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Created 16 May 2022 09:07
Is anyone else having trouble updating an EPA price when the learner has previously changed employer because you have to enter a new TNP3 and TNP4 which will either result in an overclaim and going over the funding band limit if you keep the total price the same and just change the date or a datalock error if you reduce the price to avoid the overclaim?
No one has replied to this post.
From the Technical guidance.
16 May 2022 09:34
Thank you for your quick reply, that is correct and what we have been recording. The problem happens when we then go into another contract year and the EPA price changes when the learner goes to sit their EPA. Example below,
Same scenario as above the learner then sits EPA on the 23/11/20 and the EPA price has increased to £600.
TNP 3 23/11/20 1900
TNP 4 23/11/20 600
This will result in an overclaim and going over the funding band maximum
If we reduce the TNP3 and TNP4 to take into account the funding we have received from Nov 19 to Nov 20 and enter this new reduced negotiated price then this will result in a datalock error?
16 May 2022 09:43
You only use TNP3 and TNP4 when a learner changes employer, otherwise it's just new TNP 1 and 2.
16 May 2022 09:54
You can't add a TNP1 and TNP2 after your have entered a TNP3 and TNP4 the system does not allow it, the ESFA have confirmed it is TNP3 and TNP4 to update the EPA price if the learner has previously changed employers but it results in a datalock or an overclaim.
16 May 2022 09:59
Oh I see, sorry, missed that the learner had changed employer.
If the EPA has gone up, then, yes, you will go over the top of the band, that's a feature, not a bug (a pretty rubbish feature, but that's how it's meant to work). You're meant to charge the employer the difference.
If it's gone down, then you need the employer to change the price to match on AS and then it won't datalock.
16 May 2022 10:07
But what if you have not charged the maximum price band to start with, you don't just go over the band it is then an overclaim as the system will automatically pay you up to the maximum band. Also what employer is then going to pay the EPA price increase when you have already negotiated a price 3 years previous at the start of the apprenticeship. Some of the employers are not paying anything if they are 16-18 SME and then we are supposed to turn around and say sorry you have to pay the EPA price increase because if you do not then we do not get paid the 20% achievement payment, what employer in their right mind would pay that?
If the employer changes the price then doesn't this change the price from the start of the record as the AS system does not allow you to add a second price and date for the same employer, so then it will still data lock as we can't change the price to match on our system from the original change date if we have gone into a different contract year?
16 May 2022 10:17
Your contract with the EPAO should indicate if it is a fixed price or subject to increase.
If the EPA costs are subject to change the employer should be advised of this and it should be included in your contract with the employer.
It can be an issue where you include the total price at the Cap at the start of the programme, but the funding rules includes the following:
P159 At least 6 months before the apprentice reaches the gateway the employer must have:
P159.1 selected an organisation from the Register of End-Point Assessment Organisations (RoEPAO) to deliver the end-point assessment,
P159.2 negotiated a price with the end-point assessment organisation. Only those organisations listed on the RoEPAO will be eligible to be funded.
P228.2 You must accurately reflect the negotiated prices for training and end-point assessment onto the ILR. Where you and the employer do not know the details of the end-point assessment organisation at the start of the apprenticeship, you must enter the price for end-point assessment once this has been confirmed. This field in the ILR must be left blank until the price of the end-point assessment has been confirmed to ensure accuracy.
You can revise the price at a later date, and this will be reflected in the AS but I expect some providers just take a hit on this where they have set the total cost at the CAP.
16 May 2022 12:11