How to Apply for HRD Corp Claims in Malaysia – A Complete Walkthrough

Applying for HRD Corp claims online can feel like cracking the code, but worry not, this guide is here to simplify that process. Whether you’re a first-timer or just need a refresher, we’ll walk you through the whole process in a way that actually makes sense. From figuring out if your company’s eligible to getting all that paperwork sorted without losing your mind, we’ll break it down into simple steps. Think of this as your go-to cheat sheet for claiming those training funds.

We know how overwhelming these applications can get, especially when you’re staring at forms that look like they were designed to confuse you on purpose. That’s why this guide from InPsyful Malaysia doesn’t just tell you what to do, it gives you tips to avoid common mistakes, explains what documents you really need, and even how to deal with delays (if it happens). So, take a deep breath and let’s get those HRD Corp claims sorted, step by step.

Is Your Training HRD Corp-Claimable? Here’s How to Find Out

If you’re an employee looking to get your training covered under the HRD Corp (formerly HRDF) scheme, here’s what you need to know. First off, your employer needs to get approval from PSMB’s Secretariat before anything can happen. Once that’s sorted, they can choose the training that fits the company’s goals and helps you level up your skills. But don’t worry, InPsyful will lay out the guidelines to help you understand how you can benefit from it.

The training program itself can be super flexible, whether it’s on-the-job, off-the-job, or a combination of both. If the training requires a certain expertise, it could even come from an external trainer or someone from overseas. But, for you to actually get the funding, the program needs to be well-structured, with (1) clear objectives, (2) specific lessons or activities, (3) qualified trainers, and (4) an assessment to see if you’ve hit the training goals. So it can’t be just any kind of training. All these efforts to make sure you’re getting the best possible training and that it’s done right.

Good news! All of InPsyful’s training programs and courses are HRD Corp claimable, so you can apply straightaway. Consider everything taken care of – our training providers are approved, and all the necessary documentation will be in place to make your claim process smooth and easy. Besides, we’ve designed our programs to meet HRD Corp’s guidelines, so you don’t have to worry about missing out on any financial support.

HRDC Claim Application Process

Step 1 – Know What Type of Training You’re Signing Up For

Training comes in several forms. First off, there’s In-House (F2F/Virtual). This means the training could either happen face-to-face or online, all within your company. It’s very convenient because you don’t have to leave your workplace, and sometimes it’s tailored to your company’s needs. 

Then, we have Public (F2F/Virtual). Same idea, but this type of training is open to everyone, not just your colleagues. You might be in a room with people from other companies, or it could be online. 

If you’re someone who prefers flexibility, Hybrid is the way to go, as it mixes in-person and virtual. And finally, there’s eLearning if you want to learn at your own pace and time.

Step 2 – Figure Out How Much You’re Eligible to Claim

Alright, so here’s what you need to do. Take this information and share it with your employer so they can help you with the claiming process. Let them know about the allowances and expenses that can be covered, including meal allowances, trainer fees, travel costs, and materials. Your employer will be the one responsible to submit the claims and handle the paperwork, so just make sure they have all the details and necessary documentation to get the training costs reimbursed smoothly.

(I) Training at the Employer’s Premise	(A) Trainee Allowances and Trainer Costs	Meal Allowance:  – RM50 per person, per day for in-house programmes (minimum 4 hours). – RM25 per person, per day for half-day programmes
	(B) Allowances for trainees from other branches and external trainers	– If they’re ≤ 100 km away: Max RM250 per person, per day. – If they’re > 100 km away: Max RM500 per person, per day.
	(C) Overseas Trainer Daily Allowance	RM400 per day (if you’re bringing in a trainer from abroad).
	(D) Air Tickets	Attach your invoice from the travel agency.
	(E) Consumable Training Materials	You can claim up to RM100 for items like A4 paper, marker pens, and mahjong paper, no need for supporting documents.

(II) Training at the External Premises/Hotels	(A) Allowances for trainees from other branches and external trainers	– If they’re ≤ 100 km away: Max RM250 per person, per day. – If they’re > 100 km away: Max RM500 per person, per day.
	(B) Overseas Trainer Daily Allowance	RM400 per day for trainers coming from abroad.
	(C) Air Tickets	Just attach the invoice from your travel agency.
	(D) Transportation	You can claim based on your quotation.
	(E) Consumable Training Materials	You can receive up to RM100 for items like A4 paper, markers, etc., with no supporting docs needed.
	(F) Remote Online Training (ROT)	You can claim RM100 for internet data costs per group for in-house remote online training.

Remember to keep your receipts, invoices, and breakdowns handy, so everything gets claimed properly! For more in-depth information, we recommend downloading and checking out the HRDC allowable cost-matrix here.

Step 3 – Applying for the Grant

Your employer needs to handle this step, and it has to be done at least 7 days before the programme starts to make sure there’s enough time for processing. A lot of them tend to miss this deadline or keep pushing it forward, and when that happens, the approval process gets delayed too. And if they’re unsure how to go about it, no worries, you can help them out by sharing these instructions below.

1. Access the e-TRiS Portal at https://e-tris.hrdcorp.gov.my. If they’re new, have them register their company and set up an account. 

2. In the e-TRiS Portal, go to the Grant Application section and provide the following details:

• Programme Details: Course title, dates, and venue (physical or virtual).
• Employee Details: Names and roles of participants.
• Cost Breakdown: Trainer fees, travel, materials, meal allowances, etc.

Documents to Attach: 

• Trainer’s certifications or profiles.
• Detailed cost estimates or quotations.
• Course brochure (if available).

3. HRD Corp will review the application and notify your employer via email or the e-TRiS portal if it’s approved or if additional details are required.

4. Once approved, proceed with the training as planned! Make sure you stay on top of things and team up with your training provider to get all the required documents sorted. This will make it way easier when it’s time to submit your post-training claims. A little prep now saves a ton of hassle later.

Step 4 – Claim HRD Corp Funds After Training

Again, employers are the ones who need to submit the training claims, and they’re given a 6 months period after the training’s done to get it in. Also, make sure that the training provider’s claims are approved by HRD Corp first before your employer submits theirs. 

Here’s how the process works: 

1. Log in to the Employer’s eTRiS account.
2. Click on “Applications.”
3. Click on “Claim.”
4. Select “Submit Claim With Grants.”
5. Click “Claim” in the Action Column. Keep in mind that only the approved grants with completed training will show up here, so if you don’t see anything, it’s probably not ready yet.
6. Provide the contact details of the Officer to be Contacted. If the person’s name isn’t listed, just select “Others” and provide their info. Then click “Next.”
7. Then, all the details from your Grant application will show up here. Double-check everything, and if they’re all good, click “Next” to verify.
8. Fill in the trainer information. This info should be updated by the Training Provider. After you’ve checked it, click “Next.”
9. Now, key in trainee attendance. Again, this should be updated by the Training Provider. Fill it in, then click “Next.”
10. Fill in the trainee attendance form, which again, needs to be updated by the Training Provider. Once completed, click “Next.”
11. FIll in the claim amount for each allowable claim item (see Step 2). Enter the correct amounts, upload any supporting documents required, and click “Next.”
12. FIll in the employer declaration form to verify the item’s/claim’s legitimacy. Check the pledge box to confirm, then click “Save & Submit” to officially submit the application.

Once your employer has submitted your claim, HRD Corp will review and check everything within 5 working days. If everything’s good to go, they’ll send the approval letter to your employer via email. So, keep an eye on that inbox and don’t panic if it takes a few days.

Common Reasons Why Your Claims are Rejected

1. Late submissions: Remember, your employee is given 6 months from the end of the training to submit your claim. If they miss this deadline, unfortunately, the claim will be rejected.
2. No Pre-Approval for Training: If your employer didn’t get HRD Corp’s approval before the training started (see Step 3), the claim won’t be accepted.
3. Missing or Incomplete Documents: If you forget to include any required documents, like the proposal, attendance sheets, trainer details, etc., HRD Corp won’t be able to process the claim.
4. Claiming Unapproved Expenses: HRD Corp only allows certain claims, such as trainer allowances, consumables, transport, etc. If you try to claim something that isn’t approved, the claim will be automatically rejected.
5. Incorrect or Inconsistent Information: If there are any mistakes in the details, like incorrect dates, trainer info, or attendance discrepancies, it could cause a rejection. 
6. Incomplete Training or Missing Hours: If the training didn’t meet the required hours or wasn’t completed as planned, the claim will not be processed.
7. Ineligible Trainees or Trainers: If the trainees or trainers listed in your claim don’t meet HRD Corp’s eligibility criteria, the claim will not be accepted.
8. Missing Steps in the Application Process: If your employer misses any steps in the claim process or forgets to submit the right forms, HRD Corp may reject the claim.
9. Unapproved Training Provider: If the training provider isn’t approved by HRD Corp, their services can’t be claimed for. Make sure your training provider is registered before you start the training.
10. Incorrect Amount Claimed: If the amount you’re claiming doesn’t match the approved limits or isn’t supported by valid invoices, HRD Corp won’t approve it. 

All Prepped? Here’s to Getting the Claims You Deserve! 

You’re totally on track, but if there’s anything that’s still a bit unclear about the HRDF claim process or you need extra guidance, don’t be shy to reach out. Whether it’s questions on the paperwork or just needing a hand with the steps, we’re here to help you navigate through the tricky bits. Reach out to us anytime, we’re in this together!