HRDF Malaysia: 25 HRDF FAQs for Employers and HRDF Training Provider [2024/2025]

HRDF Malaysia, now rebranded as HRD Corp, is an essential institution that helps businesses upskill their employees through HRDF training and HRDF claimable courses. For employers and HRDF training providers, understanding the processes, requirements, and available benefits is crucial. Below are 25 frequently asked questions (FAQs) / HRDF FAQs that provide a comprehensive guide to HRDF Malaysia’s key services and obligations.

For Employers

1. Who is required to register with HRDF Malaysia?

All Malaysian companies with 10 or more local employees are required to register with HRDF Malaysia. Companies with 5 to 9 employees have the option to register voluntarily​.

2. How can employers register with HRDF Malaysia?

Employers can register by submitting Form 1 along with relevant documents, including company registration forms, the latest EPF statement, and company profiles via the HRD Corp portal​.

3. What documents are required for HRDF Malaysia registration?

Documents such as Form 9, the latest EPF statement, and the company’s annual report are needed for HRDF registration​.

4. How is the HRDF levy calculated?

The HRDF levy is 1% of the monthly salary for companies with 10 or more employees. For companies with 5 to 9 employees, if they choose to register, the levy is 0.5%​.

5. What happens if an employer fails to register with HRDF Malaysia?

If an employer fails to register, they can face fines of up to RM10,000 or imprisonment for up to one year, or both​.

6. What is Skim Bantuan Latihan (SBL) under HRDF Malaysia?

SBL is a primary scheme provided by HRDF Malaysia that allows employers to identify their own HRDF training needs and apply for HRDF claimable courses​.

7. How do employers submit claims for HRDF claimable courses?

Claims for HRDF claimable courses must be submitted online via the e-TRiS system after the completion of HRDF training. Employers need to include documents such as tax invoices and attendance records​.

8. What is the deadline for submitting HRDF Malaysia training claims?

Employers must submit claims within six months of completing an HRDF course or training program​.

9. What are the penalties for not paying the HRDF levy?

Employers who fail to pay the HRDF levy on time may face fines of up to RM20,000, imprisonment, or both. Additionally, a 10% yearly interest applies for every day of delay​.

10. Are there exemptions from the HRDF levy for certain sectors?

Yes, during the COVID-19 pandemic, sectors such as tourism were temporarily exempt from paying the HRDF levy. It is advisable to check for current exemptions directly from HRDF Malaysia​.

11. What are the benefits of registering with HRDF Malaysia?

Registered employers can access HRDF claimable courses, apply for HRDF training grants, and upskill their workforce, improving overall productivity and competitiveness​.

12. How can employers check their eligibility for HRDF Malaysia?

Eligibility is based on sector criteria. Employers can submit Form 1 to HRDF Malaysia, and the corporation will confirm eligibility after processing the form​.

13. What happens if an employer ignores HRD Corp’s registration letter?

Ignoring the HRDF Malaysia registration request can result in a fine of up to RM2,000​.

14. What is the e-TRiS system under HRDF Malaysia?

The e-TRiS system (Electronic Transformed Information System) is a comprehensive online platform provided by HRD Corp under HRDF Malaysia to streamline administrative processes for employers and training providers. It is designed to manage various aspects of HRDF-related activities, including registration, grant applications, and claims submissions. Here are some key features of the e-TRiS system:

1. Employer Registration and Profile Management: Employers can use the system to register their company, update their profile, and manage important information such as company details, employee numbers, and levy contributions​.
2. Training Grant Applications: The system allows employers to apply for HRDF training grants under various schemes (such as SBL-KHAS). Employers can input course details, attach relevant documents (e.g., training schedules, invoices), and track the approval status of their applications​.
3. Claims Submission: Once training is completed, employers can submit claims through e-TRiS. The system provides a step-by-step process where employers upload required documents (e.g., attendance lists, receipts) to claim reimbursement for the training costs​.
4. Tracking and Notifications: e-TRiS allows employers to track the status of their grant applications and claims in real time. Once the application is approved or processed, employers receive email notifications with updates​.
5. Levy Management: Employers can monitor their levy contributions and balances directly through the e-TRiS system. This feature ensures transparency and helps employers make better decisions about utilizing their levy for training programs​.
6. Customizable Reports: e-TRiS provides reporting features that allow employers to generate reports on their training programs, claims history, and financial data related to HRDF. This helps in auditing and maintaining records for future reference​.

The e-TRiS system is essential for employers and training providers to efficiently manage their interactions with HRDF Malaysia, from registering their business to claiming financial support for training initiatives.

15. What types of HRDF claimable courses are covered under HRDF Malaysia?

HRDF Malaysia offers a variety of HRDF claimable courses designed to help employers upskill and retrain their employees. These courses cover a wide range of areas to meet different operational and business needs. Here are the primary types of claimable courses:

1. SBL-KHAS Scheme: This scheme allows employers to use their levy to fund specific training courses aimed at upskilling their workforce. The course fees are deducted from the company’s levy balance with HRD Corp upon approval of the training program​.
2. PROLUS Scheme: Employers can send their employees for training without prior approval under this scheme. The claim process occurs after the training, and reimbursement is made according to the Approved Training Programme (ATP) status​.
3. On-the-Job Training (OJT) Scheme: This type of HRDF claimable course focuses on practical training within the work environment. Skilled workers or supervisors train new employees on relevant tasks, promoting the transfer of job-specific skills​.
4. Pelan-Latihan-Tahunan (PLT) Scheme: Employers can submit an annual training plan to ensure continuous development of their employees’ skills throughout the year. HRDF assists in crafting this plan through consultancy programs​.
5. Other Soft Skills and Compliance Training: Popular HRDF claimable courses also include leadership development, business communication, customer service, and compliance training. These are essential for developing employees’ interpersonal and professional skills​.

Employers must ensure that the courses they select are offered by HRD Corp-registered training providers and meet the necessary criteria for HRDF claims. For specific training needs, customized programs can also be developed based on a company’s unique requirements​

16. Can employers apply for financial support for overseas training?

Yes, HRDF Malaysia provides financial assistance for overseas HRDF training, provided that all supporting documents, such as itineraries and receipts, are submitted​.

17. What happens if the number of employees falls below 10?

Even if the number of employees drops below 10, the 1% levy still applies for registered employers under the compulsory category​.

18. Can unused HRDF levies be forfeited?

Yes, unused HRDF levies can be forfeited if certain conditions are not met. According to the HRDF guidelines, employers must utilize the levies they contribute by applying for training grants and conducting HRDF claimable training courses within a specified period. If no claims are made within this period, the unused levies may be forfeited by HRD Corp. This rule is intended to ensure that employers actively participate in upskilling their employees and make use of the funds set aside for workforce development.

Key points regarding levy forfeiture:

• Employers need to make claims for eligible training programs within the stipulated period, typically within five years from the last financial assistance provided.
• If no claims are made, the levies contributed over time are at risk of being forfeited.
• Forfeiture may occur if the employer does not submit any claims or engage in training programs after a long duration of inactivity.

Additionally, employers can avoid forfeiture by staying active in utilizing their levy payments for training their employees and regularly submitting claims via the e-TRiS system.

19. How can employers verify their HRDF registration status?

To verify your HRDF registration status as an employer, follow these steps:

1. Login to the HRD Corp e-TRiS system: After registration, you will receive an email containing your User ID and password, which you can use to access the e-TRiS system.
2. Navigate to Profile Management: In the menu, select Profile Management and click on View Registration Status.
3. Enter your company details: Input your MyCoID or Company Name, and click the Search button.
4. Check the result: The system will display your registration status under Employer Status. You should also check your email for a registration confirmation if you recently applied.

For more details, registered employers will also receive an invitation to an onboarding session, which provides an overview of the HRD Corp system and how to manage applications and claims​

20. Who can employers contact for assistance with HRDF Malaysia?

Employers can contact HRDF Malaysia through the official HRD Corp portal or via email for support with registration or claims​.

For HRDF Training Providers and HRDF Trainers

21. How can I become an HRDF training provider?

To become an HRDF training provider, you must follow these key steps:

1. Company Registration: Ensure your company is registered with Suruhanjaya Syarikat Malaysia (SSM) or any relevant authority if you’re a society or association. Your business must include “training or consultancy services” in its objectives.
2. Prepare Documents:
   • Complete registration forms from SSM or Registrar of Society.
   • A copy of the company’s constitution (or nature of business) that includes training as a service.
   • The Training Provider Integrity Pact and Master Services Agreement (MSA), which are mandatory documents.
3. Online Application:
   • Log in to the e-TRiS system via the HRD Corp website.
   • Navigate to Profile Management > Training Provider and follow the prompts to complete your registration.
   • Attach supporting documents (ensure file sizes are under 5MB).
4. Processing Fee: The fee is RM1,000, and registration is valid for one year. You will be prompted to make the payment once pre-approval is granted by HRD Corp.
5. Approval Time: The process typically takes about three working days, but this can vary based on application volume and any queries that arise during the review.
6. Renewal: It’s important to renew your status three months before it expires to avoid any disruption to your provider status.

These steps apply whether you’re starting as a new HRDF training provider or renewing your status. Co-working spaces are allowed if your company has a designated room, and home-based offices are accepted with photos as proof.

For detailed guidance, you can access HRD Corp’s official portal for the full application process​

22. What are the requirements to become an HRDF trainer?

To become an HRDF trainer, you must complete HRD Corp’s Train-the-Trainer (TTT) program. After certification, you are eligible to conduct HRDF claimable training​.

23. What are the HRDF claimable rates for trainers per day?

HRDF claimable rates for trainers depend on the mode of training:

• Online HRDF training: RM500 to RM1,000 per day.
• Offline (in-person) HRDF training: RM1,000 to RM1,500 per day​.

24. What is the maximum number of participants allowed in HRDF claimable courses?

Typically, the maximum number of participants for HRDF claimable courses ranges from 25 to 35, depending on the specific HRDF training program and course type​.For HRD Corp claimable training programs, the maximum number of participants (pax) varies based on the type of training and the course subject. Here are the details:

1. Technical Training:
   • Maximum of 25 participants per session with a single trainer.
2. Soft Skills Training:
   • Maximum of 35 participants per session with a single trainer.
3. Minimum Requirement:
   • For both types of training, the minimum number of participants is 2.

Additionally, the training must last for a minimum of four (4) hours per session, whether it’s face-to-face or remote online training. For smaller groups (fewer than 5 participants), the claimable fee per day will be prorated​.

25. How do trainers submit claims for HRDF training?

Trainers can submit claims via the e-TRiS system after completing HRDF training. Required documents include attendance sheets, course evaluations, and tax invoices​.

Wrapping Up HRDF FAQs

HRDF Malaysia offers a wide range of support for both employers and HRDF training providers, helping businesses upskill their workforce through HRDF claimable courses. By understanding the registration processes, claim procedures, and benefits, employers and trainers can maximize their contributions and leverage HRDF training to enhance workforce development. For more information, visit the HRDF Malaysia website.

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Their programs include a range of activities like:

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Perfect for teams ranging from small groups to large corporate teams, these activities aim to push teams out of their comfort zones while ensuring everyone works toward common team building objectives. Best of all, the program is 100% HRDF claimable, allowing your company to optimize training budgets while enhancing team performance​.

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• 601115608888 (Ben Liu)
• 60182296599 ( Zoey Leong)

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