CITB grants: how to claim apprenticeship and short course grants, rates and deadlines featured image
Hiring, Training & HR

CITB grants: how to claim apprenticeship and short course grants, rates and deadlines

TrainAR Team 1 month ago 6 min read

Category: Hiring, Training & HR • Niche: Apprenticeships, training grants, compliance

CITB Grants portal on a laptop with apprenticeship and short course paperwork

Contents

Quick answer

  • You claim CITB grants in the CITB Online Services portal under Grant. Apprenticeship attendance is typically paid every 13 weeks and the achievement payment is after qualification is achieved. Short course grants are usually triggered automatically by your training provider if they are a CITB Approved Training Organisation (ATO).
  • Claim windows: apply within 52 weeks of the apprentice’s start or achievement dates and within 52 weeks of course completion for short courses. If your annual Levy Return is late, payments are held; if it is not submitted by the stated cut-off, you can lose eligibility.

Who this is for

  • Owners and managers of UK construction firms in scope of the CITB levy in England, Scotland and Wales.
  • Admins who handle training, apprentices and grant claims for small to mid-sized contractors.

Where you actually claim

  • Use CITB Online Services and pick Grant to submit or track claims, view statements and set up automated claims where available: onlineservices.citb.co.uk

Tip: If your provider is an ATO, ask them to upload achievements promptly so your grant triggers automatically.

Step-by-step: apprenticeship grant

  1. Set up CITB Online Services
  • Create or log in to your organisation account. Add legal entity details, bank details and authorised users.
  1. Register the apprentice details
  • Add the apprentice, standard/qualification, start date and provider details in the Grant section so attendance payments can run.
  1. Attendance payments every 13 weeks
  • Attendance grant is claimed and paid quarterly. Keep apprentice records up to date to avoid pauses.
  1. Achievement payment
  • When the apprentice completes, submit the achievement claim in the portal. Make sure the achievement date and evidence from the provider are correct.
  1. Keep to the 52-week rule
  • Attendance claims must be made within 52 weeks of the apprentice start date. Achievement claims must be within 52 weeks of the achievement date.

Step-by-step: short course and plant grants

  1. Book with a CITB ATO where possible
  • Short course and plant grants are paid for approved standards. If you use a CITB Approved Training Organisation, they upload the achievement to the CITB system which usually triggers your grant automatically. See: Short course grants
  1. If no ATO upload, claim manually
  • Where an automated upload is not available, submit the claim in CITB Online with the course details, standard code and completion evidence. Do this within 52 weeks of completion.
  1. Plant standards
  • New plant standards have separate novice and experienced rates. Where a new plant standard does not yet exist for a category, CPCS technical test grants may still apply. Check the latest table on the CITB page above before you book.
  1. Reconcile your statements monthly
  • In the portal, download grant statements and match them against course completions so nothing is missed.

Handy email you can copy to your provider

Dear [Provider],

We’re a CITB-registered employer. Please ensure our learners’ achievements are uploaded to CITB as soon as they complete, including the correct standard codes. This helps our grants trigger automatically. If any uploads are not possible, please confirm the evidence you can supply for a manual claim.

Thanks, [Your Name]

Rates, nations and deadlines

Apprenticeship grants

Short course grants

  • Standard rates for achievements on or after 1 April 2023 are typically £60, £140 or £240 depending on the tier. Refresher courses usually pay 50 percent of the parent course rate. Latest tables: Short course grants

Deadlines that affect payment

  • Levy Return: If your completed Levy Return is not received by the deadline published for that assessment year, CITB will hold grant payments. If it is still not received by the final cut-off, eligibility can be lost for that year. Current rules and dates: Levy Return

Other changes and what’s new

  • CITB periodically updates grant rates and qualifying standards. Check What’s new in the Grants Scheme before you plan large blocks of training: What’s new

Northern Ireland note

  • CITB NI is a separate body with different thresholds and processes. See: CITB NI grants

Levy basics for small firms

  • The GB levy applies in England, Scotland and Wales. It’s calculated on your PAYE payroll and on net CIS payments where you deduct tax. There are thresholds where small businesses are exempt or get a reduction. Use the levy calculator to estimate: Levy calculator
  • You must submit a Levy Return each year even if you are exempt. No return, no grant.

Common mistakes to avoid

  • Missing the 52-week claim windows for apprentice starts, achievements or course completion.
  • Using a provider who is not an ATO and not getting timely evidence for a manual claim.
  • Levy Return submitted late, which pauses or stops payments.
  • Wrong standard codes on claims leading to underpayment or rejection.
  • Not reconciling statements, so missed or short-paid items go unnoticed.

External

From the Academy

  • Training matrix template for construction: reminders you can copy: trainar.ai
  • Automate CSCS, CPCS and SMSTS renewals: rota holds and reminders: trainar.ai
  • Toolbox talk attendance QR code: set it up fast: trainar.ai
  • Construction phase plan made simple: trainar.ai

Video: bulk short course grant uploads (CITB)

FAQ

Do I need to pay the levy to get grants?

No. You need to be a CITB-registered, in-scope employer and you must submit your Levy Return on time. Small firms under the threshold can still receive grants if they meet the rules.

Can sole traders claim?

CITB grants are for registered employers in scope. If you are a sole trader with employees or you pay CIS subcontractors and you are registered with CITB, you may be eligible. Individuals cannot claim as private persons.

How long do I have to claim?

Apprenticeship attendance and achievement claims must be made within 52 weeks of the relevant dates. Short course claims must be made within 52 weeks of completion if not automated by an ATO upload.

What if my provider is not an ATO?

You can still claim if the course maps to an approved standard and you supply the required evidence, but it will not claim automatically. Ask t…