Navigating the HRDF claim process can be challenging, especially when you’re unfamiliar with potential pitfalls, including preparing proper documentation and meeting timelines.

Mistakes during submission can lead to delays or even rejections, impacting your team building activities.

This guide highlights the ten most common HRDF claim mistakes and how to avoid them for a smoother claim application process through HRDF Malaysia.

Key Takeaways

  • Incomplete Documentation: Missing essential documents like invoices or attendance lists leads to claim rejection.
  • Non-Certified Providers: Using non-HRDF registered providers makes your claim invalid.
  • Vague Itineraries: A lack of detailed learning objectives can result in rejection.
  • Non-Compliance: Activities without skill development focus do not meet HRDF guidelines.
  • Late Submission: Claims submitted after 6 months are automatically rejected.
  • Incorrect Codes: Using the wrong claim codes causes delays or rejection.
  • Unclear Objectives: Ambiguous training goals can invalidate your claim.
  • Exceeding Budget: Claims beyond your levy balance won’t be reimbursed.
  • Poor Records: Incomplete trainee attendance or feedback forms can derail your claim.
  • Faulty Invoices: Invoices missing key details lead to claim rejection.

 

1. Incorrect or Incomplete Documentation

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Submitting requests for HRDF claims requires specific documents (to verify and process your claims. 

Essential documents include invoices, detailed itineraries, attendance lists, and certificates of completion. 

Improper documentation happens due to oversight, lack of familiarity with HRDF requirements, or rushed submissions. Sometimes, companies fail to provide all necessary documents because of internal miscommunication or poor organisation.

Missing or incorrect documents can lead to immediate rejection or long application and payment processing delays.

Tip: Create a checklist of all required documents and verify them before submission. Assign a team member to double-check for completeness and accuracy.

2. Using Non-HRDF Certified Training Providers

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HRDF claims are only valid if the training provider is registered with HRD Corp (HRDC).

Employers may assume any training provider is qualified or fail to check the provider’s registration status.

Using a non-certified provider means your claim will be rejected, resulting in wasted time and money.

Tip: Always confirm that the training provider is HRDF-certified. Request their HRDF registration number or check the official HRDF website for HRDF claimable training list before booking.

3. Lack of Detailed Itinerary

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HRDF needs proof that the structured training programmes and activities are developmental, not just recreational.

Employers sometimes focus more on logistics and overlook the need for detailed documentation showing the educational aspects of the training.

Not having a detailed itinerary that doesn’t outline the schedule and learning components of team building activities will lead to rejection.

Tip: Prepare a detailed itinerary that specifies (1) timeline of each activity, (2) descriptions of the activities, (3) facilitators involved, and (4) expected learning outcomes.

4. Non-Compliance with HRDF Requirements

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HRDF requires team-building activities to focus on skill development, such as leadership or communication.

Most companies are unclear with HRDF claim guidelines without aligning them with training developmental goals.

Your claim will be rejected if you don’t mention learning components clearly in the submission.

Tip: Ensure the activities focus on skill-building such as communication, leadership, or problem-solving. Align the program with your company’s goals.

5. Late Submission of Claims

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Claims must be submitted within 6 months of completing the training.

Late submissions are automatically rejected due to internal delays, lack of awareness of deadlines, or procrastination, which often leads to missed deadlines.

By not submitting your claims on time, the company has to cover the training cost themselves.

Tip: Set reminders and submit claims promptly after the training ends. Don’t wait until the last minute.

6. Incorrect Claim Codes

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Each training type has a specific HRDF claim code. Using the wrong code causes delays.

Employers may use the wrong claim codes for submission due to the lack of understanding of HRDF guidelines, using outdated forms, or clerical errors.

Incorrect codes delay processing or result in rejection.

Tip: Check the latest HRDF guidelines or consult HRDF or your training provider to ensure you use the correct code.

7. Vague Training Objectives

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HRDF claims need to show how the training benefits employees.

Some companies don’t define clear learning objectives in their HRDF claim form.

HRDF may reject claims that clearly showcase how the training caters to upgrading skills or improving.

Tip: Clearly outline objectives such as improving communication skills, leadership abilities, or teamwork. Ensure they are measurable and specific.

8. Exceeding Budget Limits

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Claims must stay within your HRDF levy balance or budget limits set by HRDF.

Companies may plan expensive programs without checking their levy balance, which may exceed the budget limit.

Claims that exceed the budget will not go into reimbursement, leaving the company to cover the costs.

Tip: Check your HRDF levy balance and budget before planning any training.

9. Poor Record-Keeping

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Accurate participant records, such as trainee attendance sheets and feedback forms, are crucial for claims.

Disorganised processes, oversight during the event, or failure to collect participants’ signatures lead to incomplete records, which can invalidate your claim, even if all other documentation and details are correct.

Tip: Keep a systematic process for recording trainee attendance and feedback. Ensure participants sign in and out properly.

10. Non-Compliant Invoices or Receipts

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Providers may issue incomplete invoices, or employers may fail to verify these details before submission.

Some providers issue incomplete invoices, or employers fail to verify them before submission.

HRDF requires information in invoices such as the provider’s name and registration number, itemised breakdown of costs, and official letterhead with contact details.

Tip: Double-check that your invoices include all required details before submitting your claim.

Learn how to claim HRDF through the e-TRIS dashboard online for grant application and claim approval.

 

Conclusion

Avoiding these common HRDF claim mistakes ensures a smoother approval process and maximises the benefits of your team-building activities. Staying organised and informed can save your company time, money, and unnecessary frustration.

As an HRDF-certified training provider, My Weekend Plan offers expert guidance and HRDF claimable team building programs to ensure your claims are accurate and hassle-free.

Contact us today to simplify your HRDF claim procedure and organise effective team building activities!