Guide
How to claim HRDF for in-house training, step by step
Grant first, training second, claim within six months. Here is each step in e-TRiS, the forms that go with it, and where claims come unstuck.
Updated 28 September 2026
HRDF and HRD Corp are the same body: the Human Resources Development Fund was rebranded as HRD Corp (Human Resource Development Corporation) in April 2021, and most people still call the levy and the claim "HRDF".
- An HRDF claim is won or lost before the training starts.
- The grant has to be approved first, the attendance form has to be signed on each training day, and the paperwork has to reach HRDF within six months of the last day.
- Miss any of those and the levy you meant to use stays unused, or the claim is cut.
- This guide walks through the order of operations for in-house training under the HRD Corp Claimable Courses scheme (known in the system as SBL-Khas), which is the scheme HRDF uses for most employer-sponsored training.
- Everything below comes from HRD Corp’s own website and support centre, read on 28 September 2026, and each rule says where it came from.
- Where HRDF’s pages do not state something, we say so rather than fill the gap.
Before you claim HRDF: three things to confirm
First, that your company is a registered employer with a levy balance. Second, that the training provider and the specific course are registered with HRDF, because the Claimable Courses scheme only funds registered courses. Third, that the training is long enough: HRD Corp’s Claimable Courses page describes funding for in-house or public training “for a minimum duration of four (4) hours”.
You will do all of this in e-TRiS, HRDF’s online portal, which the support centre calls the “Employer’s eTRiS account”. If this will be your company’s first claim, HRDF asks you to register your bank account for e-disbursement before claiming, since payments go straight to the registered account.
How to claim HRDF: the steps, in order
The table follows the sequence on HRD Corp’s support centre. The course-fee claim and the employer’s claim are separate: the provider claims the course fee, and the employer claims everything else.
| Step | What happens | Who |
|---|---|---|
| 1 | Collect the quotation or invoice, training schedule or course content, and trainer profile — the three documents HRDF lists for the grant application. | Provider supplies, employer keeps |
| 2 | In e-TRiS: Application → Grant → Apply Grant, choose the scheme “HRD Corp Claimable Courses: Skim Bantuan Latihan Khas”, enter the location, trainees, course fee and allowances. | Employer |
| 3 | Submit before the training. HRDF’s cost matrix says at least one day before the training starts; since 15 June 2026 its website adds that in-house training can be conducted 14 days after grant approval. | Employer |
| 4 | Grant approved. The approved training must start within 90 calendar days after the 14-day period ends. | HRDF |
| 5 | Deliver the training. Trainees sign the T3 attendance form every day; each trainee must attend at least 75% of the course. | Provider runs, trainees sign |
| 6 | After the last day, the provider completes the JD/14 form and a manager-level officer of the employer certifies it. | Provider, then employer |
| 7 | The provider claims the course fee in e-TRiS with the JD/14, the T3 and an invoice addressed to HRDF. | Provider |
| 8 | Once the provider’s claim is approved, the employer claims allowances and other items: Applications → Claim → Submit Claim With Grants. | Employer |
| 9 | Answer any query and let the payment arrive. Everything, including query replies, must be done within six months of the training’s completion date. | Both |
HRDF claim timing: the 14-day rule and the 90-day window
HRDF’s Allowable Cost Matrix (January 2026 version) says employers must apply at least one day before the training starts. Its Claimable Courses page now carries a later notice: effective 15 June 2026, in-house training programmes “can be conducted 14 days after grant approval”, and the approved programme “must commence within 90 calendar days” after that 14-day period.
In practice the 14-day rule is the one that decides your dates. The clock runs from approval, not from submission, so build in time for HRDF to process the application and for any query it raises. Working backwards from a training date, submitting the grant a month ahead is comfortable; submitting the week before is not.
HRDF claim documents, and who is responsible for each
For face-to-face training, HRD Corp’s support centre lists three documents for the provider’s course-fee claim: the JD/14 form, an invoice addressed to PSMB (Pembangunan Sumber Manusia Berhad, HRDF’s legal name), and the T3 attendance list signed by trainees daily. The invoice must show the employer’s name, the programme title and the training date, and the provider’s SST number.
The employer’s own claim covers allowances and travel. For those, HRDF lists the T3 attendance form for allowances, an invoice and official receipt for transportation, and the e-ticket or the travel agent’s invoice and receipt for flights. HRDF states that the T3 and JD/14 are to be filled in by the training provider only, and that photos of the training are not required for a claim.
The ceilings for each item come from the cost matrix. For a general in-house course, the course fee is capped at RM10,500 per group for a full day and RM6,000 for a half day; two days for a group of ten therefore has a course-fee ceiling of RM21,000. Meal and daily allowances sit alongside that cap, not inside it (matrix read 25 September 2026).
Why claims are cut, queried or rejected
HRDF publishes its own list of factors that affect reimbursement, and every item on it is avoidable with planning.
| What goes wrong | What HRDF says happens |
|---|---|
| Claim submitted more than six months after the training | The claim is rejected. |
| Query answered after the six months, even if first submitted in time | Rejected — queries must be answered within six months of completion. |
| A trainee attends less than 75% of the course | That trainee does not meet the attendance requirement. |
| Fewer than 5 trainees attend an in-house course | The course fee is prorated. |
| Fewer trainees attend than the grant approved | Meal, trainee allowance, consumables and airfare are affected. |
| A trainee is not a Malaysian citizen | Listed by HRDF as a factor affecting the claim. |
| JD/14 certified by someone below manager level | Not accepted — HRDF requires managerial position and above. |
What we handle in your HRDF claim, and what stays with you
Under this scheme the provider side — the course documents for your grant application, the T3 form on each day, the JD/14 and the course-fee claim — sits with the training provider. When we arrange in-house training, we confirm the provider’s and the course’s registration for your dates at scoping, before you commit. The employer side stays with you because only your e-TRiS account can do it: applying for the grant, having a manager certify the JD/14, and claiming your allowances.
The most useful thing you can do is fix the dates early. With the 14-day rule in force, the date the grant is approved decides the earliest date the course can run. Searches for Microsoft training in Malaysia peak in September, as employers look to use their levy before the year ends, so an approval in the last quarter is worth chasing early.
Questions
›How do I claim HRDF after training?
Under the HRD Corp Claimable Courses scheme the claim is split in two. The training provider claims the course fee in e-TRiS with the JD/14, the T3 attendance form and an invoice addressed to HRDF. Your company claims its own items, such as allowances and travel, from your e-TRiS account, within six months of the training ending.
Both claims hang off the grant approved before the course. If no grant was approved beforehand, there is nothing to claim against afterwards.
›How long do we have to submit an HRDF claim after training?
Six months from the training’s completion date. HRD Corp’s support centre states that claims submitted later are rejected, and that any query on the claim must also be answered within the same six months.
›Do we pay the training provider first and claim it back?
Not for the course fee under the Claimable Courses scheme. HRDF’s page states that the employer does not need to pay the training fees to the provider; the provider claims the course fee from HRDF with an invoice addressed to PSMB. The employer then claims its own items, such as allowances and travel.
›How long does HRDF take to pay a claim?
HRD Corp’s support centre states that the claim and payment process takes seven working days, paid to the registered bank account, subject to complete documentation. A query restarts the wait, which is why the documents matter.
›What is the 4% service fee?
HRD Corp’s support centre describes a 4% service fee, effective 1 February 2021, imposed on claims made by registered training providers. It is deducted from the total approved claim amount and is calculated excluding SST. The article describes it as a deduction from the provider’s claim; it does not describe a separate charge to the employer.
›Can we change the training dates after the grant is approved?
HRDF’s pages set a window: in-house training must start within 90 calendar days after the 14-day period that follows approval. Its support-centre pages do not set out, in the articles we read, how to move dates within an approved grant, so raise any change with HRDF before the original date passes rather than after.
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