Making Your Training Count

A practical step-by-step guide to Mandatory Grant reporting, staff training alignment, and what coffee businesses need to know under FoodBev SETA and CATHSSETA

 

By Henning Lubbe
(Skills Development Specialist, Director on SCASA Board – Specialty Coffee Association of Southern Africa)

 

In our previous article, we explored why skills development should never be seen as a grudge purchase. In coffee businesses, training is not a luxury — it is what shapes quality, consistency, service, retention, and growth.

Brew a cup of your favourite coffee, get comfortable. Now it is time to go deeper

If your business is paying the Skills Development Levy (SDL), there is a real opportunity not only to recover a portion of that investment through the Mandatory Grant, but also to use the process to build a more capable, confident, and future-ready team.

For many coffee businesses, training already happens every day. A senior barista coaches a junior team member on milk texturing. A manager trains staff on stock control. A roaster runs a quality session on profiling and consistency. A café owner walks the team through hygiene standards and customer service expectations.

The problem is not always a lack of training.

The problem is that training is often not planned, recorded, aligned, or reported properly.

 

That is where the Workplace Skills Plan (WSP) and Annual Training Report (ATR) come in.

For coffee businesses operating under FoodBev SETA or CATHSSETA, understanding these requirements is essential. Done correctly, Mandatory Grant compliance can support both your people development and your operational performance.

 

Why the Mandatory Grant matters

The Mandatory Grant is not simply an administrative rebate. It forms part of South Africa’s broader skills development framework under the Skills Development Act, Skills Development Levies Act, and the related SETA Grant Regulations.

In practical terms, employers who are registered for and paying the Skills Development Levy may qualify to claim back 20% of the levies paid, provided they submit a compliant WSP and ATR to the correct SETA within the required timeframe.

More importantly, the process encourages employers to move from ad hoc training to deliberate workforce development.

In a coffee business, that means asking:

·       What skills do we actually need in this business?

·       Where are the gaps affecting quality, service, efficiency, or compliance?

·       What training took place this year?

·       What training should happen next year?

·       How do we make sure that training supports business growth?

Those are not just reporting questions. They are business questions.

 

Which SETA applies to your coffee business?

One of the first and most important steps is confirming which SETA your business falls under.

In broad terms:

·       FoodBev SETA generally applies to businesses involved in manufacturing, production, processing, or beverage-related operations — for example, coffee roasting or production businesses where this is the core registered activity.

·       CATHSSETA generally applies to hospitality and service-based businesses, including cafés, restaurants, and coffee shops where coffee is sold as part of a hospitality offering.

The correct SETA is usually determined by your primary registered business activity, not simply by what you sell.

So, for example:

·       a roastery supplying wholesale clients may fall under FoodBev SETA

·       a café or multi-site coffee shop group may fall under CATHSSETA

·       a business doing both will generally be linked to the SETA aligned to its main registered activity for levy purposes

This is an important area to get right. A well-prepared submission sent to the wrong SETA can still be rejected.

If you are unsure, check your:

·       levy registration details

·       business classification

·       payroll information

·       previous SETA registration records

If needed, get assistance from your payroll provider, accountant, or a qualified Skills Development Facilitator (SDF).

 

Understanding the two key submission documents

At the centre of the Mandatory Grant process are two documents:

 

1. Workplace Skills Plan (WSP)

The WSP is your forward-looking training plan. It sets out what training your business intends to implement during the upcoming reporting period.

For a coffee business, this could include training in:

·       barista skills

·       espresso calibration and extraction

·       milk steaming and beverage consistency

·       customer service

·       food safety and hygiene

·       health and safety

·       stock control

·       supervisory skills

·       leadership and people management

·       roasting and production quality

·       equipment care and maintenance

·        

2. Annual Training Report (ATR)

The ATR is your backward-looking report. It reflects the training that was actually completed during the previous reporting period.

It should show:

·       what training took place

·       who received the training

·       when it took place

·       whether it was internal or external

·       how it related to the needs of the business

In simple terms:

·       ATR = what you did

·       WSP = what you plan to do

Both are required if you want to access the Mandatory Grant.

 

Step 1: Confirm levy status and grant eligibility

Before you begin, confirm that your business:

·       is registered for the Skills Development Levy

·       is actively paying SDL through payroll

·       is linked to the appropriate SETA

·       falls within the category of employers expected to submit WSP/ATR reports

Employers that do not pay the levy generally do not access Mandatory Grants in the same way, although there may still be discretionary funding opportunities depending on the SETA and programme.

 

Step 2: Appoint a Skills Development Facilitator

Every business should have a person responsible for coordinating the skills development process.

This may be:

·       the business owner

·       an HR or payroll team member

·       an operations manager

·       an external consultant acting as the SDF

The role of the SDF typically includes:

·       coordinating the consultation process

·       gathering workforce and training information

·       preparing the WSP and ATR

·       uploading documents to the SETA system

·       responding to queries

·       maintaining records for verification or audit

In smaller coffee businesses, this responsibility often sits with the owner or admin lead. In larger operations, it may sit with HR or an external advisor.

 

Step 3: Consult with staff properly

This step is often neglected, but it is a core requirement.

The Workplace Skills Plan should not be completed in isolation. Employers are expected to consult with employees or their representatives on training needs.

Depending on the size and structure of your business, this may involve:

·       a formal training committee

·       employee representatives

·       management consultation

·       branch or departmental input

·       team meetings focused on skills gaps

In a smaller café or roastery, consultation may be less formal — but it should still be genuine and documented.

Keep records such as:

·       signed meeting minutes

·       attendance registers

·       training needs discussions

·       consultation notes

·       email confirmations where relevant

If there is no proof of consultation, this can become a problem during verification.

 

Step 4: Gather the right documents early

Do not wait until the last week of submission season.

Although exact document requirements can differ slightly between SETAs, coffee businesses should generally prepare the following early:

·       SDL or levy reference details

·       company registration details

·       SDF appointment details

·       proof of consultation

·       payroll and employee information

·       workforce profile data

·       training records for the ATR period

·       signed forms or declarations

·       any SETA-specific annexures required for that year

Always use the latest year’s submission guidelines and templates issued by FoodBev SETA or CATHSSETA. Requirements and portal processes can change.

 

Step 5: Build your ATR from actual training that took place

This is where many coffee businesses under-report.

Owners often assume that if training was informal, internal, or conducted on the job, it does not count. In many cases, that is not true. If training was structured, work-related, and evidenced, it may well form part of your ATR.

Examples may include:

·       onboarding and induction

·       barista training

·       espresso calibration sessions

·       hygiene and food safety training

·       health and safety briefings

·       customer service coaching

·       point-of-sale system training

·       cash-up procedures

·       stock handling and ordering training

·       equipment cleaning and maintenance training

·       roasting or cupping sessions

·       supervisory coaching

·       external short courses

·       supplier-led product training

The key issue is evidence.

Useful records include:

·       attendance registers

·       training schedules

·       facilitator notes

·       induction checklists

·       certificates

·       invoices from training providers

·       assessment results

·       signed acknowledgements

If training happened but no one recorded it, it becomes difficult to report and defend.

 

Step 6: Build your WSP around real business needs

Your Workplace Skills Plan should not be a generic list of nice ideas. It should reflect the actual operational needs of your business.

Start by identifying where the business is experiencing pressure.

Ask:

·       Where are we losing consistency?

·       Where are we losing money?

·       Where are teams underperforming?

·       Where do customer complaints arise?

·       Which roles are difficult to fill or develop internally?

From there, convert business issues into training priorities.

For example:

Business challenge	Skills response
Inconsistent coffee quality	Espresso calibration, recipe control, sensory training
High milk wastage	Milk texturing, beverage workflow, portion control
Slow service	Shift coordination, station setup, task flow
Customer complaints	Service recovery, communication, complaint handling
Hygiene failures	Food safety, cleaning systems, accountability
Stock losses	Ordering, receiving, counting, stock rotation
Weak shift leadership	Supervisory development, coaching, planning

A strong WSP links learning to measurable business outcomes.

 

Step 7: Align training to roles, not just availability

One of the best ways to make your training plan more effective is to structure it by role.

For example:

Entry-level staff

Focus on:

·       induction

·       hygiene

·       customer service basics

·       workflow and station readiness

·       point-of-sale basics

Baristas

Focus on:

·       espresso extraction

·       milk steaming

·       beverage consistency

·       speed of service

·       customer engagement

·       equipment cleaning

Senior baristas or trainers

Focus on:

·       quality control

·       coaching others

·       troubleshooting

·       workflow management

·       stock awareness

Supervisors

Focus on:

·       shift leadership

·       people management

·       stock control

·       scheduling

·       customer complaint handling

·       performance management basics

Managers

Focus on:

·       labour planning

·       financial controls

·       compliance

·       leadership

·       team development

·       operational reporting

When training is linked to role progression, it becomes more useful to the business and more meaningful to employees.

 

Step 8: Make sure your workforce data is accurate

Mandatory Grant submissions often require demographic and workforce information, including:

·       employee numbers

·       occupational categories

·       race

·       gender

·       disability status

·       planned and actual training beneficiaries

·       OFO code is correct (The Organising Framework for Occupations (OFO) is a South African skills-based, 6-digit classification system used to categorize jobs, enabling the Department of Higher Education and Training (DHET) to monitor skills demand. It is essential for reporting scarce and critical skills in Workplace Skills Plans (WSP) and Annual Training Reports (ATR). OFO for Barista, Chef, Cleaner).

·       A good idea is to align your payroll system employee categorisation with OFO codes thus having all reporting aligned everywhere. Some payroll systems can also track training, supporting continuous professional development and training.

This information should align with your payroll and employment records.

Inaccurate headcount data, missing role categories, or inconsistencies between your ATR and employee records can delay approval or trigger follow-up questions.

Accuracy matters.

 

Step 9: Ensure proper sign-off and submit on time

Even a well-prepared submission can fail if it is incomplete or unsigned.

Check that:

·       all required sections are completed

·       supporting documents are attached

·       declarations are signed by the correct parties

·       the SDF details are correct

·       employee consultation is reflected

·       the final submission is properly uploaded and confirmed

Many SETAs work on an annual submission deadline, often around 30 April, unless an official extension is published. Always check the current year’s official notice from FoodBev SETA or CATHSSETA rather than relying on previous cycles.

And importantly:
do not assume a saved draft is a submitted application.

Keep your:

·       submission reference number

·       confirmation email

·       screenshots if needed

·       final copies of all submitted documents

 

Step 10: Keep an audit-ready record file

Once your submission is complete, create a clear record file for future reference and possible verification.

This should include:

·       Final WSP

·       Final ATR

·       Proof of submission

·       Consultation records

·       Attendance registers

·       Training evidence

·       Certificates

·       Supporting invoices

·       Sign-off pages

·       Correspondence with the SETA

This discipline makes future submissions far easier and protects the business if questions arise later.

 

Real-world coffee business examples

Example 1: Independent café operating under CATHSSETA

A small café with 12 employees assumes it has “never really done training”. But on closer review, the business has provided:

·       induction for all new team members

·       weekly espresso calibration

·       food safety refreshers

·       cash-up and POS training

·       customer service coaching

Once these activities are documented properly, the business is able to reflect them in its ATR and build a stronger WSP for the following year.

Result: improved beverage consistency, fewer remakes, better shift discipline.

 

Example 2: Roastery operating under FoodBev SETA

A roasting business already invests time in:

·       roast profiling

·       quality control

·       green bean handling

·       packaging checks

·       machine maintenance

·       production hygiene

The training exists, but it has not been structured for reporting. Once attendance records, training topics, and planning are formalised, the business can report accurately and align future training to production quality and operational efficiency.

Result: fewer errors, stronger consistency, more confident staff.

 

Example 3: Multi-site coffee brand with café and roastery functions

A growing coffee business with multiple sites faces inconsistency. Each location trains differently, and there is little central oversight.

The solution is to:

·       standardise induction across sites

·       create a barista skills matrix

·       separate café and roastery training pathways

·       assign one SDF to coordinate reporting

·       align training with growth and internal promotion

Result: stronger brand consistency, easier staff mobility, and a clearer talent pipeline.

 

Common mistakes to avoid

Some of the most frequent problems include:

·       Submitting to the wrong SETA

·       Waiting until the last minute

·       Reporting training with no proof

·       Failing to consult employees

·       Using vague descriptions such as “general training”

·       Forgetting to include internal training

·       Mismatching payroll and workforce data

·       Missing signatures or declarations

·       Relying on outdated templates or deadlines

·       Treating the process as admin only, rather than strategy

Avoiding these mistakes can make the difference between a stressful compliance exercise and a valuable business process.

 

Final thought: use compliance to build capability

The strongest coffee businesses do not treat skills development as a once-a-year reporting task. They use it to build better teams, better systems, and better outcomes.

When your training is planned, documented, and aligned to real operational needs, the benefits go far beyond grant compliance.

You begin to see:

·       where quality breaks down

·       where leaders need support

·       where internal growth is possible

·       where training can improve retention and standards

 

Yes, the Mandatory Grant can help you recover part of your levy spend. But its real value lies in helping you train with purpose.

Invest in your people with structure, and your coffee will taste success — every shift, every cup.

 

Webinar: Watch this space for our upcoming webinar where we will discuss and unpack the article and have a Q&A.

 

Watch out for our next article: What is Mentorship and a Personal Development Plan? We’ll look at how intentional guidance and structured development can help unlock the potential of your people.

 

Specialty Coffee Association of Southern Africa (SCASA)

 

Email: info@scasa.coffee

 

For SDL information and assistance contact Henning Lubbe: henning@kushindaacademy.com