Guidance

ESF claim applications and Self-Declared Adjustments

Guidance and forms for completing European Social Fund (ESF) claim applications and Self-Declared Adjustments (SDA).

Documents

Claims guidance for Grant Recipients

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Claims guidance for Co-financing Organisations

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ESF E-Claims external user guidance (Claims)

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ESF E-Claims best practice

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Participant Data Schema

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Participant Data Schema Guidance

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Participant Data Schema Outputs and Results

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Participant Data Schema Data Aggregation

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Transaction List

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E-Claims Process for Self-Declared Adjustment (SDAs) - Applicant Guidance

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ESF Dual Forecast and Submission Form - Claims 2018

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ESF Dual Forecast and Submission Form - Claims 2019

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Details

These documents relate to the ESF and must only be used for completing the claim applications and SDA processes.

Recent changes to guidance

Changes to the guidance were made on 5 April 2019.

ESF Participant Data Schema

This guidance (now version 9) has been updated. The following changes have been made.

The validation at point of upload has been sharpened significantly. This means that old data entry items that used to be collected and corrected on upload will no longer be accepted. This includes items that are preceded by numerals and a number of blank fields. Only use the options as set out, this include requiring lower case entries. Host of new validation error messages added to correspond with the tighter validation criteria.

A host of new validation error messages added to correspond with the tighter validation criteria. Tab Claim deliverables, Column O – Participant Has Basic Skills: Available options from the dropdown amended, “participant chose not to say (signed exemption)” removed to reflect it is not a sensitive data item and is required for 1 common output indicator (ESF-CO17) Other disadvantaged.

Tab Claim deliverables, Column X – Other Disadvantaged – Homeless (Broad Definition): Available options from the dropdown amended, “participant chose not to say (signed exemption)” removed to reflect it is not a sensitive data item and is required for 2 common output indicators (ESF-CO18) Homeless or affected by housing exclusion and (ESF-CO17) Other disadvantaged).

Tab Claims Deliverables, Column AD – Gaining Level 2 Skills or below on Leaving: Option for “Not Applicable” returned alongside previous guidance.

Tab Claims Deliverables, Column AE – Gaining Level 3 Skills or below on Leaving: Option for “Not Applicable” returned alongside previous guidance.

Tab Claims Deliverables, Column N – Labour Market Status That Best Describes Situation; options available changed to: a. unemployed (short term) (CO01); b. long-term unemployed (CO02); c. inactive (in education or training) (CO03); d. inactive (not in education or training) (CO04); e. employed including self-employed (CO05); Tab Claims Deliverables, Column Z – Employment Status on Leaving; options available changed to: a. unemployed (short term) (CO01); b. long-term unemployed (CO02); c. inactive (in education or training) (CO03); d. inactive (not in education or training) (CO04); e. employed including self-employed (CO05); Clean up macro amended to prevent spurious corrections to labour market status.

Participant Data Schema guidance

The guidance (now version 5) has been updated. The following changes have been made.

Tab Claim Deliverables Guidance, Row F – Rules for Validation: Removed and enfolded into the more comprehensive guidance document.

Tab Claim Deliverables Guidance, Row H: Removed and folded into the more comprehensive document. Tabs 10, 10a, 10b, 10c added to the guidance document to flesh out completeness and validation.

Details of Entities Indicators added to tab 8, Results Indicators.

Tab 11, Q&As has been added to the guidance to cover the content of previous update notes and some common questions that have been asked.

Other changes

Two new documents have been added:

  • Participant Data Schema Aggregation
  • Participant Data Schema Output Results
Published 20 June 2017
Last updated 11 October 2019 + show all updates
  1. Updated the Participant Data Schema Outputs and Results. The only change is “white – other” has been removed from a list in cell V16.
  2. The Participant Data Schema (now version 9.1) has been updated. The following changes have been made. The drop down options relating to the ‘Gaining Level 2 Skills or below on Leaving’ and ‘Gaining Level 3 Skills or above on Leaving’ columns have been amended to make sure ‘not applicable’ is available on all rows. The pre-populated data that was showing has now been cleared. The ‘Other Disadvantaged – Homeless (Broad Definition)’ drop down options now have 3 options instead of 4, which reflects the guidance. Further work has been done to speed up the export function.
  3. Published revised versions of the Participant Data Schema (now version 9) and Participant Data Schema guidance (now version 5). Added 2 new documents, Participant Data Schema Aggregation and Participant Data Schema Output Results. The Participant Data Schema supplementary guidance has been removed from the page – this guidance is no longer required. Find more information about these changes on the page.
  4. The ESF Dual Forecast and Submission form 2019 has been added.
  5. The ESF Claims Guidance for Co-Financing Organisations and the Claims Guidance for Grant Recipients has been updated.
  6. The Participant Data Schema has been updated.
  7. E-Claims process for Self-Declared Adjustment (SDAs) - Applicant Guidance has bee updated showing a minor change to the 'How to create an SDA' section.
  8. Revised European Social Fund participant data schema supplementary guidance, now dated October 2018.
  9. Removed the Participant Data Schema pre quarter 1, 2018. The updated Participant Data Schema is available for use from quarter 1, 2018 onwards.
  10. The Claims Guidance for Grant Recipients and Co-Financing Organisations has been updated. In addition the ESF E-Claims External User Guidance has been added together with the E-Claims best practice document.
  11. The ESF Dual Forecast and Submission form 2018 Claims has been updated to version 2.
  12. The ESF Dual Forecast and Submission Form - Claims 2018 has updated to make it suitable for use with 2018 claims.
  13. ESF E-Claims Process for Self-Declared Adjustments (SDAs) Applicant Guidance published. This replaces the Interim Guidance and Form.
  14. There are now 2 versions of the Participant Data Schema (PDS), one should be used for claims covering Qurater 1 2018 onwards and the other for claims predating this period. Additional PDS Supplementary Guidance has been added and the PDS Guidance has been updated.
  15. The ESF Claims guidance for Grant Recipients and Co-financing Organisations has been added.
  16. First published.