Grant-Funded Training Data: Exports for an HRD Corp Training Provider, SkillsFuture and Similar Schemes
An HRD Corp training provider, or a provider working with SkillsFuture Singapore, should record the facts of each class once, at the finest grain, and generate every scheme’s evidence as a separate view. Session-level attendance, trainer details and invoice data then become exports you can produce on demand, instead of spreadsheets rebuilt at claim time.
This guide compares what the two scheme operators publish as of November 2026, then shows a data design that survives rule changes. It does not cover registration, and it does not describe any file layout or portal field that the operators do not publish. Where an operator’s page is silent, we say so.
Key takeaways
- Both schemes pay on evidence that a class happened: who attended, who taught, and what was invoiced, submitted by a deadline.
- HRD Corp’s published claim steps center on daily attendance, a T3 form, a JD14 form and an invoice. SSG’s Terms add retention periods and deadlines counted in calendar days.
- Store raw attendance per person per session, then derive percentages, pass or fail and deadlines. Never store the derived number as the only record.
- Keep each scheme’s rules as dated configuration with a source quote, so a rule change is an edit and not a rebuild.
What does a grant scheme actually ask a training provider for?
A grant scheme asks for proof that a funded class took place as approved. In practice that is trainee attendance, trainer details, an invoice that matches the approved course, and, in some schemes, assessment results, all delivered before a deadline and kept for a set period in case of audit.
The wording differs by operator, so one generic “grant report” rarely works. The sections below use each operator’s own pages: HRD Corp’s support site for Malaysia and SkillsFuture Singapore’s Terms for Training Providers dated 2 October 2025 for Singapore. We could not open the Training Partners Gateway help pages, so nothing below relies on them.
What does an HRD Corp training provider have to submit to claim?
HRD Corp’s support site describes a claim made inside the provider’s eTRiS account: trainer information, daily trainee attendance, a T3 attendance form, a JD14 form and an invoice. Only approved grants with completed training appear for claiming, and the claim deadline is counted from the training completion date.
According to HRD Corp’s training provider claim guide, the provider must submit within “six (6) months after training completion”, and HRD Corp states that a claim is processed within seven working days. The same guide sets out the attendance step in two options.
- Select a training date on the calendar, mark each trainee present or absent, save, and attach the T3 form.
- Download the trainee attendance list as an Excel file, mark attendance in it, upload it as an attachment, save, and attach the T3 form.
These steps are the only file mechanics the guide describes. It does not publish a column layout for that Excel list, so do not hard-code one from a forum post.
Which HRD Corp documents depend on your attendance data?
Three documents depend on it directly: the T3 form, the JD14 form and the invoice. The guide says the T3 is completed by the provider with trainees signing daily, the JD14 is completed by the provider and then declared by the employer, and the invoice must show the employer’s name, the program title, the training date and the SST number.
That last point matters for design. If the invoice description and the attendance record are typed separately, they can disagree on the date or the employer. Generate both from the same session record.
What attendance level and evidence does HRD Corp expect?
HRD Corp’s page on factors that affect claim reimbursement states that “Trainees must attend at least 75% from the total duration of the training”. Fees are pro-rated when fewer than five trainees attend in-house physical or remote online training, unless the quotation is per person, in which case they are pro-rated regardless.
For remote online training, the T3 guidance says all trainee information is mandatory but physical signatures are not, because attendance is verified through an online generated attendance report. The generated attendance report guideline says it must show each trainee’s complete name and either log-in and log-out times or total duration, and be signed by both the provider and the employer.
Two design rules follow. Attendance must be computable as a share of total duration, and attendees must be countable per run.
What does SkillsFuture Singapore require of a training provider’s records?
SSG’s Terms require providers to generate electronic attendance records for SSG-funded sessions, report enrolment and assessment results within set windows, route funding transactions through the Training Partners Gateway, and keep specified records for three years. The clock units are calendar days, and SSG can request records, which must be produced within 14 calendar days.
These are the clauses that most affect a data model, quoted from the Terms (version dated 2 October 2025):
- Attendance: for SSG-funded course sessions the provider must “cause E-Attendance Records to be generated and submitted to SSG using SingPass” (Appendix F).
- Enrolment: reported “within fourteen (14) calendar days after the start date of that run” (Appendix E).
- Assessment results: “within twenty-eight (28) calendar days from the assessment date” when the run was only for the provider’s own personnel, and “within fourteen (14) calendar days from the assessment date in other cases” (Appendix E).
- Funding transactions: “all transactions relating to SSG Funding shall be performed through the Training Partners Gateway” (Appendix E).
- Retention: records such as trainee details and assessment records are kept “for a period of three (3) years after the completion of any run of a Registered Course” (clause 7.1), and the provider must furnish records “within fourteen (14) calendar days” of SSG’s request (clause 7.1A).
Clause 7.1B also says that, if SSG asks, the provider submits information on each attending trainee to the Training Partners Gateway before the run ends. Whether SSG specifies this for a given course is something to check per course, not something a system should assume.
How do the HRD Corp and SSG requirements compare side by side?
The two schemes need the same raw facts but ask for them in different shapes and on different clocks. HRD Corp’s published steps are built around a claim after training, while SSG’s Terms add run-time reporting windows and a retention duty. The table below sets out each requirement as published.
| Requirement | HRD Corp (support site pages) | SSG (Terms dated 2 Oct 2025) |
|---|---|---|
| Where submitted | Training provider’s eTRiS account, under Applications, then Claim | Training Partners Gateway for funding transactions |
| Attendance evidence | Daily attendance listing for every training day, with the T3 form; a generated attendance report for remote online training | E-Attendance Records generated and submitted to SSG using SingPass for SSG-funded sessions |
| Attendance threshold | At least 75% of total training duration | No percentage found in the Terms text we read |
| Trainer data | Trainer information entered in the claim | Trainer and assessor details retained (clause 7.1) |
| Assessment results | Not described on the claim pages we read | Reported within 28 or 14 calendar days of the assessment date |
| Invoice | Must show employer name, program title, training date and SST number | Invoices and receipts retained (clause 7.1) |
| Main deadline | Six months after training completion | Enrolment within 14 calendar days after run start |
| Records on request | HRD Corp may request other relevant documents for verification | Within 14 calendar days of SSG’s request |
A blank or “not found” cell is a finding, not a gap to fill with a guess. HRD Corp’s pages we read did not state a retention period, so confirm that one with HRD Corp directly before you set a purge rule.
How should an HRD Corp training provider model data for grant exports?
Model one ledger of facts and generate every scheme’s evidence as a view of it. Record attendance per trainee per session as raw events or rows, keep trainer, venue, mode and invoice links on the session, and compute thresholds, deadlines and counts at export time from rules stored as configuration.
Facts change only when something real happens or is corrected. Rules change when an operator updates its guidance, so they must not be baked into the facts.
Which facts should the system record once?
Record these facts once and reuse them in every view. Each maps to a requirement in the table above.
- Run: scheme, approved grant or course reference, start and end dates, delivery mode (in person, synchronous online), approved headcount.
- Session: date, scheduled start and end, planned duration, trainer, venue or online link.
- Attendance: trainee, session, present or absent, join and leave times for online sessions, source (roster, kiosk, platform log) and who recorded it.
- Assessment: trainee, assessment date, result, assessor.
- Money: invoice number, payer name as it must appear, line description, tax registration shown, issue date.
Why derive attendance percentages instead of storing them?
Derive them because the threshold and the measure belong to the scheme, and both can change. If you store only “78%”, you cannot recompute under a different rule, explain it to an auditor, or correct one late arrival. Store minutes attended per session and compute the share on demand.
An illustrative three-day run of 8 scheduled hours a day shows the effect. Total duration is 24 hours, so a 75% test needs 18 hours. The figures below are invented for the example, not from any scheme.
| Trainee | Day 1 | Day 2 | Day 3 | Hours | Share | Meets 75%? |
|---|---|---|---|---|---|---|
| A | 8 | 8 | 8 | 24 | 100% | Yes |
| B | 8 | 8 | 4 | 20 | 83% | Yes |
| C | 8 | 6 | 3 | 17 | 71% | No |
Trainee C misses by one hour. With raw hours stored, the shortfall is visible and any correction, such as a recorded late arrival, is an auditable edit rather than an overwrite.
Pro tip: Store the rule with its source. Keep each scheme rule as a record holding the rule text, the exact quote, the source URL, the version or date you read, and who last checked it. When an operator updates a page, you find every export it touches by searching one table.
How should deadlines, corrections and personal data be handled?
Treat each deadline as a clock that starts from a recorded date and runs under a rule. For SSG, a run starting on 3 November would have its enrolment window end on 17 November, counting 14 calendar days after the start date. Show the clock to operations staff before it expires.
Record corrections as new versions with who, when and why, never as overwrites. That supports a request like SSG’s 14-day records request, where you must produce what was held at the time. Export only the fields a scheme’s pages say it needs. SSG’s Terms refer to keeping the last four alphanumeric characters of NRIC or passport numbers for certain records, a data-minimization signal. Personal data law also applies, so involve your data protection lead.
What goes wrong with grant exports, and how do you test them?
Exports fail where two records disagree: an invoice date that differs from the attendance date, or a trainee counted as attending when the log shows a short join. Test by replaying finished runs through the export and listing every mismatch before a real claim depends on it.
These hazards are inferred from the published requirements, not observed at a specific provider. Check each against your own data:
- Headcount: for in-house physical and remote online training, the pro-rating rule for fewer than five trainees means a late cancellation can change the payout, so count attendees from attendance and not from enrolments.
- Mode: a hybrid class needs a per-trainee mode, because remote online evidence differs from physical signatures.
- Names: the generated attendance report must show each trainee’s complete name, so store legal names separately from display names.
Pro tip: Replay last quarter. Before you trust a new export, run twenty finished classes through it and have someone who files claims read the output line by line. Disagreements between the export and their paperwork show you which rule you modeled wrongly.
How do you add a third scheme without redesigning the system?
Add a scheme as a new set of rule records and a new export view, using the same ledger. Read the operator’s own pages, write each requirement into the rule table with its source, map it to a fact you already store, and flag anything missing as a data gap before you promise a customer support for it.
A short register keeps this honest. For every requirement record the following, in order:
- The requirement, quoted as the operator words it.
- The source URL, version and date read.
- The fact or facts in your ledger that satisfy it, or “gap”.
- The deadline rule and its start event.
- The retention rule, if the operator states one.
- The owner who checks the page again and the review date.
Whether to build this yourself or buy it is a separate question. Some enterprises move to custom platforms for compliance reporting, as Mundrisoft’s post on custom LMS platforms for compliance describes.
What should you do next?
Pick one scheme and one finished class, then fill the register above for it. List every field the scheme’s own pages ask for and mark which ones your system holds today. The gaps in that list are your real export requirements, and they cost far less to find now than during a claim.
If you run instructor-led classes and are choosing a platform, put the same register to each vendor in writing. SimpliTrain is Mundrisoft’s training management platform for professional training companies; its pages do not mention HRD Corp, SkillsFuture or grant exports, so ask any vendor, SimpliTrain included, to show the specific exports you need against your register.
Have a compliance specialist or the scheme operator confirm your reading before you build. Rules and portals change, and this article reflects the operators’ pages as of November 2026.
Frequently asked questions
How does a company become an HRD Corp training provider?
Registration is submitted online through HRD Corp’s eTRiS portal, and HRD Corp sets the criteria, fees and renewal terms. Check HRD Corp’s training provider pages for the current rules. This article assumes you are registered and focuses on the attendance, trainer and invoice data you need to keep once you start claiming.
What attendance do trainees need for an HRD Corp claim?
HRD Corp states that trainees must attend at least 75% of the total training duration. It also says fees are pro-rated when fewer than five trainees attend in-house physical or remote online training. Store attendance as hours or minutes per session so both the percentage and the headcount can be calculated at claim time.
Do remote online classes need signatures for HRD Corp?
According to HRD Corp’s T3 guidance, remote online training needs all trainee information but not physical signatures, because attendance is checked through an online generated attendance report. That report shows each trainee’s complete name and either log-in and log-out times or total duration, and both the provider and employer sign it.
How long must a provider keep records for SkillsFuture Singapore?
SSG’s Terms dated 2 October 2025 set three years after the completion of a run for records such as trainee details and assessment records, with some items counted from the run’s start. Providers must furnish specified records within 14 calendar days of a request. HRD Corp’s pages we read state no retention period, so ask HRD Corp.
Is there one standard export file for all grant schemes?
No standard that the operators publish. HRD Corp’s claim guide describes marking attendance in an Excel list downloaded from eTRiS, while SSG’s Terms describe submissions through the Training Partners Gateway and SingPass. Neither page we read gives a file specification for providers to build against, so keep one internal ledger and produce per-scheme views.