Electronic receipting (ERS) allows TEOs visibility of programme, enrolment, withdrawal, and outcome status, for its funded programmes. ERS offers two ways to capture enrolment information:
- A web application, accessed via standard browser software, for individually completing and submitting electronic enrolment, amendment, withdrawal and outcome forms.
- A web service that enables TEOs with student management systems to submit multiple enrolment information in file format.
ERS interfaces with the National Student Index (NSI) as all learners must have a National Student Number (NSN) to be enrolled via ERS.
Access and login
Login to ERS and the NSI is via the Education Sector Authentication and Authorisation service (ESAA). ESAA is an identity management, authentication, authorisation and single sign-on service for the education sector.
Resources
Forms
User guide, payment cycle, testing site...
ERS Implementation News
A bulletin for tertiary education organisations using ERS, or preparing to use ERS
ERS Developers
Resources for vendors and developers of Student Management Systems and other software that interfaces with ERS.
Related issues
Students' evidence of identity
Students that already have National Student Numbers (NSNs) from secondary school may need to provide evidence of identity to enrol in a targeted training programme.
Usually a birth certificate or passport is sufficient.
Transferring 15 year olds from one Youth Training programme to another
If a 15 year old student wants to transfer from a Youth Training programme to one delivered by a different provider:
- The new provider must write a letter to the student advising that there is a vacancy in their programme in which the student may enrol.
- The student's parent/legal guardian is responsible for applying to the Ministry of Education to request a transfer (enclosing the letter from step one with the application). The provider may support/manage this process but the application must be signed by the parent/legal guardian.
- If accepted, the Ministry of Education will send a confirmation letter to the new provider and parent/legal guardian.
- The information in the new exemption/confirmation letter (eg. ELX number) is used by the new provider to enrol the learner
Eligibility documentation must be seen before enrolling students
Before a you enrol a student in a targeted training programme, their eligibility documentation must be in your possession.
Without the documentation it is not possible to determine eligibility, so the provider is not eligible for payment for that student.
Student enrolment start dates must be on or after the date when the eligibility documentation was received by the provider (or sent to the TEC). The TEC will not back pay a provider for enrolment periods which are not supported by documentation.
Creating NSNs
Please do a thorough search in the National Student Index to see if the student already has an active NSN.
If you can't find a match on the National Student Index for a student whom you know has done a targeted training programme in the past, please contact the TEC Service Centre on 0800 601 301 before creating a new NSN.
Submitting labour market results
Labour Market results must be submitted to the TEC 60 days after a student is withdrawn from a programme, and the result submitted should reflect the location of the student on the 60th day.
Although an additional 30 days is programmed into ERS before unreported results default to NOK, this extra time should be used rarely.
Multiple employer contact details must also be noted when necessary.
Travel reimbursements to students
Youth Training
Students are reimbursed for travel at a rate of 21 cents per kilometre. For students using public transport the reimbursement rate is $15 per day. In either case the total reimbursement for travel per week is a maximum of $75.
Training Opportunities
Students are reimbursed for travel at a rate of 21 cents per kilometre. For students using public transport the reimbursement rate is $14 per day. In either case the total reimbursement for travel per week is a maximum of $70.
Provider-supplied travel
Guidelines for providers using vans or other vehicles to pick up students to bring them to the training site.
Also see the Targeted Training Handbook (PDF, 549 Kb).
Invoices
Email monthly invoices to servicecentre@tec.govt.nz by the 5th working day of the month after the month invoiced.
Please list Training Opportunities students first, then the Youth Training Students.
Maximum claimable
The maximum daily amount claimable by providers for each daily return trip to pick up students must not exceed the maximums claimable by an individual student in any one day i.e. $14 per day for Training Opportunities students and $15 per day for YT learners.
For example, if 10 Youth Training students are picked up and dropped off in a day, the claim for that day cannot exceed $150. Exceptions to this must be discussed with the Service Centre and formally approved.
It is acceptable for a primary provider to contract a secondary provider to pick up students on their behalf. In such cases, the primary provider remains responsible for invoicing the TEC, and the 2 providers involved must come to their own agreement regarding finances.
Help
Contacts
Technical problems, accessing ERS, or error messages
Contact the TEC Help Desk at 0800 HELP ER (0800 435 737) or helpdesk@tec.govt.nz
Technical problems with ESAA Login or the National Student Index
Contact Ministry of Education Sector Service Desk at 0800 422 599 or sector.servicedesk@minedu.govt.nz
Enrolment issues, eligibility criteria, or funding rules
Please refer to the Targeted Training Funding Handbook (PDF, 549 Kb), or contact the TEC Service Centre on 0800 601 301 or servicecentre@tec.govt.nz.