How to Track Paid Training in Apprenticeships

By leveraging Apprenticeship Management Software, businesses can easily track training, reduce administrative overhead and improve training outcomes.

How to Track Training in Apprenticeships
Alex Mahoney

Alex Mahoney

Sr. Account Executive

Apprenticeships offer a powerful combination of On-the-Job Training (OJT) and Related Technical Instruction (RTI) that can help people develop the skills they need to succeed in a variety of industries. Most apprentices in Registered Apprenticeship Programs are paid for their time spent in the classroom under the Fair Labor Standards Act (FLSA). 

However, managing paid training in an Apprenticeship Program can be challenging for employers and sponsors. A deep understanding of Apprenticeship Programs—and the tools designed to manage them—can help address some of these challenges.


What training need to be tracked?

Registered Apprenticeship Programs are formal training programs approved by the Department of Labor (DOL). These programs combine on-the-job training with classroom instruction to prepare apprentices for jobs in almost any field, from healthcare to law and medicine.

An Apprenticeship Program's exact pay and benefits can vary by industry and program. Nevertheless, most apprentices in Registered Apprenticeship Programs earn a wage for their training, whether it's on the job or not, under the Fair Labor Standards Act (FLSA).

Paid training types include On-the-Job-Training (OJT) and Related Technical Instruction (RTI):

  • OJT: Apprentices receive hands-on training in their chosen occupation by working alongside experienced professionals, which allows them to apply what they have learned in the classroom to real-world situations
  • RTI: Apprentices receive classroom-based instruction that supplements their hands-on training

During their apprenticeship, participants receive a wage or stipend for the hours they work on the job and for the time they spend in related instruction. The FLSA sets minimum wage and overtime standards for most workers in the United States, including apprentices.

Under the FLSA, apprentices must be paid at least the federal minimum wage for all hours worked, including time spent in training. Apprenticeship wages may increase as the apprentice gains more skills and knowledge. Some Apprenticeship Programs may also offer benefits such as health insurance, retirement savings plans, and other forms of compensation.


Need help building your Apprenticeship Program? Check out our guide that covers  the basics. 


Challenges with Tracking

Managing paid training in an Apprenticeship Program can certainly come with challenges, many involving Apprenticeship compliance and management. These include:

Tracking Hours

For Time-Based & Hybrid Apprenticeships, tracking hours worked toward individual Work Processes is critical. Apprentices must complete a certain number of hours for each Work Process to move forward in their training, so ensuring these are tracked accurately is essential.

Tracking Skills Progressions

For Competency-Based & Hybrid Apprenticeships, it's important to track performance attainment for your apprentices to ensure they stay on track. Managing performance evaluations and technical competencies can be challenging if you don't have the right tools in place, as these programs can have hundreds of competencies.

Managing Documentation & Credentials

Apprenticeship programs require extensive documentation of paid training progress, hours, and achievements. Documenting can be time-consuming, especially if data is not kept uniformly, in one place, or with a paper-based system. Many Apprenticeships use Apprenticeship Management Software for streamlining data from day one.


Effective communication between all parties involved in an apprenticeship program is crucial to ensure that expectations are aligned, instructions are clear, and feedback is provided promptly. Using a communication platform, such as an Apprenticeship Management Software tool, ensures everyone is communicating effectively and regularly is key and something many programs struggle with. It enables apprentices to acquire the necessary skills and knowledge, employers to effectively mentor and supervise apprentices, program sponsors to ensure compliance and training providers to deliver relevant instruction.

Reporting & Analytics

Apprenticeship Programs generate a large amount of data, such as completion rates and assessment scores. Ideally, a successful program will effectively and efficiently manage and analyze this data and use it to make informed decisions about an apprentice's progress in the program.


4 Steps to Effortlessly Manage Apprenticeship Paid Training

Thankfully, the days of managing paid training with Excel sheets are over. Employers and sponsors now have access to tools and strategies that can help streamline processes. Some examples include::

1. Create a comprehensive training plan

Create a comprehensive training plan outlining the skills and knowledge apprentices need to acquire and the timeline for achieving them. The training plan should include OJT and RTI. This plan can help ensure that the Apprenticeship Program stays on track.

2. Establish clear roles and responsibilities

Clearly defining the roles and responsibilities of all stakeholders, including apprentices, employers, and trainers, can help ensure everyone knows what is expected of them and which records they need to keep.

3. Monitor Apprentice's progress

Regularly assess apprentices' skills and knowledge to ensure they are making progress toward their goals and employers and sponsors are meeting compliance regulations. Keep track of each apprentice's completed tasks and hours worked, monitor attendance to ensure apprentices attend all required training sessions, and track apprentices' completion of training modules and courses.

4. Use an Apprenticeship Management System

With so much information to keep track of, consider a tool that collates your data all in one place. A digital platform like ApprentiScope can streamline the management of apprenticeship paid training by providing a centralized location for information, communication, and documentation.


Related Content: Training Approaches in Registered Apprenticeship Programs



Effective management of Registered Apprenticeship training is critical to the success of a program. However, managing the complex administrative tasks of an apprenticeship program can be challenging, which is why using Apprenticeship Management Software is essential. Technology, like ApprentiScope, streamlines the entire process, from onboarding to completion, ensuring all parties involved are fully informed and supported throughout the program. By leveraging Apprenticeship Management Software, businesses can enhance operations, reduce administrative overheads, and improve training outcomes. 


Learn how to Manage Apprenticeship Compliance


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