How to return ILR final funding claims 2013 to 2014 to the EFA

Information for institutions who are required to make a EFA final funding claim return

This guidance was withdrawn on

This information relates to 2013 to 2014 and is superseded by the information for the 2014 to 2015 process.

How to return ILR final funding claims 2013 to 2014 to the EFA

All Education Funding Agency (EFA) final funding claim returns should be run from your final Individualised Learner Record (ILR) R14 submission for 2013 to 2014.

The ILR R14 data return period opened on Friday 10 October and will close on Friday 24 October. This is the final data return for this funding year.

The EFA has simplified the final funding claim return for 2013 to 2014 by including the required declaration on the final page of the Funding Implementation Service (FIS) EFA funding claim report. Institutions that make ILR returns should use the document exchange to return a PDF copy of the completed signed report.

The requirement to return a signed final claim report to the EFA is set out in EFA Funding guidance for young people 2013/14: ILR Funding returns. Annex A paragraphs 9 to 14 explain the purpose of the signed declaration by the head of the institution.

Producing the funding claim report

The EFA final claim report can be run from either the institutions ILR data using FIS or is available as a report from the Hub. The report must be run from your final ILR submission and must submit the same data to the data collections facility in the Hub and to the online data collection (OLDC) system.

Please submit your ILR R14 data return by 24 October 2014 so as to allow enough time to fully cleanse your data using the validation reports generated by the system.

The format of the report

The report must be produced from FIS or Hub as a PDF type report and not as an Excel report.

Signing the funding claim report

Once the FIS or Hub EFA final claim report for 2013 to 2014 has been produced the document should be presented to the head of the institution to sign the required declaration on the final page of the report.

Scanning the report

The report should be scanned electronically and returned to EFA. We only require the scanned electronic copy. The original hard copy of the report with the original signature must be kept by the institution as a financial record for the year and retained in accordance with the advice in ILR Funding returns paragraph 13 and in Funding regulations paragraph 138. The original document must not be posted to EFA.

The PDF file name must be saved as the following:

  • institution UKPRN number (as shown on page 1 of the EFA funding claim report)
  • then an underscore
  • then EFA_Funding_Claim.pdf.

For a college with UKPRN number 1234567 the document name would be: 1234567_EFA_Funding_Claim.pdf

Returning the report to the EFA

The scanned PDF version of the signed report should be sent to the EFA through the Information Exchange. It is important that the same naming reference as above is used for the Information Exchange header when returning the document. The PDF funding claim report must be returned to the EFA through information exchange in October.

The report should be saved in the Information Exchange folder headed “Revenue Funding”, sub folder “2013/14”.

No other FIS reports or any other documentation should be returned with the final claim report. It is particularly important to fully comply with the Data Protection Act requirements over personal data and not include any reports that include individual student details. The required summary EFA funding claim report does not include any such details.

If you have already made a return to the EFA

The EFA does not require any institution to make the return more than once. If you have already made the return to the EFA funding claim inbox then it is not necessary to make a return through the EFA Information Exchange.

Using EFA Information Exchange

If you have any problems using the EFA Information Exchange, please see the guidance on our website.

All requests for clarification over the final claim return itself should be made to either the institutions usual territory contact or to the EFA funding returns in-box.

Gaining the necessary assurance over EFA income for auditors signing off college accounts before the end of December

The EFA has already issued allocation information for 2013 to 2014 and ILR R13 funding out-turn information to all known college financial audit firms in a workbook form for all their known clients. This will be followed up with final figures based on ILR R14 returns in early November to assist the firms in signing off college accounts. The individual institution statements cannot be produced until all final returns are received and processed.

Next steps

As set out in ILR funding returns document in paragraph 10 the EFA have now issued final reconciliation statements to all ILR funded institutions through their Information Exchange account.

Contract institutions subject to reconciliation statements were issued in November and Grant-in-aid institutions were issued in February 2015. The statements can be found in the following folder location: Revenue Funding > AY 2013-14. Support and further information about the EFA information Exchange is available on GOV.UK

Published 16 October 2014