request to us, we’ll send the final approval request to your account shortly before the programme begins.

This approach is important for a few reasons:

  • Non-levy employers can only reserve funding up to three months before the programme start date
  • We need confirmed start and planned end dates to accurately complete the record
  • The initial skills assessment must be completed to determine whether a price reduction is needed for apprentices with prior learning or experience

Total Agreed Apprenticeship Price

The total agreed apprenticeship price represents the amount being reserved from the government's apprenticeship budget to cover training costs—it is not the amount the employer must pay directly.

Ensure Apprenticeship Notifications Are Set Up for Timely Approvals

Employers will receive automated email notifications from the Apprenticeship Service when a record or update requires approval. To ensure they never miss a request, they should set up notifications in their account by logging in, navigating to the Settings section and selecting the "Emails" option next to their name.

The notifications will be sent to the email address associated with their GOV.UK One Login. Employers should regularly check their emails and Apprenticeship Service Account to approve records and updates as soon as possible, preventing funding delays and ensuring a smooth apprenticeship process.

University of Northumbria at Newcastle - UKPRN number

University of Northumbria at Newcastle - UKPRN number

If you are setting up permissions, or if prefer to send us a cohort request from your account, you will need our UKPRN number.

Useful Links to Government Apprenticeship Support Webpages

Useful Links to Government Apprenticeship Support Webpages:

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