Accessing ESFA systems
Information for organisations who need to access Education and Skills Funding Agency (ESFA) funding and data systems.
Applies to England
Set up a super-user to get roles and permissions for ESFA services
You need to register on the ESFA security service IDAMS. The first person to register will be the super-user. They will be in charge of setting up roles, permissions and passwords for your staff.
Provide your bank details
You need to complete the bank details form and return this as a PDF to the email address on the form.
Your organisation’s finance officer must complete a separate verification form and return this to the email address provided.
Bank details change requests are subject to a verification process that may take up to 15 working days.
Sign apprenticeship agreements and contract for services
Your super-user will need to give you the SFS contract authoriser role.
This role allows you to sign ESFA apprenticeship agreements or contract for services through the Manage your education and skills funding service.
Employer providers can sign their agreement through the apprenticeship service.
Register on the Learning Records Service
You need to get unique learner numbers (ULN) so you can submit Individual Learner Records (ILRs) data for apprentices and learners.
To get one you will need to register on the Learning Records Service (LRS).
Submit your training offer on your Apprenticeship Service training provider account
You are required to submit the details of the training you offer in your Apprenticeship Service training provider account. Learn how to submit these details. If you do not have an existing account, you can create one on the registration page.
You are required to submit the details of the training you offer using the course directory provider portal. Learn how to submit these details.
Your offer must be complete and up to date so employers and the public can find the training you are offering.
If you are providing apprenticeship training the course directory also populates find apprenticeship training with your offer.
Using the apprenticeship service
If you are offering apprenticeship training then our guide for apprenticeship providers will help you through the process. The guide provides information on using the apprenticeship service and supporting the employers you are working with.
You will need the apprenticeships editor role to update apprentice details. Your super-user can give this role to you.
Returning data for payment
You need to return individualised learner record (ILR) data to the ESFA on a monthly basis.
You need the following roles and permissions to do this:
- provider submissions user - to submit the ILR return and view the validation reports
- provider information officer - to view the funding/financial reports
ILR information is used to:
- calculate payments due to you
- match with information from an employer’s digital account (for apprenticeships)
- calculate co-investment due to you from employers (for apprenticeships)
- support financial assurance
- create national statistics
Our individualised learner record (ILR) data and guidance gives information on how to collect, return and check the quality of your data.
You need to submit your data return to the Submit learner data service at the correct time.
Higher education institutions (HEI), also need to submit a monthly ILR return as well as a regular HESA student record. You can find further information on the HESA website.
Support tools for management information systems
For training providers that do not have a data management system we provide an ILR learner entry tool
Monitoring your performance
All providers with a funding agreement or contract for services must follow the ESFA funding and performance management rules.
ESFA uses your ILR data to monitor your performance for quality and audit purposes throughout the year.
Roles and permissions
Essential roles and permissions needed to use ESFA services:
Apprenticeship service
Apprenticeships editor – this allows the user to respond to employer apprenticeship training requests and update apprentice details.
Manage your education and skills funding
Find out more about user roles and permissions for this service.
Data collections
Data exchange service: provider submissions user - this role allows the user to submit the (Individual Learner Record) ILR return and view the validation reports.
Data exchange service: provider information officer - this role allows the user to view the funding/financial reports.
Additional roles and permissions:
Data collections (DCFT)
Data exchange service - provider submissions user: This role allows the user to submit the (Individual Learner Record) ILR return and view the validation reports.
Data exchange service – provider information officer: This role allows the user to view the funding/financial reports.
Contact us
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for all other apprenticeship levy and apprenticeship service enquiries, please email the national contact centre or call 08000 150 600
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for help getting a unique learner number (ULN), contact the LRS service desk.
Updates to this page
Published 2 February 2018Last updated 29 June 2021 + show all updates
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Added a link on how to submit training details to the 'Submit your training offer on course directory' section.
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First published.