Everything a training provider, employer skills team or TES must have on file

Three different files matter here, and they rarely overlap: the employer's SDL and WSP/ATR file, the training provider's QCTO accreditation file, and — for a labour broker — the Temporary Employment Services registration file with the Department of Employment and Labour.

Reviewed by TefCo Compliance Research — last verified 15 September 2026.

In short

A WSP/ATR submission depends on an active, correctly linked Skills Development Facilitator (SDF) account with the SETA.
QCTO accreditation needs both institutional compliance evidence and programme delivery readiness evidence on file.
A TES or recruitment agency must register with the Department of Employment and Labour under the Employment Services Act 4 of 2014.

The employer's SDL / WSP-ATR file

SDL registration reference number (starts with 'L') alongside the PAYE and UIF references.
Monthly EMP201 declarations showing SDL calculated at 1% of leviable payroll, reconciled to payroll records.
Current Skills Development Facilitator (SDF) appointment letter, signed by the organisation's DG/HOD/CEO where required by the SETA.
WSP and ATR forms completed using the current OFO occupational codes, submitted through the correct SETA online system (e.g. AIMS, PSETA online system).
Signed authorisation forms for the WSP/ATR submission by the organisation's designated signatories.
Evidence of training delivered against the prior year's WSP, supporting the ATR.
Any extension request, submitted and motivated before the SETA's own extension cut-off date, not after the 30 April deadline.

The training provider's QCTO accreditation file

QCTO accreditation certificate and its five-year expiry date.
Proof of registration as a legal entity (e.g. CIPC registration certificate).
Valid SARS tax clearance certificate.
Evidence of financial sustainability — audited financial statements, financial surety or business plan as applicable.
Occupational Health and Safety certificate, where applicable to the training environment.
CVs and certified qualifications for facilitators and assessors delivering each accredited qualification.
Signed workplace Memorandum of Understanding, where the qualification requires workplace experience.
Learner enrolment submissions made within the QCTO's required timeframes (21 days for qualifications, 5 days for skills programmes).
Records of External Integrated Summative Assessment (EISA) or Final Integrated Supervised Assessment (FISA) results issued to learners.

QCTO accreditation can be withdrawn, not just left to lapse, if an SDP fails to perform its responsibilities under the QCTO Accreditation Policy — a five-year certificate is not a guarantee against earlier review.

The Temporary Employment Services (TES) / labour broker file

Registration as a Temporary Employment Service (or Private Employment Agency, if placing permanent staff) with the Department of Employment and Labour, applied for via the eServices portal under the Employment Services Act 4 of 2014.
Current registration certificate — confirm with the Department the renewal cycle applicable to your registration, since renewal timing has been described in departmental material as periodic rather than indefinite.
Compliance evidence submitted with the application showing adherence to prevailing labour legislation and a verifiable physical business address.
Records confirming no recruitment fees are charged to work seekers and no identity documents are retained, per the Employment Services Act's prohibitions.
Entry on the Department's published national or provincial PEA/TES register, which the Department makes publicly available under section 13 of the Employment Services Act 4 of 2014.

Frequently asked

Can a training provider deliver an occupational qualification while accreditation is still being processed?

No — QCTO accreditation must be granted before an SDP offers a qualification, old trade, NATED programme, historically registered qualification or skills programme under the Occupational Qualifications Sub-Framework.

Is registering as a TES a once-off event?

No — registration needs to be renewed periodically. Confirm the current renewal cycle and any fee with the Department of Employment and Labour, since departmental guidance on this point should be checked directly rather than assumed.

Does an ATR need to match the prior year's WSP exactly?

The ATR reports on what training was actually delivered against the WSP submitted for that period — mismatches are normal and expected to be explained, not avoided, but the SETA will want the reporting to reconcile.

Sources

TefCo Corporate Compliance (Pty) Ltd is a compliance management platform, not a legal, tax or advisory firm. This guide is general information, not advice. Fees, dates and thresholds change — confirm current figures with the regulator before you rely on them.