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Employing an Apprentice: A Step-by-Step Checklist for Employers
Taking on an apprentice is one of the best ways to grow talent in your business. It can also feel like a lot to organise.
The good news? It's very manageable with a clear plan.
Use this checklist to go from "thinking about it" to day one with confidence.
Step 1: Check Your Funding Position
Start with the numbers. Your funding depends on your payroll and your apprentice's age.
Payroll under £3 million (non-levy): training is fully funded for apprentices aged 16 to 24. For those aged 25 and over, you pay 5%.
Payroll over £3 million (levy payer): training is paid from your levy account.
Our guide to employer apprenticeship funding explains each route in more detail.
Step 2: Set Up Your Apprenticeship Service Account
Every employer needs an account to access funding and approve apprentices. You'll need your PAYE details and a few days for HMRC records to update.
Do this early. It's the most common cause of delay.
Step 3: Choose the Right Apprenticeship and Provider
Think about the skills your team needs now and in two years' time. Then match them to an apprenticeship standard.
A good training provider will help you:
Shortlist the right standards
Plan the training around your working week
Handle funding and paperwork for you
Step 4: Find Your Apprentice
You have two routes, and both work well.
Recruit someone new
Advertise through Find an Apprenticeship, or ask your provider to help with sourcing and screening candidates.
Develop an existing team member
Apprenticeships aren't just for new starters. They're a powerful way to reward and retain people you already trust.
Step 5: Get the Paperwork Right
Employing an apprentice means offering a proper employment contract. That includes:
An apprenticeship agreement
A training plan agreed with your provider
Working hours that are generally at least 30 per week
Apprentices have the same rights as other employees, including holiday and sick pay.
Step 6: Pay at Least the Legal Minimum
From 1st April 2026, the apprentice minimum wage is £8.00 per hour. It applies to apprentices under 19, and to those aged 19 or over in their first year.
After that, apprentices aged 19 and over move to the minimum wage for their age. You can check the latest rates on the acas apprentice pay page.
Many employers choose to pay above the minimum. It's a simple way to attract great candidates and show you value them.
Step 7: Protect Off-the-Job Training Time
At least 20% of an apprentice's paid hours must go on off-the-job learning. This is paid working time.
Plan it into the weekly rota from day one. It makes all the difference to how well your apprentice progresses.
Step 8: Support, Review, Celebrate
Regular catch-ups keep everyone on track. Your provider will run progress reviews, but your encouragement matters just as much.
Celebrate milestones along the way. Confident apprentices become loyal, skilled colleagues.
Ready to Start Employing an Apprentice?
You don't have to tick every box alone. Workpays supports employers at every step, from funding checks to final assessment.
Request your employer guide and speak to our team about the right apprenticeship for your business.
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