Apprenticeship Service and ILR Mismatches Explained
When apprenticeship providers submit their Individualised Learner Record (ILR), the information recorded needs to align with the information held on the Apprenticeship Service.
Where key information does not match, providers may receive an Apprenticeship Data Match Report showing a mismatch. These issues can affect apprenticeship payments, create additional administrative work and require coordination between the provider and employer to resolve.
This guide provides an Apprenticeship Service and ILR Mismatches Explained overview, including what causes mismatches, the types of data that are compared, what DLOCK errors mean and what providers can do to strengthen their monthly data controls.
If your organisation is experiencing recurring ILR mismatches, it is important to understand whether the issue is an isolated error or evidence of a wider data management weakness.
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Table of Content:
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What are Apprenticeship Service and ILR mismatches?
The Apprenticeship Service holds information about apprenticeships that employers are managing through their employer account. The ILR contains information submitted by training providers about learners and their learning.
For apprenticeships where the data match applies, the Department for Education compares relevant information between the two systems.
The purpose is to make sure that the apprenticeship recorded by the provider corresponds with the apprenticeship recorded through the Apprenticeship Service.
Information that can be compared includes details such as:
The provider UKPRN
The apprentice’s Unique Learner Number
The apprenticeship standard
Programme type
Pathway information where applicable
The negotiated price
Start information
Employer information
Status and payment information
The exact matching requirements depend on the funding arrangements and the apprentice’s circumstances.
The Department for Education states that where an apprentice is recorded under Apprenticeship Contract Type 1, the employer must first approve payments to the provider through their employer account and the relevant apprentice details must match the ILR data for payments to be made.
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Why does the data match matter?
A mismatch is more than an administrative inconvenience.
Where the relevant data does not match, funding may not be paid for the affected apprentice until the discrepancy is resolved.
The current technical funding guidance explains that the Department for Education matches apprentice data submitted through the ILR with information held on the Apprenticeship Service for relevant funding arrangements.
This means providers need effective controls around both the ILR and the Apprenticeship Service.
A provider may have accurate information in its MIS, but if the employer’s Apprenticeship Service record contains different information, the data match can still fail.
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What is an Apprenticeship Data Match Report?
The Apprenticeship Data Match Report helps providers identify differences between their ILR submission and the information held on the Apprenticeship Service.
The report is generated after a validated ILR submission and again at period end.
Providers can access the report through the Submit Learner Data service by going to the download reports area and selecting the Apprenticeship Data Match Report.
If the relevant data matches, the report will be blank.
Where one or more key elements do not match, the report identifies the issue so that the provider can investigate the record.
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What are DLOCK errors?
DLOCK errors are data matching issues relating to the information held in the ILR and Apprenticeship Service.
The specific DLOCK code helps providers understand what part of the record needs investigating.
Examples include:
DLOCK | Issue |
DLOCK_01 | No matching UKPRN record found |
DLOCK_02 | No matching ULN found |
DLOCK_03 | No matching standard code found |
DLOCK_04 | No matching framework code found |
DLOCK_05 | No matching programme type code found |
DLOCK_06 | No matching pathway code found |
DLOCK_07 | No matching negotiated cost of training and assessment found |
DLOCK_09 | Learning delivery start month is before the agreed start month |
DLOCK_10 | Employer has stopped the apprenticeship |
DLOCK_11 | Employer is not currently a levy payer |
DLOCK_12 | Employer has paused payments for the apprentice |
The exact error codes and circumstances should always be checked against the current official guidance rather than relying on historic reports or internal assumptions.
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Common causes of Apprenticeship Service and ILR mismatches
Mismatches can occur for a number of reasons.
Some are caused by changes that have not been reflected consistently across both systems. Others may arise from incorrect data being entered at the start of the apprenticeship.
1. Incorrect apprentice details
The apprentice’s information needs to correspond between the provider’s ILR and the Apprenticeship Service.
A difference in key identifying information can prevent the systems from matching the records correctly.
Providers should therefore check apprentice details when a new cohort is established rather than waiting for a data match issue to appear.
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2. Different apprenticeship standards or programme information
The standard recorded in the ILR needs to correspond with the apprenticeship information held on the Apprenticeship Service.
A mismatch could occur if an incorrect standard or programme code has been recorded in one system.
This is particularly important where programme information has changed or where staff are transferring information between systems manually.
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3. Different negotiated prices
The negotiated training and assessment price is another important matching field.
If the price recorded in the ILR does not correspond with the Apprenticeship Service record, the provider may receive a data match error.
Price changes should therefore be managed through a controlled process, with the relevant records checked after any approved change.
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4. Changes to the employer or apprenticeship
Changes during an apprenticeship can create additional complexity.
For example, a learner may change employer, take a break in learning or leave their apprenticeship.
These circumstances may require changes to be reflected appropriately in both systems.
The provider should not assume that updating the ILR alone will resolve the issue.
Where an employer needs to make a change through the Apprenticeship Service, communication between the provider and employer is essential.
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5. Incorrect use of pause or stop actions
The distinction between pausing and stopping an apprenticeship can be particularly important.
Current DfE guidance explains that DLOCK_10 can occur where an employer has stopped a commitment on the Apprenticeship Service and the date does not align with the qualifying payment information recorded in the ILR.
It can also occur where a learner has gone on a break in learning but the employer has stopped the Apprenticeship Service record instead of pausing it.
Providers should therefore investigate the circumstances behind the error before changing learner data.
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When recurring mismatches indicate a wider data issue
One mismatch does not necessarily mean that a provider has a systemic data quality problem.
However, repeated errors involving the same fields, teams, employers or processes should prompt a deeper review.
For example, recurring issues may indicate:
Inconsistent data entry processes
Poor communication with employers
Lack of ownership for Apprenticeship Service updates
Weak pre submission checks
Inadequate MIS controls
Delayed recording of changes
Staff uncertainty about DLOCK codes
Lack of management oversight
Incomplete reconciliation between systems
If your organisation is seeing recurring ILR and Apprenticeship Service issues, Skills Office Network's ILR and Data Support service can help you review data quality, reconciliation processes, funding reports and recurring weaknesses.
Skills Office Network provides practical support around ILR data quality, monthly returns, validation errors, reconciliation, funding reports, MIS processes and staff guidance.
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How can providers resolve an ILR mismatch?
The first step is to understand exactly what the mismatch is telling you.
Do not immediately change the ILR simply because the Apprenticeship Service contains a different value.
The correct action depends on which system contains the accurate information and what actually happened.
A useful investigation process is:
Step 1: Identify the affected learner
Start with the learner reference and apprentice information shown in the Apprenticeship Data Match Report.
Make sure you are investigating the correct learner and employer record.
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Step 2: Identify the DLOCK code
The DLOCK code provides an important starting point.
Check the current DfE guidance for the relevant code and understand what information is being compared.
Avoid relying solely on historic internal guidance because technical rules and systems can change.
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Step 3: Compare both systems
Review the relevant fields in:
Your MIS
The ILR
The Apprenticeship Service
Relevant employer records
Supporting documentation
The objective is to establish which information reflects what actually happened.
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Step 4: Speak with the employer where necessary
Some corrections can only be made by the employer or require employer approval.
This is particularly important where the issue relates to the employer’s Apprenticeship Service account.
A provider should therefore have a clear process for communicating required actions to employers and recording the outcome.
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Step 5: Correct the appropriate record
Once the correct information has been established, update the relevant system or systems.
Do not manipulate the ILR simply to make it match another system.
The ILR must accurately reflect what happened.
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Step 6: Recheck the data
After making a correction, check whether the mismatch has been resolved and whether any additional issues remain.
DfE guidance notes that Apprenticeship Service information is refreshed during the ILR submission window, which supports ongoing reconciliation during the collection period.
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How can providers prevent Apprenticeship Service and ILR mismatches?
Prevention is usually more efficient than repeatedly resolving the same errors after submission.
Providers can strengthen their controls by introducing a consistent reconciliation process.
Use a new starter checklist
Before an apprenticeship is submitted, check the key information across the relevant systems.
This could include:
Learner identity
ULN
Employer
Apprenticeship standard
Programme details
Start date
Negotiated price
Funding information
Apprenticeship Service approval
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Introduce change control
Changes during an apprenticeship should trigger a defined process.
For example, if an apprentice changes employer, takes a break in learning or changes programme information, staff should know:
What has changed
Which system needs updating
Who is responsible
Whether employer approval is required
What evidence should be retained
When the change needs to be checked again
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Reconcile before submission
A monthly reconciliation process can help identify mismatches before they become recurring funding issues.
This could form part of the provider’s wider ILR quality assurance process.
Rather than simply asking whether the ILR has passed validation, providers should also consider whether the data makes sense when compared with the Apprenticeship Service and supporting evidence.
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Monitor DLOCK trends
Do not treat each DLOCK as an isolated problem.
Track errors over time and look for patterns.
A simple management report could monitor:
Measure | Why it matters |
Number of DLOCKs | Shows the overall scale of mismatches |
DLOCK type | Identifies recurring problem areas |
Employer | Highlights employer specific issues |
Team or process | Identifies internal weaknesses |
Resolution time | Shows how quickly issues are addressed |
Repeat errors | Highlights whether corrective action is working |
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What are the funding implications of an ILR mismatch?
The financial impact depends on the nature of the mismatch and the circumstances of the apprentice.
For relevant apprenticeships, where the data match fails, funding may not be paid until the discrepancy has been resolved.
The DfE technical funding guidance explains that the details for an apprentice on the employer’s Apprenticeship Service account must match the relevant ILR data for payments to be made.
Providers should therefore treat data matching as part of their funding assurance controls rather than simply an administrative task.
It is also important to recognise that a mismatch can affect more than the monthly training payment. Depending on the circumstances, other funding elements may also be affected.
Providers should always review the current funding guidance when determining the financial impact of a specific issue.
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Who should be responsible for resolving mismatches?
Responsibility should not sit entirely with the data team.
Effective reconciliation often requires collaboration between:
MIS and data teams
Funding teams
Compliance staff
Operations teams
Delivery staff
Employer engagement teams
Finance teams
Senior management
The exact responsibilities should be clearly defined within the provider’s internal processes.
For example, the data team may identify the mismatch, while an employer engagement team may need to contact the employer to request an Apprenticeship Service correction.
A funding or compliance lead may then review the resolution and assess whether the issue indicates a wider control weakness.
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A practical Apprenticeship Service and ILR mismatch checklist
Providers can use the following checklist as part of their monthly controls:
Review the Apprenticeship Data Match Report
Identify every DLOCK error
Group errors by type
Identify recurring employers or teams
Check the relevant learner record
Compare the ILR with the Apprenticeship Service
Check supporting evidence
Establish which information is correct
Contact the employer where required
Make the appropriate correction
Recheck the record
Record the resolution
Monitor repeat issues
Escalate systemic weaknesses
Report significant trends to management
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If mismatches are becoming a recurring issue rather than isolated exceptions, an independent review can help identify whether the problem sits within data entry, employer communication, MIS configuration, monthly controls or wider operational processes.
Skills Office Network can support providers with ILR data quality, reconciliation, monthly return processes and recurring data weaknesses, helping organisations identify practical improvements based on their current systems and processes.
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Why Apprenticeship Service and ILR reconciliation should be part of funding assurance
ILR accuracy and Apprenticeship Service reconciliation should be viewed as part of a provider’s wider funding assurance framework.
Strong data controls can help providers:
Identify issues earlier
Reduce avoidable funding disruption
Improve communication between teams
Strengthen employer processes
Understand recurring data weaknesses
Improve management information
Support more effective audit preparation
Build greater confidence in submitted data
The objective should not simply be to have fewer DLOCKs.
The objective is to develop a reliable process where data is accurate, changes are recorded correctly and potential problems are identified before they become repeated issues.
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Final thoughts on Apprenticeship Service and ILR mismatches
Understanding Apprenticeship Service and ILR mismatches is an important part of effective apprenticeship data management.
The Apprenticeship Data Match Report provides providers with a valuable mechanism for identifying differences between the two systems. However, resolving individual DLOCKs should only be one part of the process.
Providers should also consider why mismatches are occurring and whether recurring issues point towards weaknesses in their internal processes.
A clear reconciliation process, defined responsibilities, regular monitoring and effective communication with employers can all support stronger data management.
If your organisation needs help reviewing ILR data, reconciliation processes or recurring Apprenticeship Service mismatches, Skills Office Network can provide practical ILR and Data Support tailored to your current provision and operational processes.
Use an ILR and data review to identify recurring issues, understand potential weaknesses and agree practical next steps for improving your data processes.
