How to Apply HRDC Grant
Applying for the HRD Corp SBL-Khas grant before the programme begins is compulsory because HRD Corp needs to verify and approve three things in advance,the training content, the cost structure, and the eligibility of the participants and employer.Without pre-approval, the system will automatically reject any claim.
Below are the key reasons:
HRD Corp must approve the training and trainer before it happens
HRD Corp needs time to check:
- The programme structure
- Learning outcomes
- Indoor/outdoor module ratio (for team building)
- Trainer profile and qualifications
- Training provider validity
If the programme runs without pre-approval, HRD Corp cannot confirm whether it follows the required standards — and therefore cannot release levy funds later.
HRD Corp only recognises training that has a valid, approved grant ID
Your training or team building must have an approved Grant ID before the start date. This Grant ID acts as the “permission slip” allowing levy money to be used.
If the employer runs the event first and applies later:
- ❌ The system will reject the application
- ❌ Levy cannot be used
- ❌ Employer must pay using company funds
HRD Corp needs to confirm cost eligibility and budget before activities start
This includes checking:
- Training fee
- Allowance per pax
- Meal cost
- Venue cost
- Equipment
- Accommodation (for >100KM rule)
- Outdoor activities (for team building)
If the event is already completed, HRD Corp cannot verify whether the cost structure was followed.
Here the complete steps to applying HRDC grant
This ensures HRD Corp knows who is responsible for the application. All approval emails, rejection notices, and queries will go to the officer listed here.
HRD Corp validates the identity of the trainer and ensures the program comes from a legitimate provider. Missing data here often causes application delays.
This is the core part of the application. HRD Corp assesses:
- Whether the training is relevant
- Whether the duration matches the content
- Whether the trainer is qualified
- Whether allowances comply with distance rules
HRD Corp needs to confirm:
- Venue legitimacy
- Eligibility of cost claims
- Distance calculation (affects allowance rate)
This determines:
- Whether external certification bodies are involved
- Whether additional documents are required
HRD Corp uses trainee data to:
- Calculate allowance
- Confirm eligibility
- Verify HRD levy usage
Missing attachments usually cause rejection.
- How much HRD Corp will approve
- Whether your budget follows SBL-Khas guidelines
- Whether your training complies with levy rules
- Incorrect costing is the most common reason for rejection.
This is the legal confirmation.
- All information is true
- No misleading data
- HRD Corp has right to verify documents
- This is the final step before submission.
HRD Corp will:
- Acknowledge receiving your application
- Process within 3–15 working days
- Approve, reject, or ask for clarification
STEP 1: Complete Employer’s Profile
- MyCoID: Auto-pulls once logged in
- Company Name: Auto-generated
- Immediate Officer: Select the responsible HR or PIC
- Email: Official email for updates & approval notifications
Why This Step Matters
This ensures HRD Corp knows who is responsible for the application. All approval emails, rejection notices, and queries will go to the officer listed here.
STEP 2: Complete Training Provider Profile
You must indicate whether the trainer is:
- Registered Training Provider, OR
- Non-Registered Training Provider
- Training provider name
- Address & postcode
- State
- Officer contact number
- Officer email
Why This Step Matters
HRD Corp validates the identity of the trainer and ensures the program comes from a legitimate provider. Missing data here often causes application delays.
STEP 3: Fill in Programme Details
Information Required
- Course Title
- Description of Course (brief summary of topics/skills)
- Relevancy of Training (why the course improves employees’ competency)
- Type of Retraining & Skills Upgrading (select the right category)
- Training Structure
You must select:
- In-house
- Public
- Job coaching
- Development program
- E-learning
- Schedule
- Start date
- End date
- Total hours
- Total days
- Trainer Details
You must add:
- Trainer name
- IC/Passport
- Citizenship
- Distance to training location (< / > 100 km)
- HQ/Branch selection
Why This Step Matters
This is the core part of the application. HRD Corp assesses:
- Whether the training is relevant
- Whether the duration matches the content
- Whether the trainer is qualified
- Whether allowances comply with distance rules
STEP 4: Fill in Training Location Details
You Must Indicate
- Conducted in Malaysia or overseas
- Full address
- Country (if overseas)
- No. of travel days
- Justification
HRD Corp needs to confirm:
- Venue legitimacy
- Eligibility of cost claims
- Distance calculation (affects allowance rate)
STEP 5: Level of Certification
Select the correct Level of Certification, for example:
- Certificate of Attendance
- Professional / Industry Certification
- Why This Step Matters
This determines:
- Whether external certification bodies are involved
- Whether additional documents are required
STEP 6: Add Trainees (Summary of Trainees)
- Batch Information
- Batch number
- Start & end date of that batch
- Trainee Summary Required
- No. of trainees
- Less than 100 KM
- More than 7=100 KM
- Race breakdown
- Gender breakdown
- Add Trainee Details
You must fill:
- IC number
- Name
- Gender
- Race
- Academic qualification
- Designation
- HQ/Branch
- Distance to training location
HRD Corp uses trainee data to:
- Calculate allowance
- Confirm eligibility
- Verify HRD levy usage
Note: If the branch is not listed → you must update company HQ/Branch profile before continuing.
STEP 7: Estimated Cost for Training Scheme
This table must be filled carefully because HRD Corp strictly checks cost accuracy.
You Must Fill:
- Category (Trainer, Trainee, Hotel, Airfare, etc.)
- Allowable items (Hotel rental, daily allowance, trainer fee, etc.)
- Distance (<100KM / >100KM)
- Cost per unit
- No. of units
- Allowable unit (Per Day, Per Pax, Per Hour)
- Duration
- Total requested amount
This determines:
- How much HRD Corp will approve
- Whether your budget follows SBL-Khas guidelines
- Whether your training complies with levy rules
- Incorrect costing is the most common reason for rejection.
STEP 9: Acknowledgment & Declaration of Employer
HRD Corp Applying Grant Steps Required
- Employer’s full name
- Designation
- IC
- Date
- Upload Supporting Documents
Examples:
- Quotation
- Training proposal
- Training provider’s invoice
Employer confirms:
- All information is true
- No misleading data
- HRD Corp has right to verify documents
- This is the final step before submission.
Allowed formats:
JPG, JPEG, BMP, GIF, PNG, TIF, PDF, DOC, DOCX, PPT, PPTX, XLS, XLSX, TXT
Max file size: 20 MB
These attachments are for:
- Trainer profile
- Trainer Accredited TTT Cert
- Course outline
- Quotation – Trainer Fees
- Training Provider HRD Corp Cert
- Transportation Quotation – **Team Building
Missing attachments usually cause rejection.
STEP 10: Submit to HRD Corp
Once all sections are complete:
- Review
- Click Submit
- HRD Corp will:
- Acknowledge receiving your application
- Process within 3–15 working days
- Approve, reject, or ask for clarification