Learner record identity
- ULN (Unique Learner Number) — present and valid
- Programme Aim, Standard code and Funding model
- Learning start, original planned end and actual end dates
- Learner Employment Status records across the programme
ILR data audit template
A structured workbook for MIS and compliance teams to test ILR data against the 2026/27 specification, current Submit learner data validation and source evidence. Use it before each monthly apprenticeship return, for quarterly deep checks and ahead of R14.
ILR error checking
Funding mismatches
Year-end preparation
MIS compliance
Updated: 15 July 2026. Format: CSV workbook starter. The linked CSV remains a starter: align its columns to your MIS and the current ILR specification before use.
Audit columns included
Funding and employer fields
- Employer identifier for each employment status record
- Apprenticeship Contract Type (ACT) funding and monitoring records
- Total Negotiated Price (TNP) and Payment (PMR) records where applicable
- Age at start and funding route under the rules for that start date
Delivery and outcome fields
- Actual end date and outcome code
- Withdrawal reason (where applicable)
- Achievement date and grading outcome
- EPAOrgID where the applicable assessment-plan route requires it
- Planned and actual off-the-job training hours
Audit flags and actions
- Error type classification
- Error severity (blocking / warning)
- Owner for resolution
- Resolution date and status
ILR audit cadence
- Before each monthly return — run validation, reconcile changes with source evidence and assign every error or warning.
- Quarterly — audit all active and recently closed apprenticeship records against training plans, employment evidence, service approvals, price and payment records.
- Year-end readiness — complete a record-level audit before the final return window rather than waiting until a notional July “pre-R14” checkpoint.
- R14 — for the 2026/27 collection, the timetable lists R14 on 21 October 2027 for data to 31 July 2027. Recheck the live timetable in case DfE publishes an update.
Common ILR errors to check
- Missing, invalid or mismatched ULN and learner identity data.
- Learning start, planned end, actual end, completion status and outcome combinations that fail current validation.
- Missing or incorrect Employer identifier or Learner Employment Status record after a change of employer.
- ACT, TNP or PMR records that do not match the contract, service approval, residual price or payment evidence.
- Training-plan dates, planned and actual off-the-job hours or assessment organisation data that do not reconcile with the ILR.
- The original planned end date overwritten because delivery slipped; normally retain it unless break-and-restart rules require a new learning episode.
- Achievement, outcome or withdrawal fields that are missing, contradictory or unsupported by source evidence.
Current ILR references
Use the live Submit learner data guidance, the 2026/27 data collection timetable and the rule set that applies to each learner's start. A local audit sheet supports these sources; it does not replace the current ILR specification or validation rules.
Need automated ILR validation before submissions?
TIQPlus helps teams validate learner records against current ILR rules and supporting evidence — surfacing funding, employment, price and date mismatches before submission.