An HRD Corp claim needs documents in three parts: before, during and after the course. Most rejected claims miss one document or one signature. This checklist lists each document and who prepares it.
Who This Is For
HR executives who want no rejected claim. Also admin staff who keep the training files.
Before the Course: The Grant Application
- Course content with the training schedule, with the date and time.
- The accredited trainer profile.
- The invoice or quotation for the course fee.
- The invoice or quotation for chartered transport, if any.
- The trainer, provider and trainee details, and the estimated costs.
These come from the grant documents list. (Allowable Cost Matrix guidebook, January 2026, page 5); (Allowable Cost Matrix guidebook, January 2026, page 4)
During the Course
- The T3 attendance form: proof that each employee attended the sessions. (Allowable Cost Matrix guidebook, January 2026, page 5)
- For remote online training: a system attendance report. (Allowable Cost Matrix guidebook, January 2026, page 5)
- The report shows the training date, each trainee’s name and the time attended.
- The provider and the employer sign and stamp it, with the officer’s name and position.
After the Course: The Claim
| Document | Who Prepares It | Who Signs or Approves |
|---|---|---|
| Official invoice for the course fee | Training provider | Training provider |
| JD14 form | Training provider | A manager-level official or higher |
| T3 attendance form | Training provider | Each participant |
| Chartered transport receipt and invoice | Employer | Transport provider |
| Flight tickets: invoice and receipt, or itinerary | Employer | Airline or agent |
These come from the claim documents list. (Allowable Cost Matrix guidebook, January 2026, page 5)
The claim goes to HRD Corp within six months of the last training day. (HRD Corp: HRD Corp Claimable Courses)
Example: The File for One Class
Take an HR executive in Kuching who keeps one folder for each class. The folder holds the quotation and the grant approval. It also holds the signed T3 and the approved JD14. When HRD Corp asks a question, every document is in one place.
Common Mistakes to Avoid
- A T3 with missing signatures for one session. Check the form at the end of each day.
- A JD14 approved by a staff member below manager level. (Allowable Cost Matrix guidebook, January 2026, page 5)
- A remote class with no system attendance report. (Allowable Cost Matrix guidebook, January 2026, page 5)
Try It This Week
Open the file of your last class. Tick each document on this checklist. Write down what is missing.
Frequently Asked Questions
Who keeps the T3 form?
The provider runs it at the class and sends it with the claim. Kognifi also sends you a copy.
Can HRD Corp ask for more documents?
Yes. HRD Corp can ask for other documents for verification. (HRD Corp: HRD Corp Claimable Courses)
Sources: Allowable Cost Matrix guidebook, January 2026; HRD Corp Claimable Courses. All are HRD Corp sources.
Next Step
Read the HRD Corp page for the full rules. Choose a class on the Training Calendar. For a group from your company, get a quote for in-house training. More Work Tips are in the skill area HRD Corp & Funding. Read also:
