SETA Funding

Summary

The SETA Funding module covers the full discretionary-grant lifecycle: finding open funding windows, submitting and tracking applications, managing funded projects and cohorts, processing learner stipend claims, analysing skills gaps against OFO codes, and generating SETA compliance reports. This guide walks you through each area.

Who This Guide Is For

• SDP administrators applying for SETA discretionary grants
• Project and finance managers running funded cohorts
• Skills planning officers conducting gap analysis

Prerequisites

Before you begin, ensure you have:

• An SDP Admin role with funding access on your tenant
• Active programmes to attach applications to
• Banking details for stipend payments
• Workforce/skills plan information for gap analysis

Step 1: Open the Funding Dashboard

Navigate to Funding → Dashboard.

The dashboard aggregates Active Applications, Total Funding (with disbursed amount), Funded Learners, and Pending Claims (with overdue count). It also lists open funding windows, recent applications, active projects, upcoming deadlines, and a skills gap summary, with quick actions for New Application, Submit Stipend Claim, and Generate SETA Report.

Step 2: Browse Funding Windows

Navigate to Funding → Windows.

Filter open windows by funder, grant type (Discretionary, Mandatory, PIVOTAL, Apprenticeship, Learnership, Skills Programme, Internship), and status. Each window card shows the budget, per-learner amount, and open/close dates. Click Apply Now to start an application pre-populated from that window.

Tip: Watch for the “Closing Soon” badge — it shows the days remaining before a window closes.

Step 3: Submit an Application

Navigate to Funding → Applications.

1. Click New Application.
2. Select the Funding Window (its details and per-learner cap are shown).
3. Enter the Number of Learners and Requested Amount.
4. Optionally link a Programme and add a project description.
5. Use Save as Draft or Submit Application.

Applications move through Draft, Submitted, Under Review, Info Requested, Approved, Rejected, and Withdrawn. Filter by status or search by reference, and submit drafts directly from the table.

Step 4: Track Funded Projects

Navigate to Funding → Projects.

Each funded project (award) shows its funder, grant type, status, progress bar, funding amount, learner count, disbursed amount, and timeline. Filter by funder and status, and use View Details or Manage Stipends to drill in.

Tip: Use the progress bar to spot projects falling behind on disbursement before the funder does.

Step 5: Process Stipends and Claims

Navigate to Funding → Stipends.

The Claims tab shows pending, approved, and paid amounts. To submit a claim:

1. Click Submit Claim.
2. Select the Project and Claim Period.
3. Choose the Claim Type (Monthly, Transport, PPE, Other).
4. Select learners, upload supporting documents, and add notes.

Use the Stipend Rules tab to define per-learner amounts and frequency, and the Bank Accounts tab to link payment accounts and view the payment summary.

Tip: Upload supporting documents with every claim — they form the audit trail for disbursements.

Step 6: Run Skills Gap Analysis

Navigate to Funding → Gap Analysis.

1. On the Workforce Profiles tab, create a profile (name, plan year, sector, province) and run an analysis.
2. The Recommendations tab ranks skills gaps by priority and OFO code, matching each to funding opportunities — click View Funding to act on a match.
3. Use the OFO Codes tab to search and select occupation codes.

Step 7: Generate SETA Reports

Navigate to Funding → Reports.

Generate compliance reports (DG Application Summary, Learner Registration Report, QMR Report, Stipend Payment Summary, Funding Utilization, Skills Gap Analysis) and submission packs (Grant Application Pack, Quarterly Report Pack). Choose a date range, project, and format (PDF, Excel, or CSV). The report history lists every generated report for download.

Common Mistakes to Avoid

1. Missing the window close date — applications cannot be submitted after a window closes.
2. Exceeding the per-learner cap — keep requested amounts within the window limit.
3. Claims without documents — undocumented stipend claims fail audit.
4. Stale workforce profiles — re-run gap analysis when your plan year changes.
5. No linked bank account — stipends cannot be paid without one.

Verification Checklist

Before submitting to a SETA, verify:

• Target funding window is still open
• Requested amount is within the per-learner cap
• Application linked to the correct programme
• Stipend rules and bank accounts configured
• Claims have supporting documents attached
• Gap analysis profile reflects the current plan year
• Required submission pack generated

Next Steps

• NSFAS Funding — Manage NSFAS-funded learners
• Audit Trail & Compliance Enforcement — Keep a funding audit trail
• Reporting & Exporting — Build SETA-ready reports
• Audit Readiness Checklist (QCTO) — Prepare for inspections