Checklist: R14 final ILR return readiness: 2025 to 2026

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

Critical · Official guidance · All funding streams · Lead: Head or director of MIS, with Senior leader, principal or COO, MIS or ILR officer, Finance director or finance manager

What

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

The return date is the hard close. After it, 2025 to 2026 ILR data cannot be amended.

How

Send the date and time to everyone who supplies or checks data, including curriculum and apprenticeship teams. Set an internal cut-off for the final file, and a fallback slot after it, before deadline day. Add the date to team calendars, for example with the ILR calendar download.

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.

Correct

If people are working to a different date, correct it in writing and confirm they have seen it.

Keep

The internal timetable as issued, with the date it went out.

Doing it

This is a planning step. FEFunding cannot see your timetable; agree it with your team.

Sources

Preparing your final ILR return (R14) (What is the deadline for final returns); Data collection timetable 2025 to 2026 (Data collection timetable 2025 to 2026, introduction); Provider support manual: collecting and submitting data (Provider support manual: collecting and submitting data)

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

Critical · Official guidance · All funding streams · Lead: Head or director of MIS, with MIS or ILR officer

What

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

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

Book dates for a trial submission, a review of the post-submission reports and the final submission. Name who builds each file, who checks it and who presses submit. Keep an eye on DfE's community message board, where DfE says it will flag any significant delays to processing times.

Common problems

Treating the first submission as the final one. No time left after the final submission to fix what the reports show.

Correct

If the window is already short, cut scope: prioritise the critical checks on this page and record what was not done.

Keep

The submission plan and a log of each file submitted, with its date and time.

Doing it

FEFunding cannot see your submissions. Keep a simple log of each file you submit.

Sources

Provider support manual: collecting and submitting data (Provider support manual: collecting and submitting data); Provider support manual: collecting and submitting data (ILR file transmission); Preparing your final ILR return (R14) (Preparing your final ILR return)

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

High · Official guidance · All funding streams · Lead: Head or director of MIS, with Funding or compliance officer, Data, BI or performance analyst, Apprenticeship manager or coordinator

What

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

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

Ask each person to log in and open the dashboard or report they will need. Check cover: who can do it if the usual person is away?

Common problems

Only one person has access, and they are on leave. Access was set up for one organisation and not another.

Correct

Request access changes now through your organisation's DfE Sign-in approver.

Doing it

Ask each person to log in and confirm. FEFunding cannot check access to DfE services.

Sources

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

Work through what R13 left behind

High · Official guidance · All funding streams · Lead: MIS or ILR officer, with Head or director of MIS

What

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

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

Pull the R13 post-submission reports and the FRM dashboard for the latest period. Turn each open issue into an owned action with a date before your internal cut-off.

Common problems

R13 treated as a rehearsal and its reports never reviewed.

Correct

Prioritise by funding and achievement rate impact, and work the biggest items first.

Keep

The list of open items and how each was resolved.

Doing it

Use your own R13 reports from Submit Learner Data. FEFunding does not hold your submissions.

Sources

Preparing your final ILR return (R14) (Preparing your final ILR return); Data collection timetable 2025 to 2026 (Data collection timetable 2025 to 2026, R13)

Use the right Learner Entry Tool for 2025 to 2026

Standard · Official guidance · All funding streams · Lead: MIS or ILR officer

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

What

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

Why

The version determines the collection year and file name. If they are wrong, the file fails validation.

How

Check the tool version before exporting, and check the year in the generated file name.

Common problems

Exporting 2025 to 2026 data from the 2026 to 2027 tool after updating it.

Correct

Re-export with the correct version and submit again.

Doing it

Check the tool version yourself. FEFunding cannot see your software.

Sources

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

Find any higher education aims requested too late to validate

Standard · Official guidance · All funding streams · Lead: MIS or ILR officer, with Curriculum manager or head of department

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

What

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

Why

Requests after that date are not available for validation by R14.

How

List aims still awaiting a learning aim reference and check when each request was made.

Common problems

A placeholder aim left in the file in the hope the reference arrives in time.

Correct

Ask DfE through the Customer Help Portal how to handle the affected learners, and record the advice you receive.

Keep

The request dates and any DfE advice.

Doing it

Check your own request log. FEFunding cannot see your learning aim requests.

Sources

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

Check your final EAS return and its evidence

High · Official guidance · All funding streams · Lead: Finance director or finance manager, with Head or director of MIS, Funding or compliance officer

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

What

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

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

Compare the EAS funding report with your own record of what was claimed. For each category, check the funding rules for the evidence needed and confirm it is on file.

Common problems

Claims entered in the wrong period or category. Evidence held by a budget holder, not centrally.

Correct

Correct the EAS before the close. Remove any claim you cannot evidence.

Keep

The final EAS file, the EAS funding report and the evidence for each claim.

Doing it

FEFunding does not read EAS files. Use the EAS funding report from Submit Learner Data.

Sources

Preparing your final ILR return (R14) (What is the deadline for final returns); Provider support manual: collecting and submitting data (Earnings adjustment statement (EAS)); 2025 to 2026 ILR funding reports (18. EAS funding report)

Record every leaver, with the right actual end date

Critical · Official guidance · All funding streams · Lead: MIS or ILR officer, with Curriculum manager or head of department, Enrolment, admissions or registry staff

What

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

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

Ask curriculum teams for every learner who stopped attending before 31 July 2026. Compare with learners still shown as continuing or on a break. Use attendance to set the actual end date to the last day of learning activity.

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.

Correct

Record the withdrawal, completion status and withdrawal reason as the provider support manual sets out, and keep the attendance evidence.

Keep

Attendance or other evidence of the last day of learning, for each withdrawal.

Doing it

Compare your MIS continuing list with attendance records. FEFunding cannot see either.

Sources

Provider support manual: making changes and correcting errors (Recording learner absence or withdrawal); Provider support manual: making changes and correcting errors (Recording a withdrawn learner who has no intention to return); Financial assurance: monitoring post-16 funding for 2025 to 2026 (FRM06)

Confirm every learner shown as continuing really is

Critical · Official guidance · All funding streams · Lead: MIS or ILR officer, with Curriculum manager or head of department, Apprenticeship manager or coordinator

What

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

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

List aims with a continuing completion status. Ask the curriculum or apprenticeship lead to confirm each learner against recent attendance or progress reviews.

Common problems

Whole groups rolled forward without checking. Apprentices with no review for months still shown as active.

Correct

Record leavers correctly in 2025 to 2026 before the close, so the next year's ILR does not have to contradict it.

Keep

Confirmation for each continuing learner, for example a recent attendance or review record.

Doing it

Check against your own attendance and review records. FEFunding cannot see them.

Sources

Financial assurance: monitoring post-16 funding for 2025 to 2026 (FRM27, summary); Financial assurance: monitoring post-16 funding for 2025 to 2026 (FRM06, summary)

Record outcomes for every aim that has ended

Critical · Official guidance · All funding streams · Lead: MIS or ILR officer, with Curriculum manager or head of department, Data, BI or performance analyst

What

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

Why

Achievement rates are calculated from this data and cannot be changed after R14. Information should be updated when the outcome is known.

How

List completed aims with no outcome, or an outcome of 'study continuing'. Chase results from awarding organisations and curriculum teams.

Common problems

Summer results arriving after the final file is built. Outcomes recorded in the MIS but not exported.

Correct

Record outcomes as they arrive, and rebuild the final file after the last batch.

Keep

Results evidence, such as awarding organisation records, for each outcome recorded.

Doing it

Run an outcomes report in your MIS. FEFunding cannot see your records.

Sources

Provider support manual: making changes and correcting errors (Recording retakes and resits); Introduction to qualification achievement rates (QARs) (Introduction to QARs: in-year QAR data); Preparing your final ILR return (R14) (Qualification Achievement Rates (QARs))

Make sure every break in learning is agreed and evidenced

High · Official guidance · All funding streams · Lead: Funding or compliance officer, with MIS or ILR officer, Apprenticeship manager or coordinator

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

What

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

A break must not be recorded unless all three are true.

How

List learners on a break and open the learner file for each one.

Common problems

A break used for a learner who has really left. Breaks with no end in sight and no contact.

Correct

Where the learner is not returning, record the withdrawal instead.

Keep

The agreement and the learner's stated intention to return, in the learner file.

Doing it

Check the learner files yourself. FEFunding cannot see them.

Sources

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

High · Official guidance · All funding streams · Lead: MIS or ILR officer, with Apprenticeship manager or coordinator

What

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

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

Compare planned end dates for continuing aims with the dates returned at the 2024 to 2025 R14, and list any that changed.

Common problems

Planned end dates extended for slow progress or illness.

Correct

Restore the original date unless it was an administrative error, and keep the evidence where it was.

Keep

Evidence of the administrative error for any planned end date that was corrected.

Doing it

Compare your own files from the two years. FEFunding cannot see them.

Sources

Provider support manual: making changes and correcting errors (Recording changes to a learner’s aims); Provider support manual: collecting and submitting data (Provider support manual: principles); Financial assurance: monitoring post-16 funding for 2025 to 2026 (FRM72, summary); 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

High · Official guidance · All funding streams · Lead: MIS or ILR officer, with Head or director of MIS

What

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

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

List aims that started in 2024 to 2025 or earlier. 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.

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.

Correct

Follow the provider support manual's correction scenarios, and record each correction.

Keep

A note of each prior-year correction and the evidence for it.

Doing it

Run a cross-year report in your MIS. FEFunding cannot see your records.

Sources

Preparing your final ILR return (R14) (ILR data errors); Provider support manual: making changes and correcting errors (Correcting data errors after hard close); Provider support manual: collecting and submitting data (Combining ILR files: amalgamation)

Clear validation errors and work every warning

Critical · Official guidance · All funding streams · Lead: MIS or ILR officer, with Head or director of MIS

What

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

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

Use version 6 of the 2025 to 2026 validation rules, last updated on 29 July 2026. Submit a trial file to see the Online Only rules, not just the FIS. Record a reason for each warning you accept.

Common problems

Relying on a clean FIS run. Warnings ignored because the file was accepted.

Correct

Correct the records and resubmit. Look up an unfamiliar rule before changing data to make it go away.

Keep

The final validation report and your notes on accepted warnings.

Doing it

Only DfE's validation counts. Use the FIS and the reports from Submit Learner Data.

Sources

Validation rules 2025 to 2026 (Validation rules 2025 to 2026); Provider support manual: collecting and submitting data (Provider support manual: the Funding Information System); Provider support manual: collecting and submitting data (Data validation)

Check the file holds every learner and aim it should

Critical · Official guidance · All funding streams · Lead: MIS or ILR officer, with Head or director of MIS

What

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

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

Agree expected counts from your MIS before you submit. Compare them with the Rule Violation Report after each submission.

Common problems

A filter left in an export. Learners held in a second system not merged into the file.

Correct

Find the cause, rebuild the full file and submit again.

Keep

Expected and reported counts for the final submission.

Doing it

Compare your MIS counts with the report from Submit Learner Data.

Sources

Provider support manual: collecting and submitting data (ILR file transmission); Provider support manual: collecting and submitting data (Provider support manual: collecting and submitting data)

Review every outstanding FRM report

Critical · Official guidance · All funding streams · Lead: Funding or compliance officer, with MIS or ILR officer, Head or director of MIS

What

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

Why

Some outstanding FRM reports can result in a recovery if they are not reviewed before the hard close.

How

For each report, check each record and decide: correct the data, or record why it is right. Work from the most recent collection period, as DfE advises.

Common problems

Reviewing an old period's reports. Correcting the data but not recording the decision.

Correct

Correct records before the close. Where data is right, keep the evidence that shows it.

Keep

A record of each FRM report reviewed, the decision for each record and the evidence.

Doing it

The dashboard is in View your education data. FEFunding cannot access it.

Sources

Preparing your final ILR return (R14) (Funding Rules Monitoring (FRM)); Financial assurance: monitoring post-16 funding for 2025 to 2026 (How we will share data with you); 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

High · Official guidance · 16 to 19 · Lead: MIS or ILR officer, with Curriculum manager or head of department

What

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

These are what FRM71, FRM30 and FRM56 look at for 2025 to 2026.

How

List students whose planned hours imply more than 40 hours a week. List students with planned hours but no regulated qualification, and check where their hours are recorded. Check students who completed significantly earlier than planned: their planned hours should be reduced to the actual period of attendance.

Common problems

Hours carried over from a template timetable. Hours not reduced for students who completed significantly early.

Correct

Correct planned hours following the funding guidance, and keep the timetable evidence.

Keep

Timetables or individual learning plans supporting planned hours.

Doing it

Run the checks in your MIS. FEFunding cannot see your students' hours.

Sources

Financial assurance: monitoring post-16 funding for 2025 to 2026 (FRM71, summary); Financial assurance: monitoring post-16 funding for 2025 to 2026 (FRM71, what you need to do); Financial assurance: monitoring post-16 funding for 2025 to 2026 (FRM30, summary); Financial assurance: monitoring post-16 funding for 2025 to 2026 (FRM56, summary)

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

Standard · Official guidance · 16 to 19 · Lead: MIS or ILR officer, with Curriculum manager or head of department

What

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

The report gives the maths and English status of every student, which is where recording errors show up.

How

Compare the report with your own records of prior attainment and current enrolments.

Common problems

Prior attainment recorded from the wrong evidence. A student studying maths or English with no aim recorded.

Correct

Correct prior attainment or enrolments where they are wrong, keeping the evidence.

Keep

Evidence of prior attainment for students whose status changed.

Doing it

Use the report from Submit Learner Data. FEFunding does not read it.

Sources

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

Check high needs students are recorded consistently

High · Official guidance · High needs · Lead: MIS or ILR officer, with Finance director or finance manager, Funding or compliance officer

What

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

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

Compare the report with your own list of students with high needs funding. Work through any inconsistencies PDSAT lists.

Common problems

The high needs indicator missing for a funded student, or set for one who is not.

Correct

Correct the fields where they are wrong, and keep the evidence for each student.

Keep

The evidence supporting each student's high needs recording.

Doing it

Use the reports from Submit Learner Data and PDSAT. FEFunding cannot see them.

Sources

2025 to 2026 ILR funding reports (9. High needs students summary report); 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

High · Official guidance · 16 to 19 · Lead: Finance director or finance manager, with Head or director of MIS

What

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

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

Compare student numbers and funding with your own expectations, and explain the differences.

Common problems

Waiting for a claim form that will not come.

Correct

Correct the data behind any unexpected movement before the close.

Keep

The final 16 to 19 funding reports and your notes.

Doing it

Use the reports from Submit Learner Data. FEFunding does not read them.

Sources

2025 to 2026 funding claims guidance (16 to 19 funding)

Clear apprenticeship data mismatches

Critical · Official guidance · Apprenticeships · Lead: Apprenticeship manager or coordinator, with MIS or ILR officer

What

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

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

Start with mismatches stopping payments. For DLOCK_07, check the price records were not overwritten when a price changed. Work with employers where their records are the ones that are wrong.

Common problems

The original TNP1 overwritten and a TNP2 added. Start dates or standard codes that differ from the employer's approval.

Correct

Correct the ILR or ask the employer to correct their record, and check the next data match report.

Keep

The final data match report and what was done about each mismatch.

Doing it

Use the Apprenticeship data match report. FEFunding cannot see it or the apprenticeship service.

Sources

Preparing your final ILR return (R14) (Data locks (DLOCKs)); 2025 to 2026 ILR funding reports (20. Apprenticeship data match report); Preparing your final ILR return (R14) (What is the deadline for final returns)

Chase unpaid apprenticeship completion payments

High · Official guidance · Apprenticeships · Lead: Apprenticeship manager or coordinator, with Finance director or finance manager, MIS or ILR officer

What

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

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

Compare apprentices who completed in 2025 to 2026 with completion payments received.

Common problems

A completion recorded but a mismatch stopping payment. A completion element withheld because of how a small employer was recorded.

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.

Keep

The list of completions and the payment for each.

Doing it

Use your payment reports. FEFunding cannot see them.

Sources

Preparing your final ILR return (R14) (Payments); Reviewing PDSAT reports for the 2025 to 2026 funding year: user guide (Apprenticeship completion payment review notes)

Check changes of employer and planned end dates for apprentices

Standard · Official guidance · Apprenticeships · Lead: Apprenticeship manager or coordinator, with MIS or ILR officer

What

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

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

List apprentices who changed employer in 2025 to 2026 and review their price records.

Common problems

New price records recorded in a way that changes the payment.

Correct

Follow DfE's help article on recording a change of employer.

Doing it

Review the records in your MIS. FEFunding cannot see them.

Sources

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

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

Standard · Official guidance · Apprenticeships · Lead: Apprenticeship manager or coordinator, with MIS or ILR officer, Funding or compliance officer

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

What

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

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

Work through the FRM13 and FRM37 reports on the dashboard, if you have them.

Common problems

Prior qualifications not checked at start. Off-the-job hours not adjusted for prior learning.

Correct

Correct the data where it is wrong, and keep the evidence where it is right.

Keep

Prior attainment evidence and off-the-job training records.

Doing it

Use the reports on the FRM dashboard. FEFunding cannot see them.

Sources

Financial assurance: monitoring post-16 funding for 2025 to 2026 (FRM13, summary); Financial assurance: monitoring post-16 funding for 2025 to 2026 (FRM37, summary); 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

Standard · Official guidance · Adult skills; Apprenticeships · Lead: Funding or compliance officer, with MIS or ILR officer

What

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

Why

DfE will not fund this, and FRM01 monitors it for formula-funded Adult Skills Fund provision and apprenticeships.

How

Work through the FRM01 report and check prior achievement for each learner listed.

Common problems

Prior achievement not checked at enrolment.

Correct

Code aims that are not eligible for funding as funding model 99, as FRM01 explains.

Doing it

Use the FRM01 report. FEFunding cannot see it.

Sources

Financial assurance: monitoring post-16 funding for 2025 to 2026 (FRM01, summary); Financial assurance: monitoring post-16 funding for 2025 to 2026 (FRM01, funding streams reviewed); Financial assurance: monitoring post-16 funding for 2025 to 2026 (FRM01, what you need to do)

Record all loans-funded learning in the ILR

Standard · Official guidance · Advanced learner loans · Lead: MIS or ILR officer, with Finance director or finance manager

What

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

Why

You must accurately complete all ILR fields for loans-funded learners. FRM20 monitors loans learning not recorded in the ILR.

How

Compare your loans records with the ILR and work through the FRM20 report.

Common problems

Loans learners held outside the main MIS.

Correct

Add the missing records, coded as FRM20 explains.

Doing it

Compare your loans records with your ILR. FEFunding cannot see either.

Sources

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

Confirm enrolment and eligibility evidence is complete

High · Official guidance · All funding streams · Lead: Funding or compliance officer, with Enrolment, admissions or registry staff

What

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

Why

This is a requirement of the provider support manual, and the evidence is what an audit will ask for.

How

Sample learner files across streams, prioritising areas flagged by FRM and PDSAT. Fix gaps while learners and staff are still reachable.

Common problems

Eligibility evidence held by one team and the enrolment by another. Missing signatures or dates.

Correct

Obtain missing evidence where you legitimately can. Where it cannot be obtained, decide whether the learner should be funded.

Keep

The sample checked and the result for each file.

Doing it

Sample your own learner files. FEFunding cannot see them.

Sources

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

Run PDSAT and review the monitored areas

High · Official guidance · All funding streams · Lead: Funding or compliance officer, with MIS or ILR officer

What

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

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

Run PDSAT on a recent file, early enough to fix what you find. For each report, check a sample. If you confirm an error, check every record on that report.

Common problems

Treating a PDSAT report as a list of errors, or as a list of nothing.

Correct

Correct confirmed errors before the close, and record why the other records are right.

Keep

The reports reviewed, what was checked and the outcome.

Doing it

Run PDSAT yourself. FEFunding does not run PDSAT or see its results.

Sources

Reviewing PDSAT reports for the 2025 to 2026 funding year: user guide (PDSAT Online tool: access and log in); Reviewing PDSAT reports for the 2025 to 2026 funding year: user guide (Part 1: What PDSAT does); Reviewing PDSAT reports for the 2025 to 2026 funding year: user guide (Part 2: Using PDSAT for funding rules monitoring); 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

High · Official guidance · 16 to 19; Adult skills; Apprenticeships · Lead: Data, BI or performance analyst, with MIS or ILR officer, Curriculum manager or head of department

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

What

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

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

Compare rates with your own expectations by area. Trace surprising results to individual records: missing outcomes, wrong dates or wrong statuses.

Common problems

Discovering a problem in January, when it can no longer be fixed.

Correct

Correct the records behind the rate before the close.

Keep

What you reviewed and what you changed.

Doing it

Use the QAR dashboard. FEFunding cannot see it.

Sources

Preparing your final ILR return (R14) (Qualification Achievement Rates (QARs)); Introduction to qualification achievement rates (QARs) (Introduction to QARs: in-year QAR data)

Reconcile the funding reports to your contracts and allocations

Critical · Official guidance · All funding streams · Lead: Finance director or finance manager, with Head or director of MIS

What

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

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

Start with the Funding Summary Report. Use the reports from Submit Learner Data, not the FIS, for the final position. Explain every material movement since R13.

Common problems

Reconciling against the FIS rather than the submitted reports. Movements nobody can explain.

Correct

Trace unexplained movements to records and correct the data before the close.

Keep

The reconciliation and the explanations of movements.

Doing it

Use the reports from Submit Learner Data. FEFunding does not read them.

Sources

2025 to 2026 ILR funding reports (5. What are funding reports?); Provider support manual: collecting and submitting data (Provider support manual: the Funding Information System); Provider support manual: collecting and submitting data (The Funding Information System (FIS))

Submit the final file days early, not minutes

Critical · Official guidance · All funding streams · Lead: Head or director of MIS, with MIS or ILR officer

What

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

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

Submit on the planned date. Keep the fallback slot free for a corrected resubmission.

Common problems

Building the file on deadline day.

Correct

If you are late, submit the best complete file you have, then improve it while time remains.

Keep

The final file and the time it was submitted.

Doing it

Keep your own record of the submission time.

Sources

Provider support manual: collecting and submitting data (Provider support manual: collecting and submitting data); Provider support manual: collecting and submitting data (When do I send data?); Data collection timetable 2025 to 2026 (Data collection timetable 2025 to 2026, introduction)

Check the reports from the final submission

Critical · Official guidance · All funding streams · Lead: MIS or ILR officer, with Finance director or finance manager, Head or director of MIS

What

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

Why

The reports show what DfE received. A file cannot be deleted, only replaced by another before the close.

How

Check the Rule Violation Report counts. Check the Funding Summary Report against your reconciliation.

Common problems

Nobody looks at the final reports until after the close.

Correct

If something is wrong and time remains, fix it and submit again.

Keep

The reports from the final submission.

Doing it

Download the reports from Submit Learner Data.

Sources

Provider support manual: collecting and submitting data (Provider support manual: collecting and submitting data); 2025 to 2026 ILR funding reports (5. What are funding reports?); Provider support manual: collecting and submitting data (ILR file transmission)

Get internal sign-off before the final submission

High · Good practice, not a DfE requirement · All funding streams · Lead: Head or director of MIS, with Finance director or finance manager, Funding or compliance officer, Senior leader, principal or COO, Auditor, governor or assurance

What

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

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

Use the sign-off list on this page. Record who confirmed what, and when.

Common problems

Sign-off by email after the deadline has passed.

Correct

If sign-off cannot happen in time, record who knew and agreed, and complete it as soon as possible.

Keep

The sign-off record.

Doing it

This is an internal process. FEFunding does not record your sign-off.

Sources

2025 to 2026 funding claims guidance (Funding claim dates)

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

High · Good practice, not a DfE requirement · All funding streams · Lead: Head or director of MIS, with Funding or compliance officer, Finance director or finance manager

What

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

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

Note each issue, the learners affected, why it could not be fixed and what happens next.

Common problems

Known issues that live only in one person's head.

Correct

Share the list with the senior leader signing off.

Keep

The known issues list.

Doing it

This is an internal record. FEFunding does not hold it.

Sources

Preparing your final ILR return (R14) (What is the deadline for final returns); Provider support manual: making changes and correcting errors (Correcting data errors after hard close)

Submit the final funding claim by 6 November 2026

Critical · Official guidance · Adult skills · Lead: Finance director or finance manager, with Head or director of MIS

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

What

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

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

Check the claim against your reconciliation. If you include exceptional adjustments, have the supporting evidence ready to send within 5 working days of submitting.

Common problems

Confusing this deadline with the R14 ILR deadline. Exceptional adjustment evidence not ready.

Correct

If the claim is wrong, contact DfE before the claim window closes.

Keep

The submitted claim and any exceptional adjustment evidence.

Doing it

Submit the claim in Submit Learner Data. FEFunding does not submit or check claims.

Sources

2025 to 2026 funding claims guidance (Funding claim dates table); 2025 to 2026 funding claims guidance (Who must submit a claim); 2025 to 2026 funding claims guidance (Funding claim dates); 2025 to 2026 funding claims guidance (Final claim); 2025 to 2026 funding claims guidance (Exceptional adjustments)

Archive the final position

High · Good practice, not a DfE requirement · All funding streams · Lead: Head or director of MIS, with Finance director or finance manager, Funding or compliance officer

What

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

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

Save everything in one folder, named for the return and year, with restricted access.

Common problems

Reports left in personal downloads folders.

Correct

Gather what you can now, while people remember where they saved it.

Keep

The whole archive.

Doing it

This is an internal record. FEFunding does not store your files.

Sources

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

High · Official guidance · All funding streams · Lead: MIS or ILR officer, with Head or director of MIS

What

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

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

Follow the provider support manual's correction scenarios for each case. Record each correction and its evidence.

Common problems

Correcting an end date to 1 August instead of the real last day in learning.

Correct

Use the scenario that matches the error, and keep evidence of the administrative error.

Keep

A log of post-close corrections.

Doing it

Make corrections in your MIS. FEFunding cannot see your records.

Sources

Provider support manual: making changes and correcting errors (Correcting data errors after hard close); Financial assurance: monitoring post-16 funding for 2025 to 2026 (How we will use data); Financial assurance: monitoring post-16 funding for 2025 to 2026 (FRM27, summary)

Get ready for provisional QARs in January 2027

Standard · Official guidance · 16 to 19; Adult skills; Apprenticeships · Lead: Data, BI or performance analyst, with Head or director of MIS

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

What

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

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

Book time in January 2027 for the review. Keep your own modelled rates to compare against.

Common problems

Expecting to correct ILR data at this stage: you cannot.

Correct

Feed back on calculations, not data, through DfE's process.

Doing it

Provisional QARs are released to you by DfE. FEFunding cannot see them.

Sources

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

Hold a short review and feed it into next year

Standard · Good practice, not a DfE requirement · All funding streams · Lead: Senior leader, principal or COO, with Head or director of MIS, Finance director or finance manager, Funding or compliance officer

What

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

Why

The same issues tend to come back each year unless the process changes.

How

Ask each role for their top three problems and one fix. Turn the fixes into owned actions with dates.

Common problems

A review held, and then forgotten.

Correct

Put the actions on the agenda for the next data meeting.

Keep

The review notes and the action list.

Doing it

This is an internal review. FEFunding can help with the Academy's year-end content.