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ILR return readiness · 2025–26

R14 final ILR return readiness: 2025 to 2026

Everything you need to get the final 2025 to 2026 ILR return right: the deadline, what the hard close means, a checklist you can filter by role and funding stream, and what happens afterwards.

R14 2025–26 closes

Thursday 22 October 2026 at 6pm UK time (BST)

Reference date: 31 July 2026. Source: Preparing your final ILR return (R14).

14 days to go

Funding year2025–26Verified currentChecked against10 official documentsLast reviewed8 October 2026See the sourcesReport an issue

Your first R14? Start here

New to R14?

Start here if this is your first final return, or your first in a new role. Nobody is born knowing what a hard close is.

What R14 is

R14 is the last ILR return for the 2025 to 2026 funding year. It closes at 6pm on Thursday 22 October 2026, and it is your final chance to put that year's ILR data right. It is also the deadline for your final EAS return for the year.

The reference date is 31 July 2026, the last day of the funding year. R14 closes nearly three months after it, which leaves time to record late outcomes, withdrawals and corrections. Until it closes, errors made in the current teaching year can usually be corrected as soon as they are found.

Official sources for this section (4)

The deadline to submit your final ILR and EAS return for 2025 to 2026 (R14) is Thursday 22nd October 2026.

Preparing your final ILR return (R14), What is the deadline for final returns

The ILR collection closes at 6pm on the following dates.

Data collection timetable 2025 to 2026, Data collection timetable 2025 to 2026, introduction

R14 22 October 2026 Reference date: 31 July 2026 QAR data collection Final Funding claims

Data collection timetable 2025 to 2026, Data collection timetable 2025 to 2026, R14

Data entry errors found in ILR data can usually be corrected as soon as the error is found, as long as the error was made in the current teaching year.

Provider support manual: making changes and correcting errors, Correcting data errors before hard close

Why it matters more than the other thirteen

DfE uses the data for payments, funding allocations, quality monitoring and achievement rates, among other things. After R14 closes, the 2025 to 2026 ILR data cannot be amended, so whatever is in it is what all of those are built on.

That does not mean nothing can happen afterwards. DfE uses the closed data to recover funding where data errors led to an overclaim, and some errors found later have to be corrected in the 2026 to 2027 ILR instead. The year closes; the consequences do not.

Official sources for this section (4)

It is used for (and not limited to) payments, funding allocations, quality monitoring and achievement rates.

Preparing your final ILR return (R14), Preparing your final ILR return

2025 to 2026 ILR data cannot be amended following the close of the R14 data collection.

Preparing your final ILR return (R14), What is the deadline for final returns

Once the R14 ILR submission window closes along with the final funding claim, we will use this data for recovering any funding overclaim resulting from data errors in your final return(s).

Financial assurance: monitoring post-16 funding for 2025 to 2026, How we will use data

If data is found to be incorrect after the hard close (R14) of the previous year and the data is incorrect due to an administrative error, then the data should be corrected in the ILR data for the current year and continue to be returned for the duration of the current ILR year.

Provider support manual: making changes and correcting errors, Correcting data errors after hard close

Two deadlines that are easy to mix up

The R14 ILR deadline (22 October 2026, 6pm) is for your data. The final funding claim is a separate step with its own dates: the claim form opens in Submit Learner Data on 27 October 2026 and must be submitted by 6 November 2026.

The claim applies to providers delivering grant-funded adult provision. 16 to 19 funding is not part of the claim process: final 16 to 19 performance is taken from the 16 to 19 ILR funding reports, usually from R14.

Official sources for this section (5)

Funding Claim | Deadline to provide ILR | Claim form available on SLD | Deadline to submit funding claim on SLD

2025 to 2026 funding claims guidance, Funding claim dates table

R14 final claim | 22 October 2026 | 27 October 2026 | 6 November 2026

2025 to 2026 funding claims guidance, Funding claim dates table

Providers delivering grant-funded adult provision must still submit mid-year, year-end, and final claims through the Submit Learner Data (SLD) portal

2025 to 2026 funding claims guidance, Who must submit a claim

We have removed the requirement for providers to sign the R14 final funding claim, therefore there is no action to take for 16 to 19 funding as they are now excluded from the funding claim process.

2025 to 2026 funding claims guidance, 16 to 19 funding

The final year performance for 16 to 19 funding will be identified through the 16 to 19 ILR funding reports from the latest valid ILR submission, usually the R14 final ILR submission.

2025 to 2026 funding claims guidance, 16 to 19 funding

R14 in one minute

If you read nothing else on this page, read this.

  • Every file you submit replaces everything you submitted before. Your last file before 6pm on 22 October is your 2025 to 2026 ILR.
  • Clean validation is necessary but not sufficient. Warnings, FRM reports and PDSAT all point at data that passes validation and is still wrong.
  • Leavers, outcomes and continuing learners are where most of the money and the achievement rate live.
  • Submit early. A submission window is not a target to aim at.
  • If you deliver grant-funded adult provision, the final claim follows, with its own deadline.
Official sources for this section (3)

Each file you submit overwrites all previously submitted records from your organisation.

Provider support manual: collecting and submitting data, ILR file transmission

Records that produce warnings are loaded into the national database; however you should check these records to ensure the data is correct.

Provider support manual: collecting and submitting data, Data validation

You should upload an ILR file to Submit Learner Data early in a return period to allow enough time to resolve any validation errors and warnings.

Provider support manual: collecting and submitting data, Provider support manual: collecting and submitting data

Key dates

All times are UK time. The ILR deadline and the funding claim deadline are different dates.

Key dates for R14 2025 to 2026
DateWhat happensStatus
11 September 2026Last day to request a new higher education learning aim for 2025 to 2026
Requests made after this date are not available for validation by R14.
Passed
14 September 2026, 6pm UK timeR13 closes
DfE recommended finalising data for R13, leaving R14 for any last changes.
Passed
22 October 2026, 6pm UK timeR14 closes: final ILR and EAS return for 2025 to 2026Upcoming
27 October 2026Final funding claim form available in Submit Learner Data
For providers delivering grant-funded adult provision. 16 to 19 funding is not part of the claim process.
Upcoming
6 November 2026Deadline to submit the final funding claim
A separate deadline from the R14 ILR return. Missing it is a breach of the funding agreement.
Upcoming
January 2027Provisional 2025 to 2026 QARs released to providersExpected
Official sources for this section (12)

The last day to submit a request for a new higher education learning aim for the 2025 to 2026 is Friday 11th September 2026. Any submissions made after this date will not be available for data validation by R14 (22nd October 2026).

Preparing your final ILR return (R14), Find a Learning Aim

R13 14 September 2026 Reference date: 31 July 2026

Data collection timetable 2025 to 2026, Data collection timetable 2025 to 2026, R13

The ILR collection closes at 6pm on the following dates.

Data collection timetable 2025 to 2026, Data collection timetable 2025 to 2026, introduction

We recommend finalising your data in preparation for the R13 ILR and EAS data return close on Monday 14th September 2026, this will allow one final return for any changes.

Preparing your final ILR return (R14), Preparing your final ILR return

The deadline to submit your final ILR and EAS return for 2025 to 2026 (R14) is Thursday 22nd October 2026.

Preparing your final ILR return (R14), What is the deadline for final returns

R14 22 October 2026 Reference date: 31 July 2026 QAR data collection Final Funding claims

Data collection timetable 2025 to 2026, Data collection timetable 2025 to 2026, R14

Funding Claim | Deadline to provide ILR | Claim form available on SLD | Deadline to submit funding claim on SLD

2025 to 2026 funding claims guidance, Funding claim dates table

R14 final claim | 22 October 2026 | 27 October 2026 | 6 November 2026

2025 to 2026 funding claims guidance, Funding claim dates table

Providers delivering grant-funded adult provision must still submit mid-year, year-end, and final claims through the Submit Learner Data (SLD) portal

2025 to 2026 funding claims guidance, Who must submit a claim

We have removed the requirement for providers to sign the R14 final funding claim, therefore there is no action to take for 16 to 19 funding as they are now excluded from the funding claim process.

2025 to 2026 funding claims guidance, 16 to 19 funding

Failure to submit a claim by the due date will be a breach of the funding agreement.

2025 to 2026 funding claims guidance, Funding claim dates

For 2025 to 2026 QARs, they will be released in January 2027.

Preparing your final ILR return (R14), Qualification Achievement Rates (QARs)

What the hard close means

The return date in the data collection timetable is the hard close for including data in the national database for that return. For R14, that is 6pm UK time on Thursday 22 October 2026. 2025 to 2026 ILR data cannot be amended after it, and DfE will not reconcile earnings for inaccurate data or data mismatches after R14.

Funding can still change afterwards. Once the R14 window and the final funding claim close, DfE uses the data to recover any overclaim caused by data errors. Where an administrative error in the closed year is found later, it is corrected in the current year's ILR, not by reopening the old one.

  • No more 2025 to 2026 submissions after 6pm on 22 October 2026.
  • Unpaid apprenticeship completion elements earned in 2025 to 2026 may need action before the close.
  • Outstanding FRM reports can lead to recovery if they are not reviewed before the close.
  • Achievement rate data cannot be changed after R14, so the in-year QAR is the time to look.
Official sources for this section (9)

The return date in the timetable is the hard close date for including data in the national database for that return

Provider support manual: collecting and submitting data, Provider support manual: collecting and submitting data

The ILR collection closes at 6pm on the following dates.

Data collection timetable 2025 to 2026, Data collection timetable 2025 to 2026, introduction

2025 to 2026 ILR data cannot be amended following the close of the R14 data collection.

Preparing your final ILR return (R14), What is the deadline for final returns

We will be unable to reconcile earnings for inaccurate ILR data/data mismatches after R14 (hard close).

Preparing your final ILR return (R14), What is the deadline for final returns

Once the R14 ILR submission window closes along with the final funding claim, we will use this data for recovering any funding overclaim resulting from data errors in your final return(s).

Financial assurance: monitoring post-16 funding for 2025 to 2026, How we will use data

If data is found to be incorrect after the hard close (R14) of the previous year and the data is incorrect due to an administrative error, then the data should be corrected in the ILR data for the current year and continue to be returned for the duration of the current ILR year.

Provider support manual: making changes and correcting errors, Correcting data errors after hard close

Any completion elements earned in the 2025 to 2026 academic year that have still not been paid may require action prior to R14 (hard close).

Preparing your final ILR return (R14), Payments

Some outstanding FRM reports can result in a recovery if not reviewed before the R14 (hard close) deadline.

Preparing your final ILR return (R14), Funding Rules Monitoring (FRM)

It is important that training organisations use this in-year QAR to review their data for errors as it cannot be changed after the R14 ILR collection.

Introduction to qualification achievement rates (QARs), Introduction to QARs: in-year QAR data

The checklist

39 checks, grouped by when to do them. Choose your role and the funding streams you deliver to see the ones that apply to you. Open a check for why it matters, how to do it, common problems, how to correct them, what evidence to keep and the official guidance behind it.

Most of these checks need your own systems: FEFunding cannot see your ILR, your reports or your learner files. Each check says how to do it yourself, and where a page here helps, what that page does and does not do.

Checks for one stream only appear when you choose that stream or all streams. A check that applies to every provider still says when it does not apply to you. Not every check applies to every provider.

0 of 39 checks shown are ticked by you on this device.

What a tick means: self-declared, not verified

  • A tick means you, the person using this device, say you have done that check. It is your own record.
  • FEFunding has not seen or checked your ILR data, your reports or your learner files.
  • Ticks are saved in this browser on this device only. They are not shared with colleagues and do not follow you to another device.
  • Clearing your browser data, or using a private window, can remove them.
  • A completed checklist does not certify that your return is ready, accurate or compliant.
Printable checklist

Do these first

The highest-priority checks you have not ticked yet, for the role, stream and priority you chose. Start with these if you are short of time.

  1. Put the deadline, and your own earlier cut-off, in everyone's diary (Critical)
  2. Plan a timetable of submissions, not one file on the day (Critical)
  3. Record every leaver, with the right actual end date (Critical)
  4. Confirm every learner shown as continuing really is (Critical)
  5. Record outcomes for every aim that has ended (Critical)

Start now

Plans, access and anything left over from R13. 7 checks, 0 ticked by you.

  • Put the deadline, and your own earlier cut-off, in everyone's diary

    CriticalOfficial guidanceAll funding streamsLead: Head or director of MIS

    Make sure everyone involved knows R14 closes at 6pm UK time on Thursday 22 October 2026, and set an internal cut-off several working days earlier.

    Why it matters, how to do it and what to keep
    Why
    The return date is the hard close. After it, 2025 to 2026 ILR data cannot be amended.
    How
    1. Send the date and time to everyone who supplies or checks data, including curriculum and apprenticeship teams.
    2. Set an internal cut-off for the final file, and a fallback slot after it, before deadline day.
    3. Add the date to team calendars, for example with the ILR calendar download.
    Who
    Head or director of MIS leads, with Senior leader, principal or COO, MIS or ILR officer, Finance director or finance manager.
    Common problems
    • Working to the claim deadline in November instead of the ILR deadline in October.
    • Assuming 6pm in a different time zone, or that the system stays open a little longer.
    Investigate or correct
    • If people are working to a different date, correct it in writing and confirm they have seen it.
    Evidence to keep
    • The internal timetable as issued, with the date it went out.
    Doing the check
    This is a planning step. FEFunding cannot see your timetable; agree it with your team.
    Related pages

    These explain the topic. None of them looks at your data or does the check for you.

    What the official guidance says

    The deadline to submit your final ILR and EAS return for 2025 to 2026 (R14) is Thursday 22nd October 2026.

    Preparing your final ILR return (R14), What is the deadline for final returns

    The ILR collection closes at 6pm on the following dates.

    Data collection timetable 2025 to 2026, Data collection timetable 2025 to 2026, introduction

    The return date in the timetable is the hard close date for including data in the national database for that return

    Provider support manual: collecting and submitting data, Provider support manual: collecting and submitting data

    2025 to 2026 ILR data cannot be amended following the close of the R14 data collection.

    Preparing your final ILR return (R14), What is the deadline for final returns

  • Plan a timetable of submissions, not one file on the day

    CriticalOfficial guidanceAll funding streamsLead: Head or director of MIS

    Plan at least one trial submission early in the window, a final submission well before the close and time between them to work the reports.

    Why it matters, how to do it and what to keep
    Why
    The guidance is to upload early in a return period to leave time to resolve errors and warnings. A submitted file cannot be deleted: it can only be replaced by another file.
    How
    1. Book dates for a trial submission, a review of the post-submission reports and the final submission.
    2. Name who builds each file, who checks it and who presses submit.
    3. Keep an eye on DfE's community message board, where DfE says it will flag any significant delays to processing times.
    Who
    Head or director of MIS leads, with MIS or ILR officer.
    Common problems
    • Treating the first submission as the final one.
    • No time left after the final submission to fix what the reports show.
    Investigate or correct
    • If the window is already short, cut scope: prioritise the critical checks on this page and record what was not done.
    Evidence to keep
    • The submission plan and a log of each file submitted, with its date and time.
    Doing the check
    FEFunding cannot see your submissions. Keep a simple log of each file you submit.

    What the official guidance says

    You should upload an ILR file to Submit Learner Data early in a return period to allow enough time to resolve any validation errors and warnings.

    Provider support manual: collecting and submitting data, Provider support manual: collecting and submitting data

    Once you have submitted a file it cannot be deleted, if the file contains incorrect data this can only be corrected by submitting another ILR file to overwrite the incorrect one.

    Provider support manual: collecting and submitting data, ILR file transmission

    Each file you submit overwrites all previously submitted records from your organisation.

    Provider support manual: collecting and submitting data, ILR file transmission

    We will make training providers aware of any significant delays to processing times through our community message board.

    Preparing your final ILR return (R14), Preparing your final ILR return

  • Check everyone has the access they need, before they need it

    HighOfficial guidanceAll funding streamsLead: Head or director of MIS

    Confirm the people doing the checks can log in to Submit Learner Data, View your education data (for the monitoring dashboard) and, where you deliver apprenticeships, the apprenticeship service.

    Why it matters, how to do it and what to keep
    Why
    The Post-16 monitoring dashboard is reached through View your education data, and you need a DfE Sign-in account to access it. Access problems discovered in deadline week cost days.
    How
    1. Ask each person to log in and open the dashboard or report they will need.
    2. Check cover: who can do it if the usual person is away?
    Who
    Head or director of MIS leads, with Funding or compliance officer, Data, BI or performance analyst, Apprenticeship manager or coordinator.
    Common problems
    • Only one person has access, and they are on leave.
    • Access was set up for one organisation and not another.
    Investigate or correct
    • Request access changes now through your organisation's DfE Sign-in approver.
    Doing the check
    Ask each person to log in and confirm. FEFunding cannot check access to DfE services.

    What the official guidance says

    We will share our findings through the Post-16 monitoring dashboard, which you can access via View your education data.

    Financial assurance: monitoring post-16 funding for 2025 to 2026, How we will share data with you

    To access the dashboard, you will need a DfE Sign-in account that enables you to access multiple organisations from one account.

    Financial assurance: monitoring post-16 funding for 2025 to 2026, How we will share data with you

  • Work through what R13 left behind

    HighOfficial guidanceAll funding streamsLead: MIS or ILR officer

    List everything that was outstanding after your R13 submission: validation issues, FRM reports, data mismatches and known gaps.

    Why it matters, how to do it and what to keep
    Why
    DfE recommended finalising data for R13 so that R14 is one final return for any changes. Anything still open after R13 is now on the critical path.
    How
    1. Pull the R13 post-submission reports and the FRM dashboard for the latest period.
    2. Turn each open issue into an owned action with a date before your internal cut-off.
    Who
    MIS or ILR officer leads, with Head or director of MIS.
    Common problems
    • R13 treated as a rehearsal and its reports never reviewed.
    Investigate or correct
    • Prioritise by funding and achievement rate impact, and work the biggest items first.
    Evidence to keep
    • The list of open items and how each was resolved.
    Doing the check
    Use your own R13 reports from Submit Learner Data. FEFunding does not hold your submissions.
    Related pages

    These explain the topic. None of them looks at your data or does the check for you.

    • R13 explained: Explains R13 and what it is for. It does not read your R13 reports.

    What the official guidance says

    We recommend finalising your data in preparation for the R13 ILR and EAS data return close on Monday 14th September 2026, this will allow one final return for any changes.

    Preparing your final ILR return (R14), Preparing your final ILR return

    R13 14 September 2026 Reference date: 31 July 2026

    Data collection timetable 2025 to 2026, Data collection timetable 2025 to 2026, R13

  • Use the right Learner Entry Tool for 2025 to 2026

    StandardOfficial guidanceAll funding streamsLead: MIS or ILR officer

    Applies when: You create your ILR file with the Learner Entry Tool rather than an MIS.

    During the dual returns period, export and upload 2025 to 2026 data with the 2025 to 2026 version of the Learner Entry Tool.

    Why it matters, how to do it and what to keep
    Why
    The version determines the collection year and file name. If they are wrong, the file fails validation.
    How
    1. Check the tool version before exporting, and check the year in the generated file name.
    Who
    MIS or ILR officer leads.
    Common problems
    • Exporting 2025 to 2026 data from the 2026 to 2027 tool after updating it.
    Investigate or correct
    • Re-export with the correct version and submit again.
    Doing the check
    Check the tool version yourself. FEFunding cannot see your software.

    What the official guidance says

    During the ILR dual returns period, please ensure you are exporting and uploading ILR data using the correct Learner Entry Tool.

    Preparing your final ILR return (R14), Learner Entry Tool

    If these fields are incorrect, the ILR file will fail data validation.

    Preparing your final ILR return (R14), Learner Entry Tool

  • Find any higher education aims requested too late to validate

    StandardOfficial guidanceAll funding streamsLead: MIS or ILR officer

    Applies when: You record higher education learning aims in the ILR.

    Identify any new higher education learning aim requested after 11 September 2026, and plan for it.

    Why it matters, how to do it and what to keep
    Why
    Requests after that date are not available for validation by R14.
    How
    1. List aims still awaiting a learning aim reference and check when each request was made.
    Who
    MIS or ILR officer leads, with Curriculum manager or head of department.
    Common problems
    • A placeholder aim left in the file in the hope the reference arrives in time.
    Investigate or correct
    • Ask DfE through the Customer Help Portal how to handle the affected learners, and record the advice you receive.
    Evidence to keep
    • The request dates and any DfE advice.
    Doing the check
    Check your own request log. FEFunding cannot see your learning aim requests.

    What the official guidance says

    The last day to submit a request for a new higher education learning aim for the 2025 to 2026 is Friday 11th September 2026. Any submissions made after this date will not be available for data validation by R14 (22nd October 2026).

    Preparing your final ILR return (R14), Find a Learning Aim

  • Check your final EAS return and its evidence

    HighOfficial guidanceAll funding streamsLead: Finance director or finance manager

    Applies when: You claim any funding through the Earnings Adjustment Statement.

    Review every EAS line for 2025 to 2026, and confirm you hold the evidence the funding rules require for each category.

    Why it matters, how to do it and what to keep
    Why
    The R14 deadline covers the final EAS return as well as the ILR. The funding rules set out each EAS category and its evidence requirements.
    How
    1. Compare the EAS funding report with your own record of what was claimed.
    2. For each category, check the funding rules for the evidence needed and confirm it is on file.
    Who
    Finance director or finance manager leads, with Head or director of MIS, Funding or compliance officer.
    Common problems
    • Claims entered in the wrong period or category.
    • Evidence held by a budget holder, not centrally.
    Investigate or correct
    • Correct the EAS before the close. Remove any claim you cannot evidence.
    Evidence to keep
    • The final EAS file, the EAS funding report and the evidence for each claim.
    Doing the check
    FEFunding does not read EAS files. Use the EAS funding report from Submit Learner Data.

    What the official guidance says

    The deadline to submit your final ILR and EAS return for 2025 to 2026 (R14) is Thursday 22nd October 2026.

    Preparing your final ILR return (R14), What is the deadline for final returns

    The Earnings Adjustment Statement (EAS) is a CSV file, submitted online, that providers can use to claim funding that is not reported on the ILR.

    Provider support manual: collecting and submitting data, Earnings adjustment statement (EAS)

    The DFE funding rules give further information on categories within the EAS and their evidence requirements.

    Provider support manual: collecting and submitting data, Earnings adjustment statement (EAS)

    This report shows data you submit through the EAS data collection, for funding that you cannot report through the ILR.

    2025 to 2026 ILR funding reports, 18. EAS funding report

Check the data

The checks that find the problems while they can still be fixed. 23 checks, 0 ticked by you.

  • Record every leaver, with the right actual end date

    CriticalOfficial guidanceAll funding streamsLead: MIS or ILR officer

    Make sure every learner who has withdrawn is recorded as withdrawn, with the actual end date set to the date of their last learning activity.

    Why it matters, how to do it and what to keep
    Why
    Late or inaccurate withdrawals can lead to a funding overclaim and affect achievement rates. A learner has withdrawn when they say so, exceed your absence and withdrawal policy, or are removed.
    How
    1. Ask curriculum teams for every learner who stopped attending before 31 July 2026.
    2. Compare with learners still shown as continuing or on a break.
    3. Use attendance to set the actual end date to the last day of learning activity.
    Who
    MIS or ILR officer leads, with Curriculum manager or head of department, Enrolment, admissions or registry staff.
    Common problems
    • Using a date of decision, or 31 July, instead of the last day of learning.
    • Withdrawals agreed in curriculum areas that never reach MIS.
    Investigate or correct
    • Record the withdrawal, completion status and withdrawal reason as the provider support manual sets out, and keep the attendance evidence.
    Evidence to keep
    • Attendance or other evidence of the last day of learning, for each withdrawal.
    Doing the check
    Compare your MIS continuing list with attendance records. FEFunding cannot see either.
    Related pages

    These explain the topic. None of them looks at your data or does the check for you.

    What the official guidance says

    A learner must be considered to have withdrawn from a programme of learning when they have: Made known a decision to withdraw from the learning, Exceeded the training provider’s absence and withdrawal policy, or Been removed from learning by their training provider.

    Provider support manual: making changes and correcting errors, Recording learner absence or withdrawal

    Learning actual end date is the date of last learning activity for the aim.

    Provider support manual: making changes and correcting errors, Recording a withdrawn learner who has no intention to return

    Failure to report timely and accurate withdrawals data in your previous year’s R14 return may have resulted in a funding overclaim and could also impact the calculation of qualification achievement rates (QARs).

    Financial assurance: monitoring post-16 funding for 2025 to 2026, FRM06

  • Confirm every learner shown as continuing really is

    CriticalOfficial guidanceAll funding streamsLead: MIS or ILR officer

    Check that each aim recorded as continuing at R14 belongs to a learner who is still in learning.

    Why it matters, how to do it and what to keep
    Why
    If a learner is shown as continuing at R14 but the next year's ILR shows they left before 31 July, funding may have to be repaid. This is what FRM27 monitors. Continuing aims must also appear in the next year's ILR, which FRM06 monitors.
    How
    1. List aims with a continuing completion status.
    2. Ask the curriculum or apprenticeship lead to confirm each learner against recent attendance or progress reviews.
    Who
    MIS or ILR officer leads, with Curriculum manager or head of department, Apprenticeship manager or coordinator.
    Common problems
    • Whole groups rolled forward without checking.
    • Apprentices with no review for months still shown as active.
    Investigate or correct
    • Record leavers correctly in 2025 to 2026 before the close, so the next year's ILR does not have to contradict it.
    Evidence to keep
    • Confirmation for each continuing learner, for example a recent attendance or review record.
    Doing the check
    Check against your own attendance and review records. FEFunding cannot see them.
    Related pages

    These explain the topic. None of them looks at your data or does the check for you.

    • FRM27 explained: Explains what FRM27 looks for. It does not run the report on your data.
    • FRM06 explained: Explains what FRM06 looks for. It does not run the report on your data.

    What the official guidance says

    If a learner is continuing learning at the final R14 collection at the end of the year, but you record in the subsequent ILR year that they should have left in the previous ILR year, you may have earned funding that you need to repay.

    Financial assurance: monitoring post-16 funding for 2025 to 2026, FRM27, summary

    Your current year’s ILR must include any learning aims which were reported as continuing (completion status 1 - the learner is continuing or intending to continue the learning activities leading to the learning aim) in the previous year’s final ILR return, even if the actual end date is in the previous funding year.

    Financial assurance: monitoring post-16 funding for 2025 to 2026, FRM06, summary

  • Record outcomes for every aim that has ended

    CriticalOfficial guidanceAll funding streamsLead: MIS or ILR officer

    Make sure each completed aim has its completion status, actual end date and outcome, updated as soon as the outcome is known.

    Why it matters, how to do it and what to keep
    Why
    Achievement rates are calculated from this data and cannot be changed after R14. Information should be updated when the outcome is known.
    How
    1. List completed aims with no outcome, or an outcome of 'study continuing'.
    2. Chase results from awarding organisations and curriculum teams.
    Who
    MIS or ILR officer leads, with Curriculum manager or head of department, Data, BI or performance analyst.
    Common problems
    • Summer results arriving after the final file is built.
    • Outcomes recorded in the MIS but not exported.
    Investigate or correct
    • Record outcomes as they arrive, and rebuild the final file after the last batch.
    Evidence to keep
    • Results evidence, such as awarding organisation records, for each outcome recorded.
    Doing the check
    Run an outcomes report in your MIS. FEFunding cannot see your records.

    What the official guidance says

    Information should be updated when the outcome of the learning is known.

    Provider support manual: making changes and correcting errors, Recording retakes and resits

    It is important that training organisations use this in-year QAR to review their data for errors as it cannot be changed after the R14 ILR collection.

    Introduction to qualification achievement rates (QARs), Introduction to QARs: in-year QAR data

    Providers are unable to correct their ILR data after R14 (hard close).

    Preparing your final ILR return (R14), Qualification Achievement Rates (QARs)

  • Make sure every break in learning is agreed and evidenced

    HighOfficial guidanceAll funding streamsLead: Funding or compliance officer

    Applies when: Any learner is recorded on an agreed break in learning.

    Check each break in learning was agreed with the learner, that they intend to return, and that the evidence is in the learner file.

    Why it matters, how to do it and what to keep
    Why
    A break must not be recorded unless all three are true.
    How
    1. List learners on a break and open the learner file for each one.
    Who
    Funding or compliance officer leads, with MIS or ILR officer, Apprenticeship manager or coordinator.
    Common problems
    • A break used for a learner who has really left.
    • Breaks with no end in sight and no contact.
    Investigate or correct
    • Where the learner is not returning, record the withdrawal instead.
    Evidence to keep
    • The agreement and the learner's stated intention to return, in the learner file.
    Doing the check
    Check the learner files yourself. FEFunding cannot see them.

    What the official guidance says

    You must not record a break in learning unless you and the learner have agreed this, the learner intends to return to learning at a later point, and there is supporting evidence in the learner file.

    Provider support manual: making changes and correcting errors, Recording breaks in learning, transfers and restarts

  • Leave planned end dates alone unless they were keyed wrongly

    HighOfficial guidanceAll funding streamsLead: MIS or ILR officer

    Check no planned end date has been changed except to correct an administrative error, and that actual end dates recorded at last year's R14 have not been altered.

    Why it matters, how to do it and what to keep
    Why
    Basic information about a learner and their learning must stay the same once entered, unless it was entered in error, and the planned end date must not be updated even if learning continues past it. FRM72, new for 2025 to 2026, monitors changes to planned and actual end dates after the previous year's R14, for adult skills, apprenticeships and loans.
    How
    1. Compare planned end dates for continuing aims with the dates returned at the 2024 to 2025 R14, and list any that changed.
    Who
    MIS or ILR officer leads, with Apprenticeship manager or coordinator.
    Common problems
    • Planned end dates extended for slow progress or illness.
    Investigate or correct
    • Restore the original date unless it was an administrative error, and keep the evidence where it was.
    Evidence to keep
    • Evidence of the administrative error for any planned end date that was corrected.
    Doing the check
    Compare your own files from the two years. FEFunding cannot see them.
    Related pages

    These explain the topic. None of them looks at your data or does the check for you.

    • FRM72 explained: Explains what FRM72 looks for. It does not compare your files.

    What the official guidance says

    You must not update the Learning planned end date once it has been entered, even if the learner continues on the learning aim beyond that date.

    Provider support manual: making changes and correcting errors, Recording changes to a learner’s aims

    Principle 4: Basic pieces of information about a learner and their learning must remain constant once entered in the ILR except where the information has been entered in error.

    Provider support manual: collecting and submitting data, Provider support manual: principles

    The learning planned end date must remain the same between teaching years.

    Financial assurance: monitoring post-16 funding for 2025 to 2026, FRM72, summary

    It can only be amended outside of the qualifying period within the first ILR year, and only to correct administrative errors

    Financial assurance: monitoring post-16 funding for 2025 to 2026, FRM72, summary

    If a learning actual end date was recorded in the previous year’s R14 file and the aim continues to be returned in the current year, then the learning actual end date must not be changed.

    Financial assurance: monitoring post-16 funding for 2025 to 2026, FRM72, summary

    Changes from previous funding year New report Funding streams reviewed DfE ASF (formula-funded provision) apprenticeships (from 1 May 2017) advanced learner loans

    Financial assurance: monitoring post-16 funding for 2025 to 2026, FRM72, changes and funding streams reviewed

  • Handle records that cross from 2024 to 2025 correctly

    HighOfficial guidanceAll funding streamsLead: MIS or ILR officer

    Check aims that started before 1 August 2025 carry the right history, and that errors from the closed 2024 to 2025 year were corrected the way the provider support manual sets out.

    Why it matters, how to do it and what to keep
    Why
    The previous year's file cannot be amended. Administrative errors found after its hard close are corrected in the current year's ILR, and a change of learner reference between years must use the Learner reference number in previous year field.
    How
    1. List aims that started in 2024 to 2025 or earlier.
    2. Check learners withdrawn this year who were continuing at the 2024 to 2025 R14: the actual end date is the last day in learning, not 1 August.
    Who
    MIS or ILR officer leads, with Head or director of MIS.
    Common problems
    • Using 1 August as the end date for a learner who left the year before.
    • A changed learner reference with no link to the old one.
    Investigate or correct
    • Follow the provider support manual's correction scenarios, and record each correction.
    Evidence to keep
    • A note of each prior-year correction and the evidence for it.
    Doing the check
    Run a cross-year report in your MIS. FEFunding cannot see your records.

    What the official guidance says

    We have information on ILR records that cross the 2024 to 25 and 2025 to 26 funding years.

    Preparing your final ILR return (R14), ILR data errors

    If data is found to be incorrect after the hard close (R14) of the previous year and the data is incorrect due to an administrative error, then the data should be corrected in the ILR data for the current year and continue to be returned for the duration of the current ILR year.

    Provider support manual: making changes and correcting errors, Correcting data errors after hard close

    Record the Learning actual end date as the last day the learner was in learning: this will be in the previous ILR year, do not use 1 August of the current year.

    Provider support manual: making changes and correcting errors, Correcting data errors after hard close

    Any changes to a learner’s Learner reference number from one ILR year to the next must be recorded using the Learner reference number in previous year field.

    Provider support manual: collecting and submitting data, Combining ILR files: amalgamation

  • Clear validation errors and work every warning

    CriticalOfficial guidanceAll funding streamsLead: MIS or ILR officer

    Submit to Submit Learner Data, clear the errors and review every warning, remembering that the FIS does not run every rule.

    Why it matters, how to do it and what to keep
    Why
    Rules that rely on external tables only run on submission. Records with warnings are loaded into the national database, so a warning still needs an answer.
    How
    1. Use version 6 of the 2025 to 2026 validation rules, last updated on 29 July 2026.
    2. Submit a trial file to see the Online Only rules, not just the FIS.
    3. Record a reason for each warning you accept.
    Who
    MIS or ILR officer leads, with Head or director of MIS.
    Common problems
    • Relying on a clean FIS run.
    • Warnings ignored because the file was accepted.
    Investigate or correct
    • Correct the records and resubmit. Look up an unfamiliar rule before changing data to make it go away.
    Evidence to keep
    • The final validation report and your notes on accepted warnings.
    Doing the check
    Only DfE's validation counts. Use the FIS and the reports from Submit Learner Data.
    Related pages

    These explain the topic. None of them looks at your data or does the check for you.

    • Error and assurance lookup: Explains common validation errors and what they usually mean. It does not validate your file.
    • ILR Health Check: Runs FEFunding's own checks on anonymised data. It is not DfE validation and does not replace the FIS or Submit Learner Data.

    What the official guidance says

    Version 6 Validation rules 2025 - 2026 Last updated: 29 July 2026

    Validation rules 2025 to 2026, Validation rules 2025 to 2026

    Some validation rule checks are not included in the FIS and only take place when data is submitted to us.

    Provider support manual: collecting and submitting data, Provider support manual: the Funding Information System

    The FIS does not run all validation checks: rules that rely on external tables such as postcode or Unique Learner Number tables are not included in the FIS.

    Provider support manual: collecting and submitting data, Data validation

    The validation rule document includes a column named “Online Only”, which identifies rules that are not included in FIS and are only run when data is submitted to the online service.

    Provider support manual: collecting and submitting data, Data validation

    These are rules that check external tables, such as the Unique Learner Number (ULN), Employer identifier and postcode validation.

    Provider support manual: collecting and submitting data, Provider support manual: the Funding Information System

    Records that produce warnings are loaded into the national database; however you should check these records to ensure the data is correct.

    Provider support manual: collecting and submitting data, Data validation

  • Check the file holds every learner and aim it should

    CriticalOfficial guidanceAll funding streamsLead: MIS or ILR officer

    After each submission, compare the learner and learning delivery counts with your own expected counts.

    Why it matters, how to do it and what to keep
    Why
    Each file overwrites everything submitted before. The Rule Violation Report helps check the expected number of learners and learning delivery records are in the file.
    How
    1. Agree expected counts from your MIS before you submit.
    2. Compare them with the Rule Violation Report after each submission.
    Who
    MIS or ILR officer leads, with Head or director of MIS.
    Common problems
    • A filter left in an export.
    • Learners held in a second system not merged into the file.
    Investigate or correct
    • Find the cause, rebuild the full file and submit again.
    Evidence to keep
    • Expected and reported counts for the final submission.
    Doing the check
    Compare your MIS counts with the report from Submit Learner Data.

    What the official guidance says

    Each file you submit overwrites all previously submitted records from your organisation.

    Provider support manual: collecting and submitting data, ILR file transmission

    Take care to ensure that data is not overwritten in error: reports such as the ‘Rule Violation Report’ are useful for checking that the expected number of learners and learning delivery records are in your file.

    Provider support manual: collecting and submitting data, Provider support manual: collecting and submitting data

  • Review every outstanding FRM report

    CriticalOfficial guidanceAll funding streamsLead: Funding or compliance officer

    Open the FRM dashboard, filter to the most recent collection period, and review each outstanding report.

    Why it matters, how to do it and what to keep
    Why
    Some outstanding FRM reports can result in a recovery if they are not reviewed before the hard close.
    How
    1. For each report, check each record and decide: correct the data, or record why it is right.
    2. Work from the most recent collection period, as DfE advises.
    Who
    Funding or compliance officer leads, with MIS or ILR officer, Head or director of MIS.
    Common problems
    • Reviewing an old period's reports.
    • Correcting the data but not recording the decision.
    Investigate or correct
    • Correct records before the close. Where data is right, keep the evidence that shows it.
    Evidence to keep
    • A record of each FRM report reviewed, the decision for each record and the evidence.
    Doing the check
    The dashboard is in View your education data. FEFunding cannot access it.
    Related pages

    These explain the topic. None of them looks at your data or does the check for you.

    What the official guidance says

    Some outstanding FRM reports can result in a recovery if not reviewed before the R14 (hard close) deadline.

    Preparing your final ILR return (R14), Funding Rules Monitoring (FRM)

    You can view the FRM dashboard to see any outstanding FRM reports that have generated (you must filter and work from the most recent collection period).

    Preparing your final ILR return (R14), Funding Rules Monitoring (FRM)

    We will share our findings through the Post-16 monitoring dashboard, which you can access via View your education data.

    Financial assurance: monitoring post-16 funding for 2025 to 2026, How we will share data with you

    Once the R14 ILR submission window closes along with the final funding claim, we will use this data for recovering any funding overclaim resulting from data errors in your final return(s).

    Financial assurance: monitoring post-16 funding for 2025 to 2026, How we will use data

  • Check 16 to 19 planned hours against the monitoring reports

    HighOfficial guidance16 to 19Lead: MIS or ILR officer

    Check planned learning hours are calculated when the student is first enrolled, no student is planned for more than 40 hours a week, and non-qualification hours are in the planned employability, enrichment and pastoral hours field.

    Why it matters, how to do it and what to keep
    Why
    These are what FRM71, FRM30 and FRM56 look at for 2025 to 2026.
    How
    1. List students whose planned hours imply more than 40 hours a week.
    2. List students with planned hours but no regulated qualification, and check where their hours are recorded.
    3. Check students who completed significantly earlier than planned: their planned hours should be reduced to the actual period of attendance.
    Who
    MIS or ILR officer leads, with Curriculum manager or head of department.
    Common problems
    • Hours carried over from a template timetable.
    • Hours not reduced for students who completed significantly early.
    Investigate or correct
    • Correct planned hours following the funding guidance, and keep the timetable evidence.
    Evidence to keep
    • Timetables or individual learning plans supporting planned hours.
    Doing the check
    Run the checks in your MIS. FEFunding cannot see your students' hours.
    Related pages

    These explain the topic. None of them looks at your data or does the check for you.

    What the official guidance says

    You must calculate the planned learning hours (PLH) for a student’s study programme when they are first enrolled.

    Financial assurance: monitoring post-16 funding for 2025 to 2026, FRM71, summary

    When students as successfully completing their study programme significantly earlier than the planned end date, you must reduce the planned hours as appropriate to the actual period of attendance.

    Financial assurance: monitoring post-16 funding for 2025 to 2026, FRM71, what you need to do

    While there is no minimum number of hours that a study programme must have, no student’s planned hours must exceed 40 hours per week.

    Financial assurance: monitoring post-16 funding for 2025 to 2026, FRM30, summary

    Timetabled hours for non-qualification activity should be recorded in the Planned employability, enrichment, and pastoral hours field.

    Financial assurance: monitoring post-16 funding for 2025 to 2026, FRM56, summary

  • Check each 16 to 19 student's maths and English status

    StandardOfficial guidance16 to 19Lead: MIS or ILR officer

    Use the Maths and English Report to check each student's prior attainment and whether they are studying a valid qualification in each subject.

    Why it matters, how to do it and what to keep
    Why
    The report gives the maths and English status of every student, which is where recording errors show up.
    How
    1. Compare the report with your own records of prior attainment and current enrolments.
    Who
    MIS or ILR officer leads, with Curriculum manager or head of department.
    Common problems
    • Prior attainment recorded from the wrong evidence.
    • A student studying maths or English with no aim recorded.
    Investigate or correct
    • Correct prior attainment or enrolments where they are wrong, keeping the evidence.
    Evidence to keep
    • Evidence of prior attainment for students whose status changed.
    Doing the check
    Use the report from Submit Learner Data. FEFunding does not read it.

    What the official guidance says

    This report gives the maths and English status of every student, showing whether they have achieved at least a GCSE grade C/4 in each subject and whether they are currently studying for a valid qualification in the subject.

    2025 to 2026 ILR funding reports, 11. Maths and English Report

  • Check high needs students are recorded consistently

    HighOfficial guidanceHigh needsLead: MIS or ILR officer

    Use the high needs students summary report, and PDSAT's learner difficulty or disability inconsistency report, to check the recording of students with high needs.

    Why it matters, how to do it and what to keep
    Why
    The summary report exists to improve recording of students with high needs, and PDSAT lists learners whose LLDD and high needs student values are inconsistent.
    How
    1. Compare the report with your own list of students with high needs funding.
    2. Work through any inconsistencies PDSAT lists.
    Who
    MIS or ILR officer leads, with Finance director or finance manager, Funding or compliance officer.
    Common problems
    • The high needs indicator missing for a funded student, or set for one who is not.
    Investigate or correct
    • Correct the fields where they are wrong, and keep the evidence for each student.
    Evidence to keep
    • The evidence supporting each student's high needs recording.
    Doing the check
    Use the reports from Submit Learner Data and PDSAT. FEFunding cannot see them.

    What the official guidance says

    This report will help to improve recording of students with high needs.

    2025 to 2026 ILR funding reports, 9. High needs students summary report

    Lists learners and their learning aims where LLDD and High needs student (HNS) field values are inconsistent.

    Reviewing PDSAT reports for the 2025 to 2026 funding year: user guide, 26Y-302: Learner difficulty or disability inconsistency

  • Understand your final 16 to 19 position from the funding reports

    HighOfficial guidance16 to 19Lead: Finance director or finance manager

    Review the 16 to 19 ILR funding reports from your latest submission, because that is where final-year performance is taken from.

    Why it matters, how to do it and what to keep
    Why
    16 to 19 funding is not part of the claim process: final performance comes from the 16 to 19 ILR funding reports from the latest valid submission, usually R14.
    How
    1. Compare student numbers and funding with your own expectations, and explain the differences.
    Who
    Finance director or finance manager leads, with Head or director of MIS.
    Common problems
    • Waiting for a claim form that will not come.
    Investigate or correct
    • Correct the data behind any unexpected movement before the close.
    Evidence to keep
    • The final 16 to 19 funding reports and your notes.
    Doing the check
    Use the reports from Submit Learner Data. FEFunding does not read them.

    What the official guidance says

    We have removed the requirement for providers to sign the R14 final funding claim, therefore there is no action to take for 16 to 19 funding as they are now excluded from the funding claim process.

    2025 to 2026 funding claims guidance, 16 to 19 funding

    The final year performance for 16 to 19 funding will be identified through the 16 to 19 ILR funding reports from the latest valid ILR submission, usually the R14 final ILR submission.

    2025 to 2026 funding claims guidance, 16 to 19 funding

  • Clear apprenticeship data mismatches

    CriticalOfficial guidanceApprenticeshipsLead: Apprenticeship manager or coordinator

    Check the Apprenticeship data match report and clear every mismatch (DLOCK) between your ILR and the apprenticeship service.

    Why it matters, how to do it and what to keep
    Why
    DLOCKs occur when your ILR does not match the employer's records on the apprenticeship service. DfE cannot reconcile earnings for data mismatches after R14. For DLOCK_10 and DLOCK_12, only those stopping outstanding payments need action.
    How
    1. Start with mismatches stopping payments.
    2. For DLOCK_07, check the price records were not overwritten when a price changed.
    3. Work with employers where their records are the ones that are wrong.
    Who
    Apprenticeship manager or coordinator leads, with MIS or ILR officer.
    Common problems
    • The original TNP1 overwritten and a TNP2 added.
    • Start dates or standard codes that differ from the employer's approval.
    Investigate or correct
    • Correct the ILR or ask the employer to correct their record, and check the next data match report.
    Evidence to keep
    • The final data match report and what was done about each mismatch.
    Doing the check
    Use the Apprenticeship data match report. FEFunding cannot see it or the apprenticeship service.

    What the official guidance says

    DLOCKs (data mismatches) occur when the data in your ILR does not match the records held by the employer on the Apprenticeship Service.

    Preparing your final ILR return (R14), Data locks (DLOCKs)

    A common occurrence is where the original TNP1 value has been overwritten in the ILR data and a TNP2 has been added.

    Preparing your final ILR return (R14), Data locks (DLOCKs)

    In the instance of both Dlock_10 and Dlock_12, please review if these errors are preventing any outstanding payments being made. If there are no outstanding payments, no action is required.

    Preparing your final ILR return (R14), Data locks (DLOCKs)

    If one of the key elements we attempt to match does not match, we will record this in this report.

    2025 to 2026 ILR funding reports, 20. Apprenticeship data match report

    We will be unable to reconcile earnings for inaccurate ILR data/data mismatches after R14 (hard close).

    Preparing your final ILR return (R14), What is the deadline for final returns

  • Chase unpaid apprenticeship completion payments

    HighOfficial guidanceApprenticeshipsLead: Apprenticeship manager or coordinator

    Find completion elements earned in 2025 to 2026 that have not been paid, and fix the data behind them before the close.

    Why it matters, how to do it and what to keep
    Why
    Unpaid completion elements may need action before the hard close, and the completion payment must be returned before the final R14 close for the funding year.
    How
    1. Compare apprentices who completed in 2025 to 2026 with completion payments received.
    Who
    Apprenticeship manager or coordinator leads, with Finance director or finance manager, MIS or ILR officer.
    Common problems
    • A completion recorded but a mismatch stopping payment.
    • A completion element withheld because of how a small employer was recorded.
    Investigate or correct
    • Fix the data and check the payment reports after the next submission. Payments and recoveries at R13 and R14 are added to the payments from the R02 and R03 returns respectively.
    Evidence to keep
    • The list of completions and the payment for each.
    Doing the check
    Use your payment reports. FEFunding cannot see them.

    What the official guidance says

    Any completion elements earned in the 2025 to 2026 academic year that have still not been paid may require action prior to R14 (hard close).

    Preparing your final ILR return (R14), Payments

    To secure the completion payment it must be returned before the final R14 hard close for the funding

    Reviewing PDSAT reports for the 2025 to 2026 funding year: user guide, Apprenticeship completion payment review notes

    We will add payments and/or recoveries at R13 and R14 to the payments from R02 and R03 ILR returns respectively as per paragraph 273 of the Apprenticeship technical funding guide.

    Preparing your final ILR return (R14), Payments

    The completion element may have been withheld for a learner who is employer by a Small Employer.

    Preparing your final ILR return (R14), Payments

  • Check changes of employer and planned end dates for apprentices

    StandardOfficial guidanceApprenticeshipsLead: Apprenticeship manager or coordinator

    Check price records after a change of employer, and any planned end date changes that moved on-programme payments.

    Why it matters, how to do it and what to keep
    Why
    A change of employer can change on-programme and completion payments, depending on how the new price records were recorded. Changes to planned end date are a common cause of changing on-programme payments.
    How
    1. List apprentices who changed employer in 2025 to 2026 and review their price records.
    Who
    Apprenticeship manager or coordinator leads, with MIS or ILR officer.
    Common problems
    • New price records recorded in a way that changes the payment.
    Investigate or correct
    • Follow DfE's help article on recording a change of employer.
    Doing the check
    Review the records in your MIS. FEFunding cannot see them.

    What the official guidance says

    There may be a change in monthly on programme payments and completion payments where there has been a change of employer due to how the new price records have been recorded.

    Preparing your final ILR return (R14), Payments

    Queries about monthly on programme payments (OPPs) changing throughout the academic year are commonly in relation to changes to planned end date.

    Preparing your final ILR return (R14), On Programme Payments (OPPs)

  • Check apprenticeship English and maths, and off-the-job hours

    StandardOfficial guidanceApprenticeshipsLead: Apprenticeship manager or coordinator

    Applies when: FRM37 applies only to apprenticeships that started before 1 August 2025.

    Check apprentices funded for English or maths do not already hold a suitable equivalent qualification, and that off-the-job hours meet the minimum for apprentices to whom FRM37 applies.

    Why it matters, how to do it and what to keep
    Why
    FRM13 monitors English and maths funded within apprenticeships. FRM37 uses ILR data only and should be read with the apprenticeship service's record of prior learning.
    How
    1. Work through the FRM13 and FRM37 reports on the dashboard, if you have them.
    Who
    Apprenticeship manager or coordinator leads, with MIS or ILR officer, Funding or compliance officer.
    Common problems
    • Prior qualifications not checked at start.
    • Off-the-job hours not adjusted for prior learning.
    Investigate or correct
    • Correct the data where it is wrong, and keep the evidence where it is right.
    Evidence to keep
    • Prior attainment evidence and off-the-job training records.
    Doing the check
    Use the reports on the FRM dashboard. FEFunding cannot see them.
    Related pages

    These explain the topic. None of them looks at your data or does the check for you.

    What the official guidance says

    We will fund an apprentice up to level 2 in English and/or maths where they do not already hold a suitable equivalent qualification.

    Financial assurance: monitoring post-16 funding for 2025 to 2026, FRM13, summary

    This report is based on ILR data only and should be viewed alongside data returned to the apprenticeship service for a record of prior learning.

    Financial assurance: monitoring post-16 funding for 2025 to 2026, FRM37, summary

    will only be used to monitor starts before 1 August 2025 due to change in apprenticeship funding rules

    Financial assurance: monitoring post-16 funding for 2025 to 2026, FRM37, changes from previous funding year

  • Check nobody is funded to repeat a qualification they already hold

    StandardOfficial guidanceAdult skills; ApprenticeshipsLead: Funding or compliance officer

    Check learners are not funded to repeat a regulated qualification they have already achieved.

    Why it matters, how to do it and what to keep
    Why
    DfE will not fund this, and FRM01 monitors it for formula-funded Adult Skills Fund provision and apprenticeships.
    How
    1. Work through the FRM01 report and check prior achievement for each learner listed.
    Who
    Funding or compliance officer leads, with MIS or ILR officer.
    Common problems
    • Prior achievement not checked at enrolment.
    Investigate or correct
    • Code aims that are not eligible for funding as funding model 99, as FRM01 explains.
    Doing the check
    Use the FRM01 report. FEFunding cannot see it.
    Related pages

    These explain the topic. None of them looks at your data or does the check for you.

    • FRM01 explained: Explains the report and its exclusions. It does not run it on your data.

    What the official guidance says

    We will not fund a learner to repeat the same regulated qualification where they have previously achieved it

    Financial assurance: monitoring post-16 funding for 2025 to 2026, FRM01, summary

    Funding streams reviewed DfE ASF (formula-funded provision) apprenticeships (from 1 May 2017) Summary We will not fund a learner to repeat

    Financial assurance: monitoring post-16 funding for 2025 to 2026, FRM01, funding streams reviewed

    You must code aims which are not eligible for funding as Funding model code 99 (Non-funded (includes indirect DfE funding)).

    Financial assurance: monitoring post-16 funding for 2025 to 2026, FRM01, what you need to do

  • Record all loans-funded learning in the ILR

    StandardOfficial guidanceAdvanced learner loansLead: MIS or ILR officer

    Check every learner funded by an advanced learner loan is in the ILR with all fields completed.

    Why it matters, how to do it and what to keep
    Why
    You must accurately complete all ILR fields for loans-funded learners. FRM20 monitors loans learning not recorded in the ILR.
    How
    1. Compare your loans records with the ILR and work through the FRM20 report.
    Who
    MIS or ILR officer leads, with Finance director or finance manager.
    Common problems
    • Loans learners held outside the main MIS.
    Investigate or correct
    • Add the missing records, coded as FRM20 explains.
    Doing the check
    Compare your loans records with your ILR. FEFunding cannot see either.
    Related pages

    These explain the topic. None of them looks at your data or does the check for you.

    What the official guidance says

    You must accurately complete all ILR fields for loans-funded learners and make ILR returns as required in the ILR specification and the provider support manual.

    Financial assurance: monitoring post-16 funding for 2025 to 2026, FRM20, summary

  • Confirm enrolment and eligibility evidence is complete

    HighOfficial guidanceAll funding streamsLead: Funding or compliance officer

    Check the enrolment documents and learning records for funded learners are complete and conform to the eligibility rules for their type of learning.

    Why it matters, how to do it and what to keep
    Why
    This is a requirement of the provider support manual, and the evidence is what an audit will ask for.
    How
    1. Sample learner files across streams, prioritising areas flagged by FRM and PDSAT.
    2. Fix gaps while learners and staff are still reachable.
    Who
    Funding or compliance officer leads, with Enrolment, admissions or registry staff.
    Common problems
    • Eligibility evidence held by one team and the enrolment by another.
    • Missing signatures or dates.
    Investigate or correct
    • Obtain missing evidence where you legitimately can. Where it cannot be obtained, decide whether the learner should be funded.
    Evidence to keep
    • The sample checked and the result for each file.
    Doing the check
    Sample your own learner files. FEFunding cannot see them.
    Related pages

    These explain the topic. None of them looks at your data or does the check for you.

    What the official guidance says

    You must ensure that all documentation relating to the enrolment of the learner and the record of learning activity is completed accurately and conforms to the eligibility rules of the appropriate type of learning.

    Provider support manual: collecting and submitting data, The impact of incomplete information

  • Run PDSAT and review the monitored areas

    HighOfficial guidanceAll funding streamsLead: Funding or compliance officer

    Process your 2025 to 2026 ILR in PDSAT Online and review the reports for the monitored areas.

    Why it matters, how to do it and what to keep
    Why
    PDSAT reports are indicative, not definitive, and providers must review their own data in the monitored areas. Where an error is confirmed, the rest of the report should be checked too.
    How
    1. Run PDSAT on a recent file, early enough to fix what you find.
    2. For each report, check a sample. If you confirm an error, check every record on that report.
    Who
    Funding or compliance officer leads, with MIS or ILR officer.
    Common problems
    • Treating a PDSAT report as a list of errors, or as a list of nothing.
    Investigate or correct
    • Correct confirmed errors before the close, and record why the other records are right.
    Evidence to keep
    • The reports reviewed, what was checked and the outcome.
    Doing the check
    Run PDSAT yourself. FEFunding does not run PDSAT or see its results.

    What the official guidance says

    ILR data relating to 2025 to 2026, 2024 to 2025, 2023 to 2024, 2022 to 2023 and 2021 to 2022 can be processed using PDSAT Online.

    Reviewing PDSAT reports for the 2025 to 2026 funding year: user guide, PDSAT Online tool: access and log in

    PDSAT provides indicative reports based on areas of concern and risk, rather than definitive results.

    Reviewing PDSAT reports for the 2025 to 2026 funding year: user guide, Part 1: What PDSAT does

    Providers must review their own data in the monitored areas.

    Reviewing PDSAT reports for the 2025 to 2026 funding year: user guide, Part 2: Using PDSAT for funding rules monitoring

    Where errors are confirmed in the initial check, providers or auditors must ensure that all the other records on the PDSAT report are checked, using the specific PDSAT reports as the population.

    Reviewing PDSAT reports for the 2025 to 2026 funding year: user guide, Part 4: Sample testing

  • Review your QAR dashboard while the data can still change

    HighOfficial guidance16 to 19; Adult skills; ApprenticeshipsLead: Data, BI or performance analyst

    Applies when: Your provision is included in qualification achievement rates.

    Review the QAR dashboard and in-year QAR data, and trace anything unexpected back to the records.

    Why it matters, how to do it and what to keep
    Why
    DfE asks providers to review the QAR dashboard in the lead up to R14. QAR data cannot be changed after the R14 collection.
    How
    1. Compare rates with your own expectations by area.
    2. Trace surprising results to individual records: missing outcomes, wrong dates or wrong statuses.
    Who
    Data, BI or performance analyst leads, with MIS or ILR officer, Curriculum manager or head of department.
    Common problems
    • Discovering a problem in January, when it can no longer be fixed.
    Investigate or correct
    • Correct the records behind the rate before the close.
    Evidence to keep
    • What you reviewed and what you changed.
    Doing the check
    Use the QAR dashboard. FEFunding cannot see it.
    Related pages

    These explain the topic. None of them looks at your data or does the check for you.

    What the official guidance says

    Please review your QAR Dashboard in the lead up to the final 2025 to 2026 ILR data return (R14).

    Preparing your final ILR return (R14), Qualification Achievement Rates (QARs)

    In Year data is released at provider level (only visible to that provider) after R10 and R12.

    Preparing your final ILR return (R14), Qualification Achievement Rates (QARs)

    It is important that training organisations use this in-year QAR to review their data for errors as it cannot be changed after the R14 ILR collection.

    Introduction to qualification achievement rates (QARs), Introduction to QARs: in-year QAR data

  • Reconcile the funding reports to your contracts and allocations

    CriticalOfficial guidanceAll funding streamsLead: Finance director or finance manager

    Check the funding values in the post-submission funding reports correspond with your contracts, and explain movements since R13.

    Why it matters, how to do it and what to keep
    Why
    The guidance asks you to check funding values correspond with your contracts. FIS reports are indicative, and for apprenticeships the FIS calculation can be wrong.
    How
    1. Start with the Funding Summary Report.
    2. Use the reports from Submit Learner Data, not the FIS, for the final position.
    3. Explain every material movement since R13.
    Who
    Finance director or finance manager leads, with Head or director of MIS.
    Common problems
    • Reconciling against the FIS rather than the submitted reports.
    • Movements nobody can explain.
    Investigate or correct
    • Trace unexplained movements to records and correct the data before the close.
    Evidence to keep
    • The reconciliation and the explanations of movements.
    Doing the check
    Use the reports from Submit Learner Data. FEFunding does not read them.
    Related pages

    These explain the topic. None of them looks at your data or does the check for you.

    What the official guidance says

    You should check that where funding values are in these reports, they correspond with the contracts you have with us.

    2025 to 2026 ILR funding reports, 5. What are funding reports?

    The easiest reports to check at programme level are the Funding Summary Report, and the equivalent Funding Summary Reports for Devolved Adult Skills Fund and Skills Bootcamps.

    2025 to 2026 ILR funding reports, 5. What are funding reports?

    The funding reports generated by the FIS are indicative reports.

    Provider support manual: collecting and submitting data, Provider support manual: the Funding Information System

    Please note that, in some cases, the results of the funding calculation for Funding model 36 may be incorrect because not all data required to accurately calculate funding can be made available in the FIS.

    Provider support manual: collecting and submitting data, The Funding Information System (FIS)

Deadline week

Final file, final reports, sign-off. 4 checks, 0 ticked by you.

  • Submit the final file days early, not minutes

    CriticalOfficial guidanceAll funding streamsLead: Head or director of MIS

    Submit your final file on your internal cut-off, leaving time to check the reports and resubmit if needed.

    Why it matters, how to do it and what to keep
    Why
    The guidance is to upload early to leave time to resolve errors and warnings, and the data held nationally must be complete and fit for purpose by the return date. The collection closes at 6pm.
    How
    1. Submit on the planned date.
    2. Keep the fallback slot free for a corrected resubmission.
    Who
    Head or director of MIS leads, with MIS or ILR officer.
    Common problems
    • Building the file on deadline day.
    Investigate or correct
    • If you are late, submit the best complete file you have, then improve it while time remains.
    Evidence to keep
    • The final file and the time it was submitted.
    Doing the check
    Keep your own record of the submission time.

    What the official guidance says

    You should upload an ILR file to Submit Learner Data early in a return period to allow enough time to resolve any validation errors and warnings.

    Provider support manual: collecting and submitting data, Provider support manual: collecting and submitting data

    You must ensure that the data held on the national database is complete and fit for purpose by these dates.

    Provider support manual: collecting and submitting data, When do I send data?

    The ILR collection closes at 6pm on the following dates.

    Data collection timetable 2025 to 2026, Data collection timetable 2025 to 2026, introduction

  • Check the reports from the final submission

    CriticalOfficial guidanceAll funding streamsLead: MIS or ILR officer

    Download the reports from the final submission and check counts, validation and the funding summary.

    Why it matters, how to do it and what to keep
    Why
    The reports show what DfE received. A file cannot be deleted, only replaced by another before the close.
    How
    1. Check the Rule Violation Report counts.
    2. Check the Funding Summary Report against your reconciliation.
    Who
    MIS or ILR officer leads, with Finance director or finance manager, Head or director of MIS.
    Common problems
    • Nobody looks at the final reports until after the close.
    Investigate or correct
    • If something is wrong and time remains, fix it and submit again.
    Evidence to keep
    • The reports from the final submission.
    Doing the check
    Download the reports from Submit Learner Data.

    What the official guidance says

    Take care to ensure that data is not overwritten in error: reports such as the ‘Rule Violation Report’ are useful for checking that the expected number of learners and learning delivery records are in your file.

    Provider support manual: collecting and submitting data, Provider support manual: collecting and submitting data

    The easiest reports to check at programme level are the Funding Summary Report, and the equivalent Funding Summary Reports for Devolved Adult Skills Fund and Skills Bootcamps.

    2025 to 2026 ILR funding reports, 5. What are funding reports?

    Once you have submitted a file it cannot be deleted, if the file contains incorrect data this can only be corrected by submitting another ILR file to overwrite the incorrect one.

    Provider support manual: collecting and submitting data, ILR file transmission

  • Get internal sign-off before the final submission

    HighGood practiceAll funding streamsLead: Head or director of MIS

    Have the people accountable for data, funding and compliance confirm the position, and a senior leader accept it.

    Why it matters, how to do it and what to keep
    Why
    DfE no longer requires a signed claim, but someone senior should still know what is being submitted and what is known to be wrong. This is FEFunding's suggestion, not a DfE requirement.
    How
    1. Use the sign-off list on this page.
    2. Record who confirmed what, and when.
    Who
    Head or director of MIS leads, with Finance director or finance manager, Funding or compliance officer, Senior leader, principal or COO, Auditor, governor or assurance.
    Common problems
    • Sign-off by email after the deadline has passed.
    Investigate or correct
    • If sign-off cannot happen in time, record who knew and agreed, and complete it as soon as possible.
    Evidence to keep
    • The sign-off record.
    Doing the check
    This is an internal process. FEFunding does not record your sign-off.

    Good practiceThis is FEFunding's advice, not a DfE requirement.

    What the official guidance says

    As we no longer require the form to be signed, we have extended the deadline to submit the claim.

    2025 to 2026 funding claims guidance, Funding claim dates

  • Write down anything known to be wrong that could not be fixed

    HighGood practiceAll funding streamsLead: Head or director of MIS

    List any data you know is wrong and could not correct before the close, with the reason and the likely effect.

    Why it matters, how to do it and what to keep
    Why
    2025 to 2026 data cannot be amended after the close, and some errors will have to be corrected in the 2026 to 2027 ILR. A written list is what lets you do that, and explain it.
    How
    1. Note each issue, the learners affected, why it could not be fixed and what happens next.
    Who
    Head or director of MIS leads, with Funding or compliance officer, Finance director or finance manager.
    Common problems
    • Known issues that live only in one person's head.
    Investigate or correct
    • Share the list with the senior leader signing off.
    Evidence to keep
    • The known issues list.
    Doing the check
    This is an internal record. FEFunding does not hold it.

    Good practiceThis is FEFunding's advice, not a DfE requirement.

    What the official guidance says

    2025 to 2026 ILR data cannot be amended following the close of the R14 data collection.

    Preparing your final ILR return (R14), What is the deadline for final returns

    If data is found to be incorrect after the hard close (R14) of the previous year and the data is incorrect due to an administrative error, then the data should be corrected in the ILR data for the current year and continue to be returned for the duration of the current ILR year.

    Provider support manual: making changes and correcting errors, Correcting data errors after hard close

After submission

Claims, archiving and what happens next. 5 checks, 0 ticked by you.

  • Submit the final funding claim by 6 November 2026

    CriticalOfficial guidanceAdult skillsLead: Finance director or finance manager

    Applies when: You deliver grant-funded adult provision. 16 to 19 funding is not part of the claim process.

    Submit the final funding claim in Submit Learner Data. The form is available from 27 October 2026, and the deadline is 6 November 2026.

    Why it matters, how to do it and what to keep
    Why
    Missing the deadline is a breach of the funding agreement. Once the claim window closes there is no way to submit your data, and clawback outside the published thresholds applies.
    How
    1. Check the claim against your reconciliation.
    2. If you include exceptional adjustments, have the supporting evidence ready to send within 5 working days of submitting.
    Who
    Finance director or finance manager leads, with Head or director of MIS.
    Common problems
    • Confusing this deadline with the R14 ILR deadline.
    • Exceptional adjustment evidence not ready.
    Investigate or correct
    • If the claim is wrong, contact DfE before the claim window closes.
    Evidence to keep
    • The submitted claim and any exceptional adjustment evidence.
    Doing the check
    Submit the claim in Submit Learner Data. FEFunding does not submit or check claims.

    What the official guidance says

    Funding Claim | Deadline to provide ILR | Claim form available on SLD | Deadline to submit funding claim on SLD

    2025 to 2026 funding claims guidance, Funding claim dates table

    R14 final claim | 22 October 2026 | 27 October 2026 | 6 November 2026

    2025 to 2026 funding claims guidance, Funding claim dates table

    Providers delivering grant-funded adult provision must still submit mid-year, year-end, and final claims through the Submit Learner Data (SLD) portal

    2025 to 2026 funding claims guidance, Who must submit a claim

    Failure to submit a claim by the due date will be a breach of the funding agreement.

    2025 to 2026 funding claims guidance, Funding claim dates

    However, at final claim, once the claim form submission window closes in SLD, there is no way to submit your data and therefore clawback of your allocation outside of the published thresholds will apply.

    2025 to 2026 funding claims guidance, Final claim

    If you do include any exceptional adjustments in your final funding claim, you must send supporting evidence within 5 working days of your claim being submitted

    2025 to 2026 funding claims guidance, Exceptional adjustments

  • Archive the final position

    HighGood practiceAll funding streamsLead: Head or director of MIS

    Keep the final file, the reports, the reconciliation, the FRM and PDSAT reviews and the sign-off together.

    Why it matters, how to do it and what to keep
    Why
    The closed data is used to recover overclaims, and later PDSAT or audit reviews can still look at it. You will want the record in one place.
    How
    1. Save everything in one folder, named for the return and year, with restricted access.
    Who
    Head or director of MIS leads, with Finance director or finance manager, Funding or compliance officer.
    Common problems
    • Reports left in personal downloads folders.
    Investigate or correct
    • Gather what you can now, while people remember where they saved it.
    Evidence to keep
    • The whole archive.
    Doing the check
    This is an internal record. FEFunding does not store your files.

    Good practiceThis is FEFunding's advice, not a DfE requirement.

    What the official guidance says

    Once the R14 ILR submission window closes along with the final funding claim, we will use this data for recovering any funding overclaim resulting from data errors in your final return(s).

    Financial assurance: monitoring post-16 funding for 2025 to 2026, How we will use data

    In such cases, it will not be possible for providers to correct the closed ILR where the review identifies data errors, however, the provider must correct the current year ILR where applicable.

    Reviewing PDSAT reports for the 2025 to 2026 funding year: user guide, Part 4: Post-ILR closure

  • Correct errors found after the close in the 2026 to 2027 ILR

    HighOfficial guidanceAll funding streamsLead: MIS or ILR officer

    Where an administrative error in 2025 to 2026 data is found after the close, correct it in the 2026 to 2027 ILR as the provider support manual describes.

    Why it matters, how to do it and what to keep
    Why
    The closed year cannot be amended, so the correction goes in the current year. DfE uses the closed data to recover overclaims, and FRM27 looks for continuing learners later shown as having left.
    How
    1. Follow the provider support manual's correction scenarios for each case.
    2. Record each correction and its evidence.
    Who
    MIS or ILR officer leads, with Head or director of MIS.
    Common problems
    • Correcting an end date to 1 August instead of the real last day in learning.
    Investigate or correct
    • Use the scenario that matches the error, and keep evidence of the administrative error.
    Evidence to keep
    • A log of post-close corrections.
    Doing the check
    Make corrections in your MIS. FEFunding cannot see your records.

    What the official guidance says

    If data is found to be incorrect after the hard close (R14) of the previous year and the data is incorrect due to an administrative error, then the data should be corrected in the ILR data for the current year and continue to be returned for the duration of the current ILR year.

    Provider support manual: making changes and correcting errors, Correcting data errors after hard close

    Record the Learning actual end date as the last day the learner was in learning: this will be in the previous ILR year, do not use 1 August of the current year.

    Provider support manual: making changes and correcting errors, Correcting data errors after hard close

    Once the R14 ILR submission window closes along with the final funding claim, we will use this data for recovering any funding overclaim resulting from data errors in your final return(s).

    Financial assurance: monitoring post-16 funding for 2025 to 2026, How we will use data

    If a learner is continuing learning at the final R14 collection at the end of the year, but you record in the subsequent ILR year that they should have left in the previous ILR year, you may have earned funding that you need to repay.

    Financial assurance: monitoring post-16 funding for 2025 to 2026, FRM27, summary

  • Get ready for provisional QARs in January 2027

    StandardOfficial guidance16 to 19; Adult skills; ApprenticeshipsLead: Data, BI or performance analyst

    Applies when: Your provision is included in qualification achievement rates.

    Plan time to review provisional 2025 to 2026 QARs when they are released, and to feed back on DfE's calculations.

    Why it matters, how to do it and what to keep
    Why
    Provisional QAR data is released after R14 so providers can feed back before the final data is published. For 2025 to 2026, that is January 2027.
    How
    1. Book time in January 2027 for the review.
    2. Keep your own modelled rates to compare against.
    Who
    Data, BI or performance analyst leads, with Head or director of MIS.
    Common problems
    • Expecting to correct ILR data at this stage: you cannot.
    Investigate or correct
    • Feed back on calculations, not data, through DfE's process.
    Doing the check
    Provisional QARs are released to you by DfE. FEFunding cannot see them.

    What the official guidance says

    For 2025 to 2026 QARs, they will be released in January 2027.

    Preparing your final ILR return (R14), Qualification Achievement Rates (QARs)

    This is for providers to feedback on any DfE calculations before final QAR data is published.

    Preparing your final ILR return (R14), Qualification Achievement Rates (QARs)

    Providers are unable to correct their ILR data after R14 (hard close).

    Preparing your final ILR return (R14), Qualification Achievement Rates (QARs)

  • Hold a short review and feed it into next year

    StandardGood practiceAll funding streamsLead: Senior leader, principal or COO

    Review what went wrong and what worked, and change the process for 2026 to 2027, starting with R04.

    Why it matters, how to do it and what to keep
    Why
    The same issues tend to come back each year unless the process changes.
    How
    1. Ask each role for their top three problems and one fix.
    2. Turn the fixes into owned actions with dates.
    Who
    Senior leader, principal or COO leads, with Head or director of MIS, Finance director or finance manager, Funding or compliance officer.
    Common problems
    • A review held, and then forgotten.
    Investigate or correct
    • Put the actions on the agenda for the next data meeting.
    Evidence to keep
    • The review notes and the action list.
    Doing the check
    This is an internal review. FEFunding can help with the Academy's year-end content.

    Good practiceThis is FEFunding's advice, not a DfE requirement.

Found a problem?

Finding a problem before the close is the checklist working, not failing. What to do depends on whether the return is still open and whether you can fix the data in time.

Before 6pm on 22 October 2026: correct the record in your MIS, rebuild the file and submit again. Each new file replaces the last one, so always submit the whole file. Errors made in the current teaching year can usually be corrected as soon as they are found.

If you cannot fix it in time: write it down, with the learners affected, why it could not be fixed and what it may mean, and make sure the person signing off knows. Errors found later are corrected in the 2026 to 2027 ILR where they are administrative, following the provider support manual.

If you are not sure what the right answer is, ask DfE through the Customer Help Portal, and keep the reply with your evidence. DfE also points providers to its community for peer to peer support.

  • Who to tell: your MIS lead first; finance if funding moves; compliance if evidence is missing; a senior leader if it cannot be fixed before the close.
  • What to keep: what you found, what you changed, when, and the evidence that supports the corrected record.
  • What not to do: change data just to make a warning or a report go away. Fix the record only when the record is wrong.
Official sources for this section (5)

Each file you submit overwrites all previously submitted records from your organisation.

Provider support manual: collecting and submitting data, ILR file transmission

Data entry errors found in ILR data can usually be corrected as soon as the error is found, as long as the error was made in the current teaching year.

Provider support manual: making changes and correcting errors, Correcting data errors before hard close

If data is found to be incorrect after the hard close (R14) of the previous year and the data is incorrect due to an administrative error, then the data should be corrected in the ILR data for the current year and continue to be returned for the duration of the current ILR year.

Provider support manual: making changes and correcting errors, Correcting data errors after hard close

If you have a specific query about that is not covered by this information or the guidance, please contact us using the Customer Help Portal.

Preparing your final ILR return (R14), Need support?

You can talk to our community for peer to peer support.

Preparing your final ILR return (R14), Need support?

Validation, FRM, PDSAT and QAR

Validation

Validation tells you the file is acceptable, not that it is right. The validation rules for 2025 to 2026 are at version 6, last updated on 29 July 2026.

The FIS does not run every check. Rules that rely on external tables, such as postcode or Unique Learner Number, run only when the file is submitted, and the rules document marks these as Online Only. Records with warnings are loaded into the national database, so a warning is a question you still have to answer.

Look up a validation errorWhat validation does and does not do

Official sources for this section (4)

Version 6 Validation rules 2025 - 2026 Last updated: 29 July 2026

Validation rules 2025 to 2026, Validation rules 2025 to 2026

The FIS does not run all validation checks: rules that rely on external tables such as postcode or Unique Learner Number tables are not included in the FIS.

Provider support manual: collecting and submitting data, Data validation

The validation rule document includes a column named “Online Only”, which identifies rules that are not included in FIS and are only run when data is submitted to the online service.

Provider support manual: collecting and submitting data, Data validation

Records that produce warnings are loaded into the national database; however you should check these records to ensure the data is correct.

Provider support manual: collecting and submitting data, Data validation

Funding rules monitoring (FRM)

FRM reports flag data that may not meet the funding rules. DfE's advice is to use the FRM dashboard, filtered to the most recent collection period, and to review outstanding reports before the hard close, because some can result in a recovery if they are not reviewed.

You need a DfE Sign-in account with access to View your education data to see the Post-16 monitoring dashboard. An FRM report is not a finding against you; it is a list of records to check.

2025 to 2026 FRM reports explained

Official sources for this section (4)

Some outstanding FRM reports can result in a recovery if not reviewed before the R14 (hard close) deadline.

Preparing your final ILR return (R14), Funding Rules Monitoring (FRM)

You can view the FRM dashboard to see any outstanding FRM reports that have generated (you must filter and work from the most recent collection period).

Preparing your final ILR return (R14), Funding Rules Monitoring (FRM)

We will share our findings through the Post-16 monitoring dashboard, which you can access via View your education data.

Financial assurance: monitoring post-16 funding for 2025 to 2026, How we will share data with you

To access the dashboard, you will need a DfE Sign-in account that enables you to access multiple organisations from one account.

Financial assurance: monitoring post-16 funding for 2025 to 2026, How we will share data with you

PDSAT

PDSAT gives indicative reports about areas of concern and risk, not definitive results. Providers must review their own data in the monitored areas. Where an error is confirmed, every other record on that PDSAT report should be checked too, using the report as the population.

PDSAT Online can process 2025 to 2026 ILR data. A PDSAT review carried out after the close can still find errors: the closed year cannot then be corrected, but the current year's ILR must be where applicable.

Official sources for this section (5)

PDSAT provides indicative reports based on areas of concern and risk, rather than definitive results.

Reviewing PDSAT reports for the 2025 to 2026 funding year: user guide, Part 1: What PDSAT does

Providers must review their own data in the monitored areas.

Reviewing PDSAT reports for the 2025 to 2026 funding year: user guide, Part 2: Using PDSAT for funding rules monitoring

Where errors are confirmed in the initial check, providers or auditors must ensure that all the other records on the PDSAT report are checked, using the specific PDSAT reports as the population.

Reviewing PDSAT reports for the 2025 to 2026 funding year: user guide, Part 4: Sample testing

ILR data relating to 2025 to 2026, 2024 to 2025, 2023 to 2024, 2022 to 2023 and 2021 to 2022 can be processed using PDSAT Online.

Reviewing PDSAT reports for the 2025 to 2026 funding year: user guide, PDSAT Online tool: access and log in

In such cases, it will not be possible for providers to correct the closed ILR where the review identifies data errors, however, the provider must correct the current year ILR where applicable.

Reviewing PDSAT reports for the 2025 to 2026 funding year: user guide, Part 4: Post-ILR closure

Achievement rates (QAR)

Achievement rates are calculated from your ILR returns. In-year QAR data is released to each provider after R10 and R12 so you can find data to correct. It cannot be changed after the R14 collection.

After R14, provisional QAR data is released to providers so they can feed back on DfE's calculations. For 2025 to 2026, that is January 2027.

How your data becomes your results

Official sources for this section (5)

QARs are based on provider ILR returns, with QAR business rules applied.

Preparing your final ILR return (R14), Qualification Achievement Rates (QARs)

In Year data is released at provider level (only visible to that provider) after R10 and R12.

Preparing your final ILR return (R14), Qualification Achievement Rates (QARs)

It is important that training organisations use this in-year QAR to review their data for errors as it cannot be changed after the R14 ILR collection.

Introduction to qualification achievement rates (QARs), Introduction to QARs: in-year QAR data

This is for providers to feedback on any DfE calculations before final QAR data is published.

Preparing your final ILR return (R14), Qualification Achievement Rates (QARs)

For 2025 to 2026 QARs, they will be released in January 2027.

Preparing your final ILR return (R14), Qualification Achievement Rates (QARs)

Funding reports and the FIS

The funding reports from the FIS are indicative, and for apprenticeships (funding model 36) the FIS calculation can be wrong because not all the data it needs is available to it. The reports produced after submission are the ones to reconcile.

Check that funding values correspond with your contracts. The Funding Summary Report is the easiest place to start at programme level.

Reconciling funding

Official sources for this section (4)

The funding reports generated by the FIS are indicative reports.

Provider support manual: collecting and submitting data, Provider support manual: the Funding Information System

Please note that, in some cases, the results of the funding calculation for Funding model 36 may be incorrect because not all data required to accurately calculate funding can be made available in the FIS.

Provider support manual: collecting and submitting data, The Funding Information System (FIS)

You should check that where funding values are in these reports, they correspond with the contracts you have with us.

2025 to 2026 ILR funding reports, 5. What are funding reports?

The easiest reports to check at programme level are the Funding Summary Report, and the equivalent Funding Summary Reports for Devolved Adult Skills Fund and Skills Bootcamps.

2025 to 2026 ILR funding reports, 5. What are funding reports?

The EAS

The Earnings Adjustment Statement is a CSV file, submitted online, for funding you cannot report on the ILR. The R14 deadline is the deadline for the final EAS return as well as the ILR. The funding rules set out the EAS categories and the evidence each needs.

Official sources for this section (4)

The Earnings Adjustment Statement (EAS) is a CSV file, submitted online, that providers can use to claim funding that is not reported on the ILR.

Provider support manual: collecting and submitting data, Earnings adjustment statement (EAS)

The deadline to submit your final ILR and EAS return for 2025 to 2026 (R14) is Thursday 22nd October 2026.

Preparing your final ILR return (R14), What is the deadline for final returns

The DFE funding rules give further information on categories within the EAS and their evidence requirements.

Provider support manual: collecting and submitting data, Earnings adjustment statement (EAS)

This report shows data you submit through the EAS data collection, for funding that you cannot report through the ILR.

2025 to 2026 ILR funding reports, 18. EAS funding report

From R13 to R14: what to compare

DfE recommended finalising your data for R13, which closed on 14 September 2026, so that R14 is one final return for any changes. If that went to plan, the difference between your R13 and R14 data should be small and every part of it explainable. If it did not, the comparison tells you where to look first.

Compare the funding reports and your own learner and aim counts between your R13 submission and your planned R14 file. The questions below are FEFunding's suggested comparison, not a DfE requirement.

  • Learner and aim counts: did anything disappear that should not have? A partial extract overwrites everything.
  • Completion status: how many aims moved from continuing to completed or withdrawn, and do the dates make sense?
  • Outcomes: how many aims gained an outcome, and how many completed aims still have none?
  • Funding summary: what moved, by stream, and is every movement explained by a real change?
  • Apprenticeships: did data mismatches clear, and did any new ones appear?
  • FRM dashboard: which reports cleared, which are new, and which are still outstanding?
Official sources for this section (3)

We recommend finalising your data in preparation for the R13 ILR and EAS data return close on Monday 14th September 2026, this will allow one final return for any changes.

Preparing your final ILR return (R14), Preparing your final ILR return

R13 14 September 2026 Reference date: 31 July 2026

Data collection timetable 2025 to 2026, Data collection timetable 2025 to 2026, R13

Each file you submit overwrites all previously submitted records from your organisation.

Provider support manual: collecting and submitting data, ILR file transmission

Who does what

Job titles differ between organisations. Read these as responsibilities, not as an organisation chart, and choose your role in the checklist above to see your checks.

Head or director of MIS

Owns the plan, the timetable of submissions and the final file.

  • Set an internal cut-off well before 6pm on 22 October and make sure everyone knows it.
  • Make sure the people who need Submit Learner Data, DfE Sign-in and View your education data have working access.
  • Run the submission timetable and the R13 to R14 comparison.
  • Lead the internal sign-off and keep the record of what was submitted.

MIS or ILR officer

Does the checks, fixes the records and builds the file.

  • Work the validation errors and warnings, and the leavers, outcomes and continuing learners lists.
  • Correct records following the provider support manual, keeping evidence of each change.
  • Check record counts every time a file is submitted.

Finance director or finance manager

Reconciles the funding position and, where it applies, submits the final claim.

  • Reconcile funding reports to contracts and allocations, and explain every movement since R13.
  • Check EAS entries and their evidence before the final EAS return.
  • Prepare the final funding claim for grant-funded adult provision, due by 6 November 2026.

Funding or compliance officer

Works the FRM and PDSAT reports and keeps the evidence of having done so.

  • Review every outstanding FRM report on the dashboard for the latest collection period.
  • Run PDSAT, review the monitored areas and record what was checked and found.
  • Confirm the eligibility and break in learning evidence exists for the records that need it.

Apprenticeship manager or coordinator

Gets the ILR and the apprenticeship service to agree.

  • Clear data mismatches, starting with those stopping payments.
  • Chase completion elements earned in 2025 to 2026 that have not been paid.
  • Check changes of employer and price records.

Curriculum manager or head of department

Confirms who is really still learning and what each learner achieved.

  • Confirm continuing learners against attendance, and report leavers with their last day of learning.
  • Supply outcomes and results as soon as they are known.

Data, BI or performance analyst

Checks the achievement rate data while it can still be corrected.

  • Review the QAR dashboard and in-year QAR data, and trace anything unexpected to records.
  • Prepare for provisional QARs in January 2027.

Senior leader, principal or COO

Asks the right questions and accepts the position on behalf of the organisation.

  • Ask what is known to be wrong, what it is worth, and why it cannot be fixed.
  • Accept the final position before submission, and make sure lessons reach next year's plan.

Examples and common mistakes

Illustrative situations, not any real provider's data. Any resemblance to your own October is entirely understandable.

The learner who left in June

What happened
A learner stopped attending in June. Nobody told MIS, so at R14 the aim is still recorded as continuing. In the autumn, the new year's enrolment check finds they are not there, and the 2026 to 2027 ILR records them as having left in June.
The problem
The 2025 to 2026 data said the learner was continuing, the 2026 to 2027 data says they left before 31 July. That is the pattern FRM27 looks for, and any funding earned in between may need to be repaid. It may also affect the achievement rate.
What to do
Before R14, list every learner recorded as continuing and confirm with curriculum teams that each one is really still in learning, using attendance. Where someone has left, record the withdrawal with the actual end date as the last day of learning activity.
Official sources for this section (3)

If a learner is continuing learning at the final R14 collection at the end of the year, but you record in the subsequent ILR year that they should have left in the previous ILR year, you may have earned funding that you need to repay.

Financial assurance: monitoring post-16 funding for 2025 to 2026, FRM27, summary

Failure to report timely and accurate withdrawals data in your previous year’s R14 return may have resulted in a funding overclaim and could also impact the calculation of qualification achievement rates (QARs).

Financial assurance: monitoring post-16 funding for 2025 to 2026, FRM06

Learning actual end date is the date of last learning activity for the aim.

Provider support manual: making changes and correcting errors, Recording a withdrawn learner who has no intention to return

The file that was only half a file

What happened
A filter left in the MIS export after a test run meant the final file held only the apprenticeship learners. It validated beautifully.
The problem
Each file you submit overwrites everything submitted before. Every other learner disappeared from the national database for that return.
What to do
Check the learner and aim counts in the Rule Violation Report against your own counts every time, and especially for the final file. Then submit again, correctly, before the close.
Official sources for this section (3)

Each file you submit overwrites all previously submitted records from your organisation.

Provider support manual: collecting and submitting data, ILR file transmission

Take care to ensure that data is not overwritten in error: reports such as the ‘Rule Violation Report’ are useful for checking that the expected number of learners and learning delivery records are in your file.

Provider support manual: collecting and submitting data, Provider support manual: collecting and submitting data

Once you have submitted a file it cannot be deleted, if the file contains incorrect data this can only be corrected by submitting another ILR file to overwrite the incorrect one.

Provider support manual: collecting and submitting data, ILR file transmission

The price that was right but recorded wrong

What happened
When an apprentice's price changed, someone overwrote the original TNP1 value and then added a TNP2.
The problem
The total price was correct but the ILR no longer matched what had been returned before, which is a common cause of a DLOCK_07 data mismatch. DfE cannot reconcile earnings for data mismatches after R14.
What to do
Restore the original price record and record the change as the guidance describes. Then check the Apprenticeship data match report after your next submission.
Official sources for this section (4)

A common occurrence is where the original TNP1 value has been overwritten in the ILR data and a TNP2 has been added.

Preparing your final ILR return (R14), Data locks (DLOCKs)

DLOCKs (data mismatches) occur when the data in your ILR does not match the records held by the employer on the Apprenticeship Service.

Preparing your final ILR return (R14), Data locks (DLOCKs)

If one of the key elements we attempt to match does not match, we will record this in this report.

2025 to 2026 ILR funding reports, 20. Apprenticeship data match report

We will be unable to reconcile earnings for inaccurate ILR data/data mismatches after R14 (hard close).

Preparing your final ILR return (R14), What is the deadline for final returns

The planned end date that moved

What happened
An apprentice was making slow progress, so their planned end date was pushed back six months to reflect reality.
The problem
The planned end date must not be updated once entered, even when learning runs past it, and it may only be corrected for an administrative error. FRM72, new for 2025 to 2026, looks for changes to planned and actual end dates after the previous year's R14.
What to do
Leave the original planned end date in place and let the actual end date show when learning ended. If the original date really was keyed wrongly, correct it and keep the evidence of the administrative error.
Official sources for this section (4)

You must not update the Learning planned end date once it has been entered, even if the learner continues on the learning aim beyond that date.

Provider support manual: making changes and correcting errors, Recording changes to a learner’s aims

The learning planned end date must remain the same between teaching years.

Financial assurance: monitoring post-16 funding for 2025 to 2026, FRM72, summary

It can only be amended outside of the qualifying period within the first ILR year, and only to correct administrative errors

Financial assurance: monitoring post-16 funding for 2025 to 2026, FRM72, summary

Changes from previous funding year New report Funding streams reviewed DfE ASF (formula-funded provision) apprenticeships (from 1 May 2017) advanced learner loans

Financial assurance: monitoring post-16 funding for 2025 to 2026, FRM72, changes and funding streams reviewed

Clean validation, wrong data

What happened
The validation report showed no errors and forty warnings. The team, reasonably delighted, moved on.
The problem
Records with warnings are loaded into the national database. The warnings were pointing at real problems, and nobody looked.
What to do
Treat warnings as questions. Work through them, fix what is wrong and note why the rest are correct.
Official sources for this section (1)

Records that produce warnings are loaded into the national database; however you should check these records to ensure the data is correct.

Provider support manual: collecting and submitting data, Data validation

The 5:52pm upload

What happened
The final file was ready at half past five on deadline day. Upload took longer than expected, and the post-submission reports showed a problem nobody had time to fix.
The problem
The deadline is 6pm, and the guidance is to upload early in a return period so there is time to resolve errors and warnings. On R14 there is no next month.
What to do
Plan your final submission for several working days before the close, with a fallback slot. Use deadline day for checking, not for building the file.
Official sources for this section (2)

You should upload an ILR file to Submit Learner Data early in a return period to allow enough time to resolve any validation errors and warnings.

Provider support manual: collecting and submitting data, Provider support manual: collecting and submitting data

The ILR collection closes at 6pm on the following dates.

Data collection timetable 2025 to 2026, Data collection timetable 2025 to 2026, introduction

Signing off the return

DfE no longer requires the final funding claim to be signed, and 16 to 19 funding is now outside the claim process. That removes a signature, not the need for someone senior to know what is being submitted.

We suggest a short internal sign-off before the final submission. It is good practice, not a DfE requirement, and it is what you will want to be able to show an auditor later.

  • MIS confirms the file is final, validation is clean or every remaining issue is understood, and the record counts are right.
  • Finance confirms the funding reports reconcile to contracts and allocations, and any movement since R13 is explained.
  • Compliance confirms FRM and PDSAT reviews are complete and documented.
  • Apprenticeship lead confirms data mismatches are cleared or explained, where you deliver apprenticeships.
  • A senior leader accepts the position, including a written list of anything known to be wrong that could not be fixed.
Official sources for this section (2)

As we no longer require the form to be signed, we have extended the deadline to submit the claim.

2025 to 2026 funding claims guidance, Funding claim dates

We have removed the requirement for providers to sign the R14 final funding claim, therefore there is no action to take for 16 to 19 funding as they are now excluded from the funding claim process.

2025 to 2026 funding claims guidance, 16 to 19 funding

After the close

If you deliver grant-funded adult provision, the final funding claim form opens in Submit Learner Data on 27 October 2026 and must be submitted by 6 November 2026. Once the claim window closes there is no way to submit your data, and clawback of your allocation outside the published thresholds applies. Any exceptional adjustments need supporting evidence within 5 working days of submitting the claim.

Errors found in 2025 to 2026 data from now on are corrected in the 2026 to 2027 ILR where they are administrative, following the provider support manual. Provisional QARs follow in January 2027.

Prepare for the next return: R04 and the 2026 to 2027 calendar

Official sources for this section (7)

Funding Claim | Deadline to provide ILR | Claim form available on SLD | Deadline to submit funding claim on SLD

2025 to 2026 funding claims guidance, Funding claim dates table

R14 final claim | 22 October 2026 | 27 October 2026 | 6 November 2026

2025 to 2026 funding claims guidance, Funding claim dates table

Providers delivering grant-funded adult provision must still submit mid-year, year-end, and final claims through the Submit Learner Data (SLD) portal

2025 to 2026 funding claims guidance, Who must submit a claim

However, at final claim, once the claim form submission window closes in SLD, there is no way to submit your data and therefore clawback of your allocation outside of the published thresholds will apply.

2025 to 2026 funding claims guidance, Final claim

If you do include any exceptional adjustments in your final funding claim, you must send supporting evidence within 5 working days of your claim being submitted

2025 to 2026 funding claims guidance, Exceptional adjustments

If data is found to be incorrect after the hard close (R14) of the previous year and the data is incorrect due to an administrative error, then the data should be corrected in the ILR data for the current year and continue to be returned for the duration of the current ILR year.

Provider support manual: making changes and correcting errors, Correcting data errors after hard close

For 2025 to 2026 QARs, they will be released in January 2027.

Preparing your final ILR return (R14), Qualification Achievement Rates (QARs)

Official sources

Every official statement on this page is quoted from one of these documents. Most are checked automatically every day for changes; any that cannot be are re-read by an editor. If a document has changed since, the document wins.

Data collection timetable 2025 to 2026guidance.submit-learner-data.service.gov.ukChecked daily for changes. Quotes last confirmed 8 October 2026.3 passages quoted
Preparing your final ILR return (R14)customerhelp.education.gov.ukChecked by hand (the site blocks automated checks). Last checked 8 October 2026.28 passages quoted
Provider support manual: collecting and submitting dataguidance.submit-learner-data.service.gov.ukChecked daily for changes. Quotes last confirmed 8 October 2026.18 passages quoted
Validation rules 2025 to 2026guidance.submit-learner-data.service.gov.ukChecked daily for changes. Quotes last confirmed 8 October 2026.1 passages quoted
Provider support manual: making changes and correcting errorsguidance.submit-learner-data.service.gov.ukChecked daily for changes. Quotes last confirmed 8 October 2026.8 passages quoted
Financial assurance: monitoring post-16 funding for 2025 to 2026www.gov.ukChecked daily for changes. Quotes last confirmed 8 October 2026.21 passages quoted
Reviewing PDSAT reports for the 2025 to 2026 funding year: user guideassets.publishing.service.gov.ukChecked daily for changes. Quotes last confirmed 8 October 2026.7 passages quoted
2025 to 2026 ILR funding reportswww.gov.ukChecked daily for changes. Quotes last confirmed 8 October 2026.6 passages quoted
Introduction to qualification achievement rates (QARs)www.gov.ukChecked daily for changes. Quotes last confirmed 8 October 2026.1 passages quoted
2025 to 2026 funding claims guidancewww.gov.ukChecked daily for changes. Quotes last confirmed 8 October 2026.9 passages quoted

Page last reviewed 8 October 2026 by FEFunding editorial.

Other years

This page is for 2025–26 only. It stays here after the return closes, as a record of what the return involved. Each funding year gets its own page, checked against that year's guidance, because a rule for one year is not assumed to apply to the next.

All return readiness pagesThe full return calendar