Funded (Government-Subsidised) VET Reporting

If your RTO delivers government-subsidised training, that activity reports to your state/territory training authority (Smart and Skilled, Skills First, etc.), which in turn provides the data to NCVER. Funded activity is not lodged directly with NCVER. You record a funding contract per jurisdiction and fund enrolments under it. When you generate your AVETMISS export, RTObase produces one file per reporting destination.

Access required

Choose the task you are doing. Each row is a separate action.

Funded VET also requires the Business or Custom plan and the Funded VET module to be enabled. Permissions do not turn the module on.

How routing works

• An enrolment funded under a contract reports to that contract's jurisdiction (for example, a NSW Smart and Skilled contract reports to NSW STS Online).
• An enrolment with no contract is fee-for-service and reports NCVER-direct. This includes fee-for-service activity at Victorian sites.
• Funding codes alone never route an enrolment to a state. Only the contract does.
• State-funded training (national funding source 11 or 15) without a state contract is never sent to NCVER. RTObase refuses it at Save and stops the export. Source 13 (Commonwealth specific purpose) without a contract stays on the NCVER pathway.

Set up a funding contract

Fund an enrolment

The Funding section appears on New Enrolment, Edit Enrolment and Enrol Multiple when the Funded VET module is on.

What Save checks

• State-funded source without a contract. Source 11 or 15 with no contract cannot be saved: "State-funded source needs a contract. Link one or switch to fee-for-service."
• Contract without a source. A contract with a blank national funding source cannot be saved: "A funding contract needs a national funding source."
• Contract mismatch. If training starts or ends outside the contract's start and end dates, or the qualification is not on the contract's approved qualifications, the form shows Check this contract before saving. Enter a Reason for proceeding, such as a contract variation or a funder approval, before you save. Readiness repeats this reason with its warning.

Training dates are compared as calendar dates at the class's delivery location, so an early-morning start is not read as the previous day.

When you edit an existing enrolment, these checks run only if you change the funding source or contract. An older record can still save unrelated changes. The same contract and source rules apply to changes made through the REST API.

Enrol Multiple on a class's Students tab has its own Funding section. Its values, and any reason for proceeding, apply to every enrolment in the group. It checks the contract against the class dates.

For a qualification delivered through unit courses, the qualification enrolment holds the contract. The unit course enrolments do not need their own.

Units funded differently

Open the enrolment's Competencies tab and choose Reporting details on the unit. In Unit reporting details:

• Funding contract: choose Same as enrolment, No funding contract (fee-for-service) for a fee-for-service unit inside a funded enrolment, or a different contract. A unit under its own contract reports that contract's Purchasing contract ID (or Commitment ID) and schedule ID, never the enrolment's.
• Funding source (national), Funding source (state) and Specific Funding Identifier for the unit.
• Scheduled hours, Hours attended, Reportable tuition fee ($), Fee exemption / concession code and Predominant delivery mode.

The reportable tuition fee does not record a payment. A fee with cents is written to NCVER files rounded to the nearest whole dollar. The QLD file rounds it up.

Which codes are built in vs entered from your contract

RTObase ships the primary-confirmed funding-source and fee/concession code lists for states that publish them. For states that don't, you enter the key from your own contract. RTObase never invents a code.

Readiness checks for funded activity

Run Readiness in AVETMISS reporting before you generate. Errors stop generation until you fix them. Warnings show with a Warning label and do not stop generation. Each row has a Fix link to the enrolment, the unit or the student.

Errors, for every file:

• State-funded training (source 11 or 15) with no state contract, on the enrolment or a unit.
• A state contract on a fee-for-service or blank national funding source.
• Source 13 without a Specific Funding Identifier, or an identifier on any other source.

Errors for QLD and NSW contracts:

• Missing Purchasing contract ID (QLD) or Commitment ID (NSW).
• Apprenticeship or traineeship activity missing its Training Contract ID.

Errors for QLD contracts only:

• The period is not Full year. QLD needs a cumulative full-year return.
• The student's USI is not verified.
• Missing state funding source, delivery mode or predominant delivery mode, or a predominant mode that does not match the delivery modes.
• A reportable tuition fee outside $0 to $9,999, or unit hours that are not whole numbers from 0 to 9,999.
• No survey contact status on the student.
• VET in Schools activity without the student's 10-digit QCAA LUI or a school type identifier. Enter the LUI on the student record. See AVETMISS Student Fields.

Warnings:

• Training falls outside the contract's start and end dates.
• The qualification is not on the contract's approved qualifications.
• NSW training started before the Commitment ID issued on date.

Generate, submit and record the response

Generate the export from AVETMISS. Each destination with activity gets its own file. Activity under a state contract never goes into the NCVER file. Each file shows a File format badge:

• Documented format: follows the authority's published layout. QLD uses the published ATA layout.
• Data extract: national NAT files for an authority whose own format RTObase does not produce. This applies to every state file except QLD, including NSW. The VIC file holds only activity under your VIC contracts.
• Authority validated: a documented-format file whose recorded result is Accepted by authority. For the NCVER file, a clean AVS report for that file.

Open How to submit to the authority under each file for its upload channel, timing, results, corrections and payment notes.

The Submission register lists each recorded file with its generated date, submission date and authority result. A recorded result does not create or change a subsidy claim. Claims stay on the funding contract.

If the result is Corrections required, fix the source records, generate a new file and submit it again. The new file gets its own record. Do not edit an exported file.

Ask the AI assistant

The support assistant and the in-app copilot can answer with your real data:

• "Which states do we report to and how does VIC report?"
• "What funding contracts do we have?"
• "What funding source code do I use in SA?"
• "Where does this enrolment report, and why isn't it going to NSW?"

Keep going