Employer Guide: Setting up your Apprenticeship Service account

Employer Guide: Setting up your Apprenticeship Service account

02 If your organisation is a Levy payer, you will need to access the Government s online Apprenticeship service to manage your training funds and Apprentices. In this step-by-step guide, we show you how to set up your account. REGISTERING The first thing you will need to do is register. If you have multiple connected companies or charities, you will first need to think about the structure of PAYE within your organisation/s and how the funds will be spent. Every organisation that will make an agreement with a training provider will need to be registered. Please ensure that your account is set up properly as you cannot move funds between accounts. If you need clarification on this, you can find more details at: https://www.gov.uk/guidance/manage-apprenticeship-funds To get set up, go to: http://manage-apprenticeships.service.gov.uk/ Please be aware that to register, you will need the Government Gateway login details for your PAYE schemes. Ask your payroll department if you don t have access to this. Once you have registered, you can head to your log-in page and sign in to your account. You will then be greeted with a homepage which should look something like this: As you can see there are different areas to visit from here, where you can set up other users, manage your Apprenticeship delivery and review your training spend. EMPLOYER GUIDE: SETTING UP YOUR APPRENTICESHIP SERVICE ACCOUNT

03 YOUR TEAM This section allows you to set up new users and control what they can do on your account. To add new users click on Invite a new member and the following screen will appear: When you set up a new user, there are three options available that vary how much access they have to the account. You will need to think about what roles each user will need so that you can choose accordingly. Users can: View information but not make changes Add apprentices and view information Accept agreements, view information and manage PAYE schemes, organisations, apprentices and team members.

04 FINANCE In this section, you can see the transaction history of your Apprenticeship funds after the funds have been added to the system. Your transactions are shown month by month and you can drill down by qualifications or individual learners. YOUR ORGANISATIONS AND AGREEMENTS All Levy-paying employers must sign an agreement with the ESFA for the funds in their Apprenticeship Service account to be used to pay for Apprenticeship training. In this section you can sign the agreement although you will need to establish who has the authority within your organisation to do so. Once your agreement has been digitally signed, if you are part of a group of connected companies, you can then go on to add these connected organisations. PAYE SCHEMES: Here, you can add and manage your PAYE schemes for your organisation and any connected companies. You can also add in information on the percentage of your workforce that operates within England, details of which will be provided by HMRC based on the data in your payroll submissions. The Apprenticeship Service only supports the English Apprenticeship system and you ll only be able to claim Levy funds and the government s 10 per cent top up on your English workforce. If you think there s any issues with your English percentage, check your payroll data to make sure your employees address information is correct. EMPLOYER GUIDE: SETTING UP YOUR APPRENTICESHIP SERVICE ACCOUNT

FIND APPRENTICESHIP TRAINING 05

06 First you need to enter keywords in the search box to find the relevant Apprenticeship standard or framework. In the example below, we ve used the keywords Commis Chef. If required, you can also filter your search by the level of qualification using the tick boxes on the left. Clicking on one of the search results will bring up the details of the training, including the typical length, funding cap, entry requirements and any qualifications. EMPLOYER GUIDE: SETTING UP YOUR APPRENTICESHIP SERVICE ACCOUNT

07 You then need to click the green box in the top right and you will be shown a list of training providers near you that offer the course (listed in order of distance): If Kirklees College is not listed, or you are not sure what standard or framework you require, please contact our Employer Engagement Team for assistance on 0800 7813020 or email employers@kirkleescollege.ac.uk

08 EMPLOYER GUIDE: SETTING UP YOUR APPRENTICESHIP SERVICE ACCOUNT

09 APPRENTICES The Apprentices section is where you can add details of your Apprenticeships and confirm funding arrangements. Once training is underway, you can also manage the details of your Apprentices. You can add details of your Apprenticeships manually, or simply create a blank cohort without anyone in it and leave the work of adding details to us.

010 Before you can add an Apprentice, you ll need the UK Provider Reference Number (UKPRN) for your training provider - Kirklees College s UKPRN is 10003189. If you re adding your own Apprentices on to the system, you ll need to have details of their name, date of birth, the course they re doing, planned start and end dates and the total agreed training costs (including end-point assessment costs for standards). EMPLOYER GUIDE: SETTING UP YOUR APPRENTICESHIP SERVICE ACCOUNT

If you would prefer Kirklees College to upload the details of your Apprentices, then simply select the option that you want the training provider to add Apprentices. You will be taken to a page that allows you to send a message to us directly. 011

012 EMPLOYER GUIDE: SETTING UP YOUR APPRENTICESHIP SERVICE ACCOUNT

013 Choosing this route will create a cohort reference number with your details attached to it and Kirklees College will be notified of this via email. We will then use the documentation from Apprentices that have been signed up to fill in the relevant details for this cohort. The staff members you ve added in the Your Team section will get an email notification once this is complete. You can then review the details in the Your Cohorts section.

014 Here, you can check the details provided and amend if appropriate. Kirklees College will receive notifications of any changes and data in both systems will have to match for payments to be made. Once you re satisfied all details are correct, you can approve them and arrange for funds to be sent from your Levy account to us. Payments will be taken from your digital account around the 5th working day after each month end. EMPLOYER GUIDE: SETTING UP YOUR APPRENTICESHIP SERVICE ACCOUNT

015 And that s it! You re all set up. If you need further help on how to set up or manage your account, you can visit: http://www.gov.uk/guidance/manage-apprenticeship-funds Or contact the Kirklees College Funding and MIS team on 01484 437970 Alternatively, for information about Apprenticeships, contact our Employer Engagement Team 0800 7813020 employers@kirkleescollege.ac.uk www.kirkleescollege.ac.uk

EMPLOYER GUIDE: SETTING UP YOUR APPRENTICESHIP SERVICE ACCOUNT 0800 781 3020 employers@kirkleescollege.ac.uk www.kirkleescollege.ac.uk