HRDC Claimable Training: Requirements and Claim Process Explained

Malaysian employers can reclaim their entire training expenses, yet most of them fail to use this option. Businesses lose thousands of HRDC funds each year because they lack a clear understanding of the application process.

The Human Resources Development Corporation (HRDC) levy your company pays already provides you with claim eligibility. In fact, many organisations overlook how HRDC claimable training can turn these existing contributions into real value.

However, many questions still remain. How do you actually make a claim? Which types of training programmes are eligible? Which mistakes lead to rejected claims?

This guide explains the full process in simple terms, covering eligibility requirements, approved training, and how to submit your claim correctly.

What is HRDC Claimable Training?

HRDC, which people refer to as HRD Corp, operates as a Malaysian government organisation which imposes levies on companies that meet specific eligibility criteria. The collection of these levies establishes a fund which businesses can use to finance their staff development programs.

HRD Corp also registers and approves training programmes, making them eligible under HRDC claimable training schemes. Once you complete the training, your company can submit a claim for reimbursement. In simple terms, the system works like a training credit model—you contribute funds through levies and then use those same funds to train your employees when needed.

Who is Required to Register with HRDC?

Not every company is required to register. But if you fall under any of these categories, registration is compulsory:

●    Companies in the manufacturing or services sector

●    Employing 10 or more Malaysian workers, or

●    Having a paid-up capital of RM2.5 million and above

Once registered, employers contribute 1% of each Malaysian employee's monthly wages to the HRD levy.

Voluntary registration is also available for smaller employers who want access to the training grant system even if they are not legally required to join.

What Training Is HRDC Claimable?

Not all training programmes are claimable. The training must meet certain conditions before you can submit a claim.

The Training Must Be Registered with HRD Corp

This is the first and most important requirement. The training provider must be a registered SBL-Khas or an approved programme under HRD Corp's system. If the provider is not registered, your claim will be rejected.

Always ask your training provider: "Is this programme listed under HRD Corp?"

Types of Programmes That Qualify

●    Technical and vocational skills training

●    Soft skills and leadership development

●    Sales and retail training

●    Digital skills and technology programmes

●    Safety and compliance training

For example, SH Retail Academy offers training programmes that are registered under HRD Corp, making them claimable for eligible employers in the retail and service sectors.

Training Must Be for Malaysian Employees

Only training attended by your Malaysian employees is claimable. Training for foreign workers does not qualify under most grant schemes.

HRDC Claim Types You Should Know

HRDC provides multiple funding options, which include different grant schemes which meet your requirements. The following grant schemes exist to meet your specific requirements:

SBL-Khas (Skim Bantuan Latihan Khas)

This grant serves as the primary funding option; employers must submit their applications before training begins, and they will receive their funds after completing the training. The training programme requires scheduling and planning, which makes this method appropriate.

SBL (Skim Bantuan Latihan)

This method operates like SBL-Khas but provides companies with funding to support their internal training programs. The employer applies for the programme, conducts their training activities, and afterwards they can request their reimbursement.

PERLA (Pelan Latihan)

The program assists employers who need to create future training programs. You submit a yearly training plan, and HRDC approves a budget upfront. Companies use this process to handle their training requirements better through more effective claims management.

Step-by-Step: How to Submit an HRDC Claim

Here's how the claim process works from start to finish.

Step 1: Verify the Training Provider and Programme

Before anything else, confirm that:

●    The training provider is HRDC-registered

●    The programme is listed and approved

This step ensures the course qualifies under HRDC claimable training guidelines. You can check both on the HRDCorp e-TRiS portal, which is the official HRDC system.

Step 2: Submit Your Application Before Training Starts

Log in to the e-TRiS portal and submit your grant application. You will need to fill in:

●    Employee details (name, IC, designation)

●    Training programme details

●    Training dates and venue

●    Estimated costs (training fees, accommodation if applicable)

Important: You must submit the application and receive approval before the training begins. Applying after the training has taken place will result in rejection.

Step 3: Attend the Training

Once approval is granted, the employee attends the training as scheduled. Keep all original documents: invoices, receipts, attendance records, and certificates.

Step 4: Submit Your Claim After Training

Within 30 days of completing the training, please log back into e-TRiS to submit your reimbursement claim. You will need to upload:

●    Original invoice from the training provider

●    Proof of payment

●    Attendance list signed by trainer and participants

●    Completion certificate (if applicable)

Step 5: Wait for Reimbursement

HRDC will review your claim. If everything is in order, the reimbursement will be credited to your registered bank account. Processing time varies but usually takes a few weeks.

Common Reasons HRDC Claims Get Rejected

Knowing what to avoid saves you a lot of time and frustration.

●    Applying for the grant after training has already started: This is the most common mistake. Approval must come first.

●    Using an unregistered training provider: Always verify the provider's registration status on HRD Corp's portal before committing.

●    Incomplete documentation: Missing signatures on the attendance sheet or incorrect invoice details are common reasons for rejection.

●    Training not matching the approved application: If the training delivered differs from what was submitted, HRD Corp may reject the claim.

●    Claim submitted past the deadline: There is a window period after training completion to submit your claim. Miss it, and you lose the funds.

Tips to Make the Most of Your HRDC Levy

Your levy balance doesn't grow forever; it has an expiry. Here's how to use it wisely:

●    Plan your training calendar at the start of the year: This gives you time to apply for grants before each programme.

●    Check your levy balance regularly: Log into eTRiS to see what's available to claim.

●    Work with registered training providers: They often help with the grant application process, making it easier for your team.

●    Train in batches: Sending multiple employees at once makes better use of each claim.

Conclusion

HRDC claimable training offers organizations a cost-effective method to enhance employee skills because it requires them to pay only part of the training expenses. The process is straightforward once you know the steps: register, apply before training, attend, and submit your claim.

Organisations need to establish their training requirements and select certified training providers to deliver educational programs. Begin your search for HRDC claimable programmes after checking your current levy balance on eTRiS today.

Frequently Asked Questions

Can a small company with fewer than 10 employees claim HRDC training funds?

Small companies with less than 10 staff members can receive HRDC training funds. The HRD Corp registration requirement does not apply to companies with less than 10 employees because they can choose to register voluntarily.

How much time does HRDC need to approve claims?

The approval process duration depends on both the type of grant and the completeness of your application materials. The time required for grant applications to process ranges from several working days to two weeks.

Would it be possible for me to use HRDC funds to pay for online courses?

Yes. PROLUS allows you to claim both online and e-learning programmes, but the programme needs to be registered with HRD Corp and fulfil all necessary requirements.

What are the consequences if HRDC denies my claim?

HRD Corp will explain the reason for your claim denial. You can fix the problem by fixing the missing papers or wrong information, and then you can submit your application again within the time frame.