Laura Howard

R13 huge clawbacks

Created

Afternoon all,

This is my first year doing R13 and R14 on my own, so please excuse my naivety. 

As much as I have read and read the funding rules, I still don't fully understand. 

FRM 36 for P13 shows £89000 plus of clawbacks, how can I find out what these are for?

and, can someone explain in laymen's terms what the R14 return is for.

Thank you

Replies

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Martin West

In SLD go to reports and select FM36 Summary, download the R13 learner level view report and this will identify those learners with clawback in the period.

The R14 is your final claim for 21/22 in which you can include any changes up 31/07/2022 in your final claim for the year.

HTH

Ben James

At the bottom of the R13 FM36 Summary page there's a 'Download R13 learner level summary' button which will allow you to see which learners you're having money clawed back for. As to specifically why you're getting money taken off you, it could be for a number of reasons, but it's most often where a leaver has not been processed in a timely manner and you'll have incorrectly received an OPP for them when you shouldn't have;

In terms of what the R13/R14 submissions are for, they're essentially for ensuring the information contained within your 21/22 ILR is as accurate as possible. I'd suggest having a read of this article - Preparing your final ILR return (R14) for 2021 to 2022 – ESFA help centre (education.gov.uk)

Edit: sorry Martin West, didn't see you'd already replied!

(Edited)

Paul Taylor

Hi Laura

In addition to the advice above it's worth spending some time going through the detail of the reports and understanding what income could come back in during the R14 and what steps you need to take to retrieve this income. 

Clawback is usually due to the following factors; rule violations, Apps Service mismatches, or late processed leavers. You will need to find out for each of your learners why the clawback has occurred and then what can be done to fix this for each learner. It's not unusual to have a large number of rule violations at this time of the year as you are inputting data across two ILR years. Make sure you have a rule violation cleansing process that deal with each year and look for patterns or errors in your R02 22/23 and R14 21/22 submission as you may be able to pinpoint this to particular delivery areas or admin staff.

Apps mismatches can be more difficult to fix as they involve some employer input. If you have payback then it could be that you have an employer or employers that have incorrectly stopped payment on the apps service earlier than the ILR end date. This will take some unpicking with your delivery staff and the employer but if it is an error the employer can correct this via the Apps Service.

If it is late processed leavers that have generated payback (processed in September but with end dates back to May for example), then there may be little you can do abut this other than reporting this into your management teams and highlight where this occurs within your business and the financial impact.

If you need help with this then your MIS may provide some data support services that you could call on or there will be colleagues in the sector that provide this service which may be worth paying for for given the scale of the income that may be at risk. You should develop a plan for managing your R14 process aimed at making sure you data is as clean as possible, maybe limiting access to the MIS post R02, and making regular submissions (daily if possible) through the R14 period to check rule violations, mismatches, and the income value. 

Jo Phillips

Hi There

I really like your response Paul and advice.  If you or anyone else knows of colleagues in the sector that could provide a data support service in the form of training staff etc. please could you share their details as its something I would like to explore.

Many thanks

Jo