Employer staff time receipt form - to support Employer Support Fund (ESF) claims

To make claiming easier for all employers, we can confirm that invoices can be used as evidence for staff time claims and meet the requirement for a ‘receipt’. This applies to costs for placement setup, supervision, mentoring, and evaluation. An invoice should include:

• Number of students supported
• Total hours claimed
• Hourly rate (max £35/hour)
• Total amount claimed (including VAT)
• Reason for time claimed (e.g., setup, supervision, mentoring)
   

Introduction

This guide supports schools, colleges and employers in using the Employer Staff Time Receipt Form to record employer staff time spent supporting T Level industry placements. The form supports claims made to the T Level Industry Placement Employer Support Fund (ESF).

While the ESF is available to support essential staff time,  we expect employers to absorb these costs wherever possible. Claims should only be made where claiming for staff time is critical, where the placement could otherwise not go ahead. Employers may claim for essential activities such as staff time spent setting up, supporting and evaluating student performance. This is particularly relevant for large cohorts of students, where the scale of support required may make placements unfeasible without additional funding.

The form is intended to minimise administrative burden while still meeting reasonable evidence requirements. Submission of this form does not guarantee payment. Claims must be reviewed and approved by the school or college, and may be subject to DfE spot-checks in line with ESF funding rules.

Employers must also sign a declaration form outlining their costs and confirming they are valid.  The declaration must be submitted to the school or college along with this staff time receipt form.

Important: Each staff time receipt form must be specific to the T Level students supported at a particular school or college. Do not duplicate the same form or claim across multiple schools or colleges. Each claim must be unique and relevant to the individual school or college. The Department for Education (DfE) will carry out spot checks to verify the accuracy of submitted claims. As part of this quality assurance process, we may contact the school or college, the employer, or both. 

Who it’s for

This guide and the receipt form are for:

• Eligible ESF employers including:
  • employers of all sizes delivering industry placements in the Construction T Level route
  • employers of all sizes delivering industry placements for the Health T Level
  • SMEs delivering industry placements for all other T Levels
• T Level schools or colleges collecting and submitting evidence for an ESF claim.

How it works

1. Employers should speak with your T Level school or college about the ESF before offering placements. Funding is not guaranteed. The school or college decides which employer costs they can support.  It is not a full cost recovery fund, but can act as initial support funding to help you get started or expand your placement offer.
    
2. Record your staff time on the receipt form provided, including:
   • Business and contact details
   • Name and role of staff member(s)
   • Dates and hours of support
   • Hourly rate (a reasonable estimate, e.g. salary divided by 1,950)
   • Type of activity (e.g. induction, supervision, feedback). Claims should only be made where such support is critical and if the employer is otherwise unable to absorb these costs.
      
3. Confirm the claim is accurate and that the time claimed was essential and additional to business-as-usual operations.
4. Return the form to your school or college. They will review and submit it with any required documentation to the Department for Education (DfE). You may be asked to provide supporting records.
5. If you are supporting students from more than one school or college, you must complete a separate form for each. Claims must not be duplicated.

Employers should retain records of staff time and placement support activities in case of checks by DfE or the school or college. 

There are two tabs on the Staff Time Receipt Form:

• Blank Tab – To Be Completed: This is the template that the school or college will send to you.
• Example Tab: Shows a completed version, using a fictional employer and learner.

Using the form

For Employers:

• Confirm with your T Level school or college what staff costs they are willing to fund before students begin placement – many schools or colleges will only part-fund costs.
• Include number of students supported and subjects the T Level students are studying. Only include time spent on eligible support activities (e.g. induction, supervision, planning).
• You may claim fewer hours, or a lower hourly rate, than actual occurred – to reflect your contribution in kind or funding limits discussed with the school or college.
• Ensure the form is completed by someone authorised to act on behalf of your business.
• Return the completed form to your school or college  – reimbursement will be made in line with ESF funding rules.

For the school or college:

• Before sharing the form, explain to the employer what your T Level school or college  will and won’t fund through the Employer Support Fund – including any per-student funding caps for staff time.
• Once satisfied the employer’s claim meets your funding criteria, pre-fill the school or college  name and any known employer details.
• On return, check that the total cost is reasonable and the listed activities qualify as essential costs – i.e. without this support, the placement would likely not have happened.
• Add in the appropriate dates to the school or college section and upload to the ESF online claims tool as evidence. 

What can and can’t be claimed

You can claim for staff time that is:

• Directly related to planning, induction or supervising a student on placement
• Essential to enable the placement to happen
• We understand that placement costs will vary. However the DfE expects a reasonable claim for staff time not to typically exceed £35 per hour. Any claims in excess of this may be subject to further DfE scrutiny

You cannot claim for:

• General overheads or time that would have been spent regardless of the placement
• Costs with no clear and specific link to the placement

Examples:

• Claim: 5 hours of a supervisor's time inducting and overseeing a student on-site for the first week
• Not eligible: General time spent in management meetings or admin unrelated to the student

FAQ highlights

• Do I need to provide PAYE evidence alongside this form for the named staff members.
  No. This form along with your signed declaration is enough to receive reimbursements where agreed by the T Level school or college.
• What if I don’t know my hourly cost?
  Estimate it based on the staff member’s annual salary. A rough calculation is acceptable (e.g. annual salary ÷ 1,950 hours). We understand that placement costs will vary. However the DfE expects a reasonable claim for staff time not to typically exceed £35 per hour.
• Can we fill in the form digitally?
  Yes. The form is designed for digital completion.
• How is this used by the school or college?
  The school or college will upload this evidence to support an ESF funding claim for employer’s staff time. They may contact you if further information is needed.