10 Steps to Apply HRDF Claimable Team Building in Malaysia
January 10, 2025
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Team building activities are crucial for improving communication, leadership, and teamwork in your organisation.
Did you know you can make these activities HRDF claimable and save costs?
By making these activities HRDF claimable, you can grow your team without worrying about budget constraints.
This guide explains five simple steps to apply HRDF claimable team building in Malaysia. From selecting the right providers to understanding the application process, these steps will help you get the most out of your HRDF benefits.
Key Takeaway
Check Eligibility Criteria: Ensure your company is registered under the HRDF/HRD Corp Act 2001 and contributes to the levy
Select a Registered Team Building Provider: Choose a provider registered with HRD Corp for team building HRDF claimable programs.
Choose a Program that Aligns with Your Goals: Pick activities that meet your team’s learning objectives.
Proper Documentation to Be Provided: Ensure the provider supplies all required HRDF documents.
Meet HRDF Requirements: Follow guidelines for location, hours, and participant numbers.
HRDF Application Process: Submit documents on time and track the approval process carefully.
HRDF Claim Request: Submit required documents to request for claims
To apply for HRDF funding, your company must be registered under the HRDF/HRD Corp Act 2001 and must contribute to the HRDF levy. The levy is a mandatory fund that certain Malaysian employers contribute to, supporting employee training and development.
Use your company’s registration details (ROC/ROB number) to check your contribution status, based on the HRDF contribution guideline.
If you need more clarification, contact HRD Corp via their customer service hotline or email for confirmation.
Eligible Industries
Not all companies are covered by HRDF. Your company must belong to specific sectors such as manufacturing, services, mining and quarrying.
Check the HRD Corp website for the latest list of eligible industries.
If you still need clarification, contact HRD Corp directly for assistance.
1. Select HRDF Certified Trainers
Choose a team building provider certified by HRD Corp (formerly HRDF). These providers are authorised to offer HRDF claimable team building programs, whether they are virtual, indoor or outdoor team building.
They meet HRDF requirements to ensure your team building activity qualifies for funding.
What to Look for in a Team Building Training Provider:
Track Record: Proven success with HRDF claimable programs
Testimonials: Positive feedback from clients that shows a good indicator of reliability and quality of team building trainer
Training Criteria: Programs focus on improving workplace skills such as communication, leadership, and problem-solving that meet HRDF guidelines
Expertise: Understand your company’s needs and identify specific team building skills or performance gaps that need improvement.
Safety: Prioritises safety, has proper risk management practices, and conducts activities in a safe environment
Visit the HRD Corp website for a list of HRDF certified providers.
My Weekend Plan has a 98% success rate in delivering HRDF claimable team building activities. They offer unique programs tailored to your needs, ensuring fun and effective team growth.
2. Choose a Program that Aligns With Your Goals
Selecting the right team building packages is key to ensuring it adds value to your organization and qualifies for HRDF claims. Focus on programs that meet your team’s learning and development goals.
Communication: Activities that help team members share ideas clearly, listen actively, and express themselves confidently
Leadership Training: Exercises designed to enhance decision-making, delegation, motivation, and the ability to lead teams effectively
Team Collaboration: Challenges that encourage teamwork, cooperation, and building trust among team members
Problem-Solving: Scenarios that require creative thinking, strategy, and quick decision-making to overcome challenges
By identifying these goals, you ensure that the program is not just enjoyable but also improves your team’s performance and skillset.
The team building program needs to have a valid SBL-Khas code (Skim Bantuan Latihan). This code indicates that HRD Corp has pre-approved the program for funding.
Ask the provider for the SBL-Khas code for the specific program. Confirm that the code matches the course details and is still valid.
3. Ensure Proper Documentation is Provided
Proper documentation is critical for a smooth HRDF claim process. Without the right paperwork, your claim could be delayed or rejected. Make sure your team-building provider offers the following documents:
Prepare the following documents:
Document
Description
HRDF Claim Form (Form T3)
The official form required to apply for HRDF funding. Download from theHRD Corp website.
Quotation/Invoice
A detailed breakdown of costs provided by the HRDF-certified team-building provider. Includes provider details and total cost.
Training Schedule & Itinerary
A detailed outline of the team-building activities, including start and end times, activity descriptions, and breaks.
Trainer Profiles
Information about the team building facilitators, including their qualifications, experience, and certifications (if applicable).
Course Details
The title, objectives, and expected outcomes of the team-building activity to show how it benefits employees.
Attendance Sheet
A document signed by participants as proof of attendance during the team-building session.
Payment Receipt
Proof of payment issued by the training provider, confirming the program was paid for.
Training Photos (if required)
Photos taken during the training session to provide additional proof of the activity being conducted.
Having these documents ready ensures a seamless claim process and helps you avoid unnecessary delays.
Once you have gathered the supporting documents, the next step is to apply for HRDF funding from HRD Corp, based on the provided registration requirements online.
4. Meet HRDF Requirements
To be eligible for HRDF claims, your team building event must meet certain requirements regarding the venue, duration, and participants.
Team Building Venue
The location should be a registered training venue or a place suitable for educational activities, such as training halls or seminar rooms.
The venue must be at least 100 km away from your organization’s office.
Ensure the venue complies with HRDF-approved standards.
Duration
Team-building programs must meet the minimum training hours required by HRDF.
The sessions should be at least 4 hours or more to qualify for HRDF claims.
Participants
Each session should have at least 10 participants and no more than 35 per trainer.
Ensure all participants are registered employees of your organization.
Meeting these criteria ensures your team building event qualifies as an HRDF-claimable activity.
5. Understand the HRDF Application Process Online
Filing a successful HRDF claim requires understanding the application process and meeting deadlines. Follow these steps to ensure a smooth process:
Log in to e-TRIS System
Go to the e-TRiS portal, HRD Corp’s portal for managing applications and claims.
Use the username and password you received during HRDF registration. If you’re logging in for the first time, you may be prompted to change your password for security purposes.
If you forget your password, click ‘Forgot Password?’ to reset it. Ensure your internet connection is stable and use a supported browser (e.g., Google Chrome or Microsoft Edge).
Go to ‘Grant’ Section
Navigate to the ‘Grant’ option in the menu on the dashboard and select ‘Apply Grant’ from the dropdown menu to start your application.
Enter Course Information
Enter the following information accurately:
SBL-Khas Code: This code is provided by your HRDF certified team building provider
Course Title: The exact title of the team-building program
Provider Information: The name and details of the training provider (address, contact number, etc.)
Ensure there are no typos or errors in the information you enter, as mistakes can cause delays in processing.
Upload Required Documents
Attached the following documents and details for submission:
Document
Description
Company Registration Documents
Form 9 (Certificate of Incorporation)
Form 24 (Return of Allotment of Shares)
Form 49 (List of Company Directors)
Employer Details
Company name, address, and contact information
Business registration number (ROC/ROB)
Sector and industry classification
Bank Details
Company bank account information for levy payments and reimbursement
HRDF Claim Form (Form T3)
The official form required to apply for HRDF funding
Quotation/Invoice
Detailed cost provided by the training provider
Training Schedule & Itinerary
Detailed outline of team building activities
Trainer Profiles
Qualifications and team building experiences of the trainers
Course Details
Title, objectives, and outcomes of the team-building activity
Upload documents in PDF format to ensure compatibility. Check that each file is within the allowable size limit (typically 5MB per file).
Ensure all required documents are uploaded. Missing documents can lead to application rejection.
Review & Submit
Review all the information and documents you’ve entered and uploaded. Look out for any errors or missing details.
Once you’re confident everything is correct, click the ‘Submit’ button.
You’ll receive a confirmation message or email acknowledging that your application has been submitted successfully.
Tips for First-Timer Applicants:
Save a Copy: Download or print a copy of your application for your records
Follow Up: If you don’t receive a confirmation email, check your spam folder or contact HRD Corp support
Be Prompt: Submit your application at least 2 weeks before your planned team-building date to allow time for processing
6. Registration Approval Process
Wait for Approval
After you submit your HRDF application through the eTRiS portal, HRD Corp will review it, which takes five to ten working days.
During this time, HRD Corp checks that all information is correct and that the submitted documents meet their requirements.
Keep an eye out for your email and eTRis dashboard for updates.
Approval Notification
You will receive an email notification once your grant application has been approved. Save the approval email and any reference numbers provided.
If there are any issues, HRD Corp may request additional information or clarification. Respond promptly to avoid delays. Confirm the approved details, such as the course title, date, and funding amount.
7. Conduct the Training
Proceed with Training
Once approved, proceed with the team-building activity on the scheduled date.
Ensure that the training follows the approved schedule and itinerary submitted during the application.
Inform your team and participants in advance about the details of training grants and expectations.
Document Attendance
During the team-building session, ensure that:
All participants sign the attendance sheet as proof of participation.
The date and time on the attendance sheet match the approved schedule.
This document is crucial for submitting your claim, so ensure it’s clear and accurate.
Take photos of the training session, including group activities and trainer-led segments, if required by HRD Corp.
8. Submit Claim for Reimbursement
Log In to e-TRiS
After the training is completed, go to the e-TRiS portal.
Log in and navigate to the ‘Claim’ section with your user ID and password.
Upload Required Supporting Documents
Attached the following documents to support your claim:
Document
Description
Signed Attendance Sheet
Proof that participants attended the training. Ensure all signatures are clear and complete.
Quotation/Invoice
Detailed invoice from the training provider showing the cost of the team-building program.
Payment Receipt
Receipt confirming you have paid the training provider.
Training Photos (if required)
Photos of the training activities as additional proof of the event taking place.
Submit Claim
Once all documents are uploaded, review everything carefully.
Click ‘Submit’ to finalise your claim.
Keep a record of your claim submission for reference.
9. Receive Reimbursement
Claim Processing
HRD Corp will process your claim within 14 working days.
They will review the submitted documents during this time to ensure everything meets their guidelines.
Payment
Once approved, the reimbursement will be deposited into your company’s registered bank account.
You will receive an email confirming the successful reimbursement.
If the payment is delayed, follow up with HRD Corp to check the status of your claim.
Get Support from My Weekend Plan
Planning your team-building activity and handling HRDF documentation can be overwhelming, especially if it’s your first time. At My Weekend Plan, we not only offer fun, engaging, and impactful team-building programs but also assist you with:
Complete Documentation Support: We provide all the necessary paperwork for HRDF registration
Hassle-Free Process: Our team guides you through the entire application process to ensure smooth submission and approval
Customised Training Plans for Team Building: Our programs are tailored to meet your company’s objectives and HRDF requirements
With My Weekend Plan, you can focus on building a stronger team while we handle the rest!
All our programs are up to 100% HRDF claimable! My Weekend Plan also provides full documentation support and customizable activities to suit your organization’s needs, making your planning process smooth and stress-free.
Conclusion
By following the necessary steps and guidelines, you can easily and without delay apply for HRDF funding for your team-building activities.
Having the HRDF funding for your activities can foster stronger team dynamics without straining the company’s budget.
Don’t miss out on the opportunity to invest in your team’s growth and cohesion while optimising your HRD Corp contributions with My Weekend Plan where we can help you in documentation for your HRDF registration.
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