Learner record identity
- ULN (Unique Learner Number) — present and valid
- Programme aim reference and standard code
- Start date and planned end date
- Learner employment status at start
ILR data audit template
A structured audit workbook for MIS and compliance teams to identify ILR submission errors, missing mandatory fields, funding code mismatches, and learner record inconsistencies before ESFA year-end returns. Use it quarterly and before any census or final R14 submission.
ILR error checking
Funding mismatches
Year-end preparation
MIS compliance
Published: 4 March 2026. Format: CSV workbook starter.
Audit columns included
Funding and employer fields
- Funding model and funding line type
- Employer UKPRN — confirmed and active
- Co-investment flag (levy / non-levy)
- Age at start — affects funding rules
Delivery and outcome fields
- Actual end date and outcome code
- Withdrawal reason (where applicable)
- Achievement date and grading outcome
- EPA organisation reference
Audit flags and actions
- Error type classification
- Error severity (blocking / warning)
- Owner for resolution
- Resolution date and status
ILR audit cadence
- Monthly — run a lightweight check after each submission window closes. Flag new errors immediately.
- Quarterly — full audit of all active learner records. Cross-reference with employer agreements and funding claims.
- Pre-R14 (July) — complete audit of the year's records before final submission. Resolve all blocking errors before year-end.
- Post-R14 — document resolved errors and update process notes to prevent recurrence in the next AY.
Common ILR errors to check
- Missing or invalid ULN — causes record to be excluded from funding claims.
- Start date after planned end date — triggers validation failures in ESFA systems.
- Employer UKPRN not registered on DfE reference data — blocks co-investment claims.
- Funding model mismatch between the ILR record and the commitment statement.
- Missing achievement date where outcome shows "Achievement" — incomplete record.
- Age at start inconsistent with standard funding rules — can trigger claw-back.
Need automated ILR validation before submissions?
Prentice validates learner records against ESFA rules continuously — surfacing funding mismatches, missing fields, and submission risks before they reach the ILR, so MIS teams spend less time correcting errors.