How to Claim HRDF — Step-by-Step Claim Process Guide 2026

Understanding the HRDF Claim Process

The HRDF claim process is how Malaysian employers recover training costs from the Human Resources Development Fund. Every HRDF-registered employer contributes a monthly levy (typically 1% of payroll), and claiming is how you get that money back as training reimbursement.

Many HR professionals find the claim process confusing because HRDF has different schemes with different rules. This guide simplifies everything into a clear, step-by-step process that works for any scheme.

Before You Claim: Pre-Approval Requirements

The most important thing to understand about HRDF claims is that you must get approval before the training happens. Claims submitted without prior approval are almost always rejected.

Step 1: Verify Your Levy Balance

Log in to the e-TRIS portal (etris.hrdf.com.my) and check your company's available levy balance. Your claim cannot exceed this amount. If your balance is low, consider whether to wait for more levy to accumulate or adjust your training scope.

Tip: Your levy balance rolls over each year. Companies that have not claimed in a while may have a substantial balance built up.

Step 2: Choose the Right Scheme

HRDF offers several schemes, each with different claim limits and requirements:

For most companies, SBL or SBL-Khas is the right choice. PLT is better for large companies with predictable annual training budgets.

Step 3: Select a PSMB-Registered Training Provider

Your training provider must be registered with PSMB (Pembangunan Sumber Manusia Berhad). You can verify a provider's registration status on the HRDF portal or by calling the HRDF hotline.

What to ask your provider:

• "Are you registered with PSMB?"
• "What is your HRDF trainer registration number?"
• "Will you provide the documentation I need for my HRDF claim?"

A good training provider will help you with the claim process and provide all required documentation as part of their service.

How to Claim HRDF After Training: The Full Process

Step 4: Submit the Grant Application (Before Training)

This is the critical step most people get wrong. You must submit your grant application before the training takes place.

For SBL:

1. Log in to e-TRIS
2. Navigate to "Grant Application"
3. Fill in the training details: programme name, provider, dates, number of participants, cost
4. Upload the training provider's quotation and programme outline
5. Submit at least 30 days before the training date

For SBL-Khas:

1. Same process as above
2. Submit at least 14 days before the training date
3. Attach the simplified SBL-Khas application form

Processing time: HRDF typically processes grant applications within 5-10 working days. You will receive an approval notification via e-TRIS and email.

Step 5: Conduct the Training

Once your grant is approved, proceed with the training as planned. During the programme, make sure to:

• Collect attendance records — Every participant must sign in and sign out each day. HRDF provides a standard attendance form.
• Distribute evaluation forms — Participants should evaluate the programme's effectiveness. The training provider usually supplies these.
• Keep the programme on schedule — Any changes to dates, venue, or participants must be reported to HRDF through e-TRIS before the change occurs.

Step 6: Compile Your Claim Documents

After the training is complete, gather the following documents:

Mandatory documents for all claims:

1. Completed claim form (downloaded from e-TRIS)
2. Original invoice from the training provider
3. Proof of payment (bank statement or receipt)
4. Attendance records signed by all participants
5. Programme evaluation summary
6. Copy of the approved grant application

Additional documents (if applicable):

• Travel and accommodation receipts (for outstation training)
• Meal receipts (for programmes exceeding one day)
• Certificate of completion

Step 7: Submit Your Claim on e-TRIS

1. Log in to e-TRIS
2. Navigate to "Claim Submission"
3. Select the approved grant application
4. Upload all documents as PDF files
5. Enter the total claim amount
6. Submit the claim

Deadline: You must submit your claim within 60 days of the training completion date. Late submissions are rejected automatically.

Step 8: Claim Processing and Reimbursement

HRDF processes claims within 14-30 working days. The reimbursement is credited directly to your company's bank account registered with HRDF.

If your claim is queried:

• HRDF may request additional documents or clarification
• Respond within 14 days to avoid automatic rejection
• Common queries relate to attendance discrepancies or missing signatures

Syarat Untuk Claim HRDF (Requirements in Malay)

Untuk memudahkan pembaca berbahasa Melayu, berikut adalah syarat utama untuk membuat tuntutan HRDF:

1. Syarikat berdaftar — Syarikat mesti berdaftar dengan HRDF/PSMB
2. Baki levi mencukupi — Semak baki melalui portal e-TRIS
3. Pembekal latihan berdaftar — Pembekal mesti berdaftar dengan PSMB
4. Permohonan geran diluluskan — Mohon sebelum latihan bermula
5. Dokumen lengkap — Sediakan semua dokumen yang diperlukan
6. Hantar dalam tempoh 60 hari — Tuntutan mesti dihantar dalam 60 hari selepas latihan selesai

Cara Claim HRDF: Ringkasan Pantas

如何 Claim HRDF — 中文指南

以下是HRDF索赔流程的简要中文说明：

1. 登录e-TRIS门户网站查看公司征费余额
2. 选择PSMB注册的培训提供商
3. 在培训开始前30天提交拨款申请
4. 获得批准后进行培训
5. 收集所有必要文件（出勤记录、评估表、发票）
6. 在培训完成后60天内提交索赔
7. 等待14-30个工作日收到退款

Common Reasons HRDF Claims Get Rejected

Understanding why claims fail helps you avoid the same mistakes:

1. No Prior Grant Approval (Most Common)

The training happened before the grant application was approved. Always wait for approval before proceeding.

2. Incomplete Documentation

Missing attendance sheets, unsigned forms, or invoices without company letterhead. Create a checklist and verify every document before submitting.

3. Late Submission

Claims submitted after the 60-day deadline are automatically rejected. Set a calendar reminder for day 45 to give yourself a buffer.

4. Provider Not Registered

The training provider was not registered with PSMB at the time of the programme. Always verify before booking.

5. Claim Exceeds Levy Balance

The claim amount is higher than the company's available levy balance. Check your balance before applying.

6. Changes Not Reported

Dates, venue, participants, or programme content changed after approval without notifying HRDF. Report any changes through e-TRIS before they happen.

Can Individuals Claim HRDF?

This is a common question. The short answer is no — HRDF is an employer-based scheme. Only registered employers can submit claims. However, employees benefit directly because:

• Their training is funded by the employer using HRDF levy
• They gain skills and certifications at no personal cost
• Self-employed individuals may qualify for other government training programmes such as eLatih

Tips for Faster HRDF Claim Processing

1. Submit complete documentation the first time — Queries add 2-4 weeks to processing time
2. Use PDF format for all uploaded documents — scanned images are harder to process
3. Keep amounts consistent — The claim amount should match the invoice exactly
4. Respond to queries within 7 days — Do not wait for the 14-day deadline
5. Build a relationship with your HRDF regional office — They can advise on borderline claims before you submit