How to return monthly ILR (Individualised Learner Record)

It’s not often that admin errors hit your finances directly—but for training providers, mistakes in data submissions can do just that. If you fail to submit accurate Individualised Learner Records (ILRs), you risk delays or reductions in funding from the Department for Education (DfE).

To help you stay compliant and protect your cash flow, here are expert tips from Onefile.

What is ILR data? 

ILRs are the official method for collecting and reporting data about learners in further education and work-based learning in England. Providers must submit ILR data monthly for each apprentice to claim funding from the DfE.

ILRs are essential for:

• Complying with funding rules
• Demonstrating delivery standards
• Ensuring accurate payments

What can go wrong with ILRs?   

Submitting ILR data accurately and on time is critical. Common issues include:

• Incorrect date formats
• Mismatched data across fields
• Missing or invalid funding codes

If errors are found, the DfE issues a report detailing required corrections. These reports can be complex, and providers often have limited time to make edits. Late or incorrect submissions can delay funding, which affects cash flow and compliance.

How to comply with ILR requirements 

Using a dedicated ILR tool or Management Information (MI) system is the best way to ensure your learner data is accurate and up to date.

Onefile ILR Tracker is a gamechanger for providers. You can manage all your apprenticeship submissions easily and it's full of features to make sure your submissions are straightforward and error-free.   

Ready to find out more about how Onefile ILR Tracker works? Book a discovery call.