You’ve just put money into a training program for your employees. The team feels pumped, their skills have improved, and you expect productivity to increase. But then you see the bills, and the costs seem daunting. That’s where HRDF (HRDCorp) steps in. By submitting your claims online, you can get your money back for training expenses that qualify—changing what seems like a financial burden into a smart investment.
The issue? Many SMEs hold back because they think the claim process is complex or they’ve heard about delays. The truth in 2025 is that HRD Corp’s online system has simplified things as long as you stick to the correct steps. This guide offers a full breakdown—covering rules frequent errors, advice, and online tools—to help Malaysian SMEs get the most from HRDF (HRDCorp) funding.
Why HRDF (HRDCorp) Claims Matter to SMEs
For small and medium businesses, every ringgit counts. Training and improving employee skills often take a back seat to other running costs. HRD Corp helps companies invest in their staff without hurting their finances by paying back costs for approved training.
Picture this cycle: SMEs put money into training. This gives employees new skills. As a result, they work better. Then HRD Corp pays back the costs. This lets SMEs invest in more training. It’s not just about cutting costs—it’s about making your business ready for what’s next.
HRD Corp says over 1.8 million workers across Malaysia have taken part in paid-for training programs. SMEs that often ask for money back stay on top. They build better teams without hurting their bank accounts.
HRDF (HRDCorp) Claims Guide
Filing HRD Corp claims can seem overwhelming at first, but the process is straightforward once you understand it. Everything runs through the e-TRiS (Electronic Training Resources and Information System) portal, and SMEs usually fall under one of two schemes:
- SBL-Khas: The Training Provider (TP) manages the claim, and HRDF(HRDCorp) pays them directly.
- SBL: The Employer pays first, then submits a claim for reimbursement.
Here’s a concise step-by-step guide for 2025:
1: Pre-Training Approval (Grant Application)
- Check Eligibility & Levy: Log in to e-TRiS to confirm your company is registered, levy payments are up to date, and funds are sufficient.
- Apply Before Training: Claims are only valid with pre-approval. Without it, you cannot claim later.
- Gather Documents: Request these from your Training Provider:
- Training quotation
- Course outline (modules, objectives, schedule)
- Trainer’s certificate/accreditation
- Trainer’s profile
- Other required documents
- Submit via e-TRiS: Apply at least two weeks before training. Approval usually takes about a week. You’ll receive a Grant ID to track status.
- Tip: If unsure, refer to your TP’s instructions or the HRD Corp Support Centre.
2: During Training
- Proceed with Training: Once the grant is approved, training can begin.
- Attendance Matters: Ensure employees sign the official T3 attendance form for every session. Keep a copy for your records.
3: Post-Training Claim Submission
- SBL-Khas: The TP handles submission. Employers only need to verify, sign, and stamp the JD14 Form, then return it.
- SBL: Employers must upload invoices, receipts, and attendance lists to e-TRiS within six months of training completion.
4: Claim Processing & Payment
- SBL-Khas: HRDF (HRDCorp) pays the Training Provider directly.
- SBL: HRD Corp reviews the claim and reimburses your company’s bank account once approved.
Avoid Common Rejections:
- No pre-approval before training.
- Insufficient levy funds.
- Submitting after six months.
- Errors in T3 or JD14 forms.
- Details not matching the approved grant.
By applying early, checking levy balances, and coordinating with your Training Provider, you’ll minimise delays and rejections.
Keep in mind: Make sure all your documents are easy to read and match what you’ve told them. Even small mistakes, like getting a date wrong, can slow things down.
Want to steer clear of paperwork problems? Check out our article on HRDF Overpayment Errors to Avoid.
Rules You Should Know in 2025
HRD Corp has strict guidelines for claim eligibility. If you don’t meet these requirements, your claim will likely be turned down:
- Claim Deadline: You need to file all claims within 30 days after the training ends.
- Levy Compliance: SMEs must make sure their monthly levy contributions are up to date.
- Approved Providers : HRDF (HRDCorp)-approved providers have to conduct the training.
- Proper Evidence: You must support every expense you claim with the right documents.
Common Challenges SMEs Face
Even with digital tools, SMEs often hit roadblocks during the claim process. The main problems include:
- Documentation Errors – Missing receipts, blurry scans, or wrong details.
- Levy Arrears – Skipping monthly levy payments, which voids claims.
- Unapproved Training Providers – Picking providers HRD Corp doesn’t recognize.
- Over-claiming Costs – Adding expenses you can’t claim leading to cuts.
SMEs can dodge most of these problems by putting one HR or finance team member in charge of HRD Corp stuff.
How Going Digital Has Made the Process Better
The switch to digital has changed the game for HRD Corp claims. Compared to paper filing, SMEs now get these perks:
- Quicker claim filing
- Immediate confirmation receipts
- Up-to-the-minute claim monitoring
- Automated compliance checks
- Less reliance on paper documents
This saves time and ensures SMEs line up with Malaysia’s wider digital transformation goals.
Hands-on Advice for SMEs
To submit claims without a hitch, SMEs can follow these practical steps:
- Keep Up to Date: HRD Corp releases new circulars often. Add the official claims guide to your bookmarks.
- Apply Automated Systems: Payroll reports (like those shown here) make levy compliance easier.
- Verify Eligibility Beforehand: Make sure the training provider has HRD Corp approval before you commit.
- Keep Digital Files: Save scanned versions of all receipts and certificates.
- Connect HR Software: Programs like Info-Tech’s HR & Accounting Software make payroll, levy contributions, and claim preparation simpler.
The Importance of Timing
Delays hit the wallet hard. When you submit claims past the 30-day cutoff or leave out documents, you lose your money. For small and medium businesses running on tight budgets, this can hurt. Sending in claims on time makes sure you get your training money back fast and keeps your cash flowing.
To Wrap Up
Putting in HRD Corp claims online in 2025 doesn’t need to stress you out. If you get ready right, pay your levies on time, and use the right digital tools small and medium businesses can turn training costs into investments that pay off down the road.
Keep in mind, the goal isn’t just to file—but to file right and on schedule.
By using HRD Corp and digital tools like Info-Tech’s HR & Accounting Software, SMEs can simplify the claim process, reduce mistakes, and give attention to what really counts—helping their employees and their business grow.
Maximise your HRD Corp training funds today! Discover how Info-Tech HR & Accounting Software simplifies HRDF claims for SMEs. Contact Us For A Demo Today!!