SF-182 Training Form for U.S. Federal Employees

What is the SF-182 Form?

The SF-182, officially titled "Authorization, Agreement, and Certification of Training," is a U.S. Standard Form used by federal government agencies to authorize and document employee training. It is issued by the Office of Personnel Management (OPM) as the standard training request form (current version revised March 2020). The SF-182 is widely used across federal agencies whenever an employee needs to attend external training (such as a course, workshop, conference, or seminar) that the agency will pay for. In essence, the form serves as a request and approval mechanism for training, capturing key details about the trainee, the course, costs, and required approvals.

Who Uses the SF-182 Form?

Primarily, U.S. federal employees and their agencies use the SF-182. If you are a federal employee seeking job-related training (or a training coordinator arranging it), this form is the common way to obtain official approval and funding. Many agencies (civilian and Department of Defense alike) require an SF-182 for any off-site training or vendor-provided course. It acts as a legal agreement between the employee’s agency and the training provider, ensuring the agency commits to paying the training costs and that the employee will attend and, if required, serve the agency for a period after training (continued service agreement). The form also doubles as a certification of completion once the training is done – hence the name including “Certification of Training.”

For reference, the official SF-182 form can be downloaded from OPM’s website. This is the standard PDF document you’ll need to fill out for training requests. It’s recommended to use the latest version (Revised 03/2020) to ensure all required fields are present.

General Rules and Guidelines for SF-182 Usage

Using the SF-182 comes with certain rules and best practices that both employees and agency training officials should keep in mind:

Purpose – Training Only: The SF-182 is only to be used for training-related purposes. It is designed to approve and obligate funds for courses, education, conferences, workshops, or similar training events that develop the employee’s skills. Agencies should not use SF-182 to buy equipment, supplies, or non-training services – it’s strictly for employee training authorization.
One Form Per Employee/Training: Each training request (per individual) should be on a separate SF-182. Do not list multiple employees on one form or use one form to cover a group; each student needs their own SF-182 with their personal and course details. (In other words, no “bulk” SF-182s for multiple people on a single document.)
Approvals Required: An SF-182 typically must be approved by the appropriate officials before it’s valid. This usually includes the employee’s supervisor and a training approving official or finance officer. The form has signature blocks (Sections D and E) for supervisors and authorizing officials to sign off. Ensure all required signatures are obtained as part of your agency’s process (an unsigned form will not be accepted as a valid funding document).
Completing the Form: Fill out all relevant sections of the SF-182 completely and accurately. Key sections include:
- Section A – Trainee Information: Employee’s name, contact info, position, etc.
- Section B – Training Course Data: Details of the course (training vendor name/address, course title, course dates, etc.). For example, you would list Graduate School USA as the vendor with their address if enrolling in a GSUSA course.
- Section C – Costs and Billing Information: Breakdown of training costs (tuition, materials, travel if applicable) and billing instructions. This section is critical for payment – it often includes the Document/Purchase Order Number and where to send the invoice. Make sure to include your agency’s finance office address or billing contact in the “Billing Instructions” field if required, so the training vendor knows where to invoice.
- Section D/E – Approvals: Signature of the immediate supervisor and the authorized agency official who can obligate funds.
- Section F – Certification of Completion: To be filled after training, confirming that the employee completed the course and, in some cases, providing an evaluation. (Your supervisor or training coordinator might sign here upon course completion to certify that you attended and the training met expectations.)
Funding Limits: Follow your agency’s policies on funding limits for use of SF-182. The SF-182 is often used for micro-purchases or small training expenses. Many agencies allow using an SF-182 in lieu of a formal contract up to a certain dollar threshold. For example, the Department of Defense authorizes training payments up to $25,000 per SF-182 transaction. (If a training course exceeds your agency’s limit, you may need to use a different procurement method like a contract or purchase order.) Always check your agency’s specific guidance on when an SF-182 can be used.
Method of Payment: The SF-182 serves as an obligating document – essentially, it is an agreement that the agency will pay the training vendor. Some agencies process payment by issuing a purchase order number or through an internal system referencing the SF-182. Others may use a Government Purchase Card (GPC) to pay the vendor after approving the SF-182. Do not include credit card numbers on the form unless your agency explicitly directs you to (and never if submitting the form via unsecure methods like email). Typically, for vendors, an approved SF-182 with an obligation number or billing instructions is enough for them to invoice the agency.
Retention and Records: Keep copies of the completed SF-182 for your records. Agencies often require that a copy goes into the employee’s training file and that the finance office retains a copy for payment. The employee should also keep a personal copy, and after training completion, a copy of the signed certification (Section F) if applicable.

By adhering to these guidelines, federal employees and training coordinators can ensure the SF-182 is used correctly and efficiently to enroll in training.

Using SF-182 for Training at Graduate School USA (GSUSA)

Graduate School USA (GSUSA) is a popular training provider for federal employees, and it accepts the SF-182 form as a payment/funding method for course enrollments. In fact, GSUSA requires that a completed SF-182 (or similar agency training form) be submitted at the time of registration if you are not paying by credit card. This allows federal agencies to fund the training directly. Here’s how to use an SF-182 to enroll in a course at Graduate School USA:

Complete the SF-182 Form with GSUSA Course Details: First, the student or their agency training coordinator should fill out the SF-182 with all the necessary information about the GSUSA course. This includes entering Graduate School USA as the Training Vendor (with address and contact info in Section B1) and the specific Course Title, Course Number, and dates of the class you want to attend. Also fill in the tuition cost and any fees in Section C. It’s important that the form is fully approved by your agency (signed by supervisor and authorizing official) just as you would for any other training. Essentially, your agency is agreeing on this form to pay GSUSA for your enrollment.
Register on the GSUSA Website – Select “Funding Document” at Checkout: Go to the Graduate School USA online course catalog and proceed to register for the desired class. During the online registration checkout process, you will encounter a payment page. Select the “Funding Document” payment option, which is the choice for those paying via SF-182 or other training authorization forms (as opposed to paying by credit card). The website will then prompt you to upload the completed SF-182 PDF (or another equivalent form) as part of your registration. This upload step is critical – it provides GSUSA with the training authorization and billing information. (If for some reason you cannot upload it online, GSUSA also allows submission via email or fax of an SF-182 in lieu of a purchase order, but the online upload during checkout is the most direct method.)
GSUSA Review and Enrollment Confirmation: After you submit your registration with the SF-182 attached, GSUSA will review the form and process the enrollment. Their administrative team will verify that the SF-182 is completed and signed, and that it contains the necessary billing details for your agency. Once verified, GSUSA will finalize your enrollment in the course. You (and/or your training coordinator) should receive a confirmation of enrollment. GSUSA’s finance team will then use the information on the SF-182 to invoice your agency for the course tuition – typically, the invoice is sent to the billing address or contact you provided on the form. There is no need for you to provide payment out of pocket or a credit card, since the SF-182 serves as the funding obligation. (If any issues are found with the documentation, GSUSA may reach out to you or your agency for clarification or corrections before enrollment is confirmed.)
Attend the Training & Follow Up: Once enrolled, attend the GSUSA course as scheduled. After completion, ensure you obtain a completion certificate or grade report from GSUSA (they can provide this) and coordinate with your supervisor or training office to complete Section F of the SF-182 (certification of training completion), if your agency requires it. GSUSA courses typically provide certificates that you can attach to the SF-182 when you file it back with your agency’s training records.

Important Considerations for Agencies and Students Using SF-182 at GSUSA

When using an SF-182 to enroll in Graduate School USA courses, keep these additional tips and reminders in mind to ensure a smooth process:

Submit the Form Upfront: GSUSA requires the SF-182 at the time of registration, not after. This means you should have your training request approved internally before trying to sign up for the class. Plan ahead to get all signatures so you don’t miss out on a seat in a class while waiting for approvals.
Accuracy of Information: Double-check that all information on the SF-182 is accurate and matches the GSUSA course. The vendor details for Graduate School USA (name, address) should be correctly entered. Include the course code, title, dates, and tuition amount exactly as listed on the GSUSA website. An incorrect course number or price could delay processing. (If your agency requires vendor codes, GSUSA provides their Unique Entity ID and CAGE Code for federal procurement purposes, which can be helpful to include.) Providing complete and correct info upfront helps GSUSA process your enrollment without delay.
Ensure Proper Approvals: Only upload signed and approved SF-182 forms. GSUSA will not consider an SF-182 valid if it’s missing the authorizing signature or funding information. The form represents a commitment from your agency, so it must be signed by the official who can obligate funds (as well as your supervisor, as required). An unsigned form is essentially a draft and won’t hold your slot in the class.
One Student per Form: Remember that each SF-182 is for a single trainee’s enrollment. If you are signing up multiple employees for the same GSUSA class, each person needs their own SF-182. GSUSA’s online system allows group registrations, but you would still either upload multiple SF-182s (one per student) or send a batch by email. Do not attempt to put two students on one form – it will be rejected (and it’s against federal form rules).
Changes or Cancellations: If your plans change, be proactive. For example, if an enrolled student can no longer attend and you want to substitute another employee, you’ll need to arrange a new SF-182 for the new participant or have the original one amended. GSUSA does allow substitutions before a class starts, but the paperwork (SF-182) must be updated accordingly. Similarly, if you need to cancel the training, notify GSUSA and your agency training office promptly. Your agency may need to de-obligate the funds, and GSUSA has cancellation policies (late cancellations might incur fees). Communicate any changes to avoid your agency being charged for a no-show.
Follow Your Payment Procedures: After you upload the SF-182 and GSUSA confirms your enrollment, their finance team will invoice the agency as noted. Typically, this happens by sending an invoice to the address in the “Billing Instructions” on the SF-182. Make sure that your finance/accounts payable office is aware of this incoming invoice and knows it’s tied to the SF-182 you submitted. It can be helpful to share a copy of the finalized SF-182 and the GSUSA enrollment confirmation with your finance office, so they have the purchase obligation on record. This helps ensure the invoice gets paid promptly.
Plan for Lead Time: Start the SF-182 process well in advance of the course start date. Internal agency approval workflows for training can sometimes be slow – and popular GSUSA classes can fill up quickly. Initiating the SF-182 and registration process early increases your chances of securing a seat and allows time to resolve any issues with funding documents. GSUSA courses operate on a first-come, first-served basis for completed registrations, so having your paperwork ready is key.

By following these guidelines and tips, federal agency coordinators and students can effectively utilize the SF-182 form to enroll in training with Graduate School USA. The SF-182 offers a convenient way to handle tuition payment through agency funds, and GSUSA’s acceptance of this form streamlines the enrollment for federal employees. Always maintain a helpful dialogue between the student, the agency training/finance office, and GSUSA to ensure a smooth training registration and payment process. With proper preparation and attention to detail, using the SF-182 for GSUSA courses can be straightforward and beneficial for all parties involved.

What Classes are Available with the SF-182?

You can book a variety of training using an SF-182 form. Here are some popular options:

To register, navigate to the topic you would like to learn (you may also use the search bar in the top navigation). Select your class. Register at checkout using the SF-182 options (and upload your form). You can also contact us using the chat below (bottom right of your screen).