about your project's progress and how to claim funds. Please contact the ... You
will need to complete a Project Progress and Claim form and submit it to us at
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Guidance for recipients: Reporting progress and claiming funds Important information to help you claim your grant funding The guidance below should answer the questions you may have about how to tell us about your project’s progress and how to claim funds. Please contact the Grants Team by email:
[email protected] or telephone: 01738 458 677 if you have any further queries about our grants.
How do I claim funds? You will need to complete a Project Progress and Claim form and submit it to us at
[email protected] before or no later than the agreed ‘Claim to be received no later than date’. This form will allow us to consider your request for payment for the successful completion of Approved Activities and delivery of output targets.
What information do I need to provide in my Project Progress and Claim form? Your Project Progress and Claim form will be pre-populated by us with the relevant Approved Activities and costs that we have agreed to support. You will need to tell us about: •
Your project’s progress during the reporting period, including what targets you have achieved;
•
How much you are claiming against your project costs for the reporting period; and
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Where appropriate, feedback about your project, including successes and challenges your project has faced and what benefits it has achieved during the reporting period.
The Project Progress and Claim form includes guidance to help you complete all sections. Your Grant may be subject to Special Conditions that need you to submit additional information along with your Project Progress and Claim Form. Please make sure you submit any additional information in the format required.
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How much can I claim? Your Grant Offer details the expected claim value for each claim. You can claim all or part of these funds. In some circumstances you may be able to claim more than the expected claim value, where you can demonstrate delivery and spend. Where appropriate, and subject to approval, we will reallocate funds across the remaining claims. Any changes to your Project Progress and Claim Schedule must first be agreed by us in writing. What costs can I claim? You should only claim for costs that we have agreed to support. These are outlined in your Grant Offer under ‘Your Project costs’. What should I do if I know the project is going to underspend or overspend? You should let us know as soon as possible about any expected underspend or overspend as this may impact on your Project Progress and Claim Schedule. Any changes to your Project Progress and Claim Schedule must first be agreed by us in writing. Please note, as outlined in your Grant Offer: • We will not carry forward underspend at the end of a financial year (31 March). • If your final project costs are lower than expected when you applied, we will reduce our grant pro-rata. When can I claim? Your Grant Offer details your Project Progress and Claim Schedule. This outlines the following dates: •
Period Ending date – your claim should include activities and outputs delivered and costs incurred for these up to this date.
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Claim to be received no later than date – this is the latest date that we expect you to submit your claim for activities and outputs delivered and costs incurred for these in the period. You can claim before this date if you can demonstrate delivery and spend. If we do not receive a claim by this date we reserve the right to withhold payment.
Can I claim funds up-front? Our grants are generally paid in arrears. In some circumstances we will make upfront payments on receipt of sufficient evidence of need.
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You will only be able to claim up-front funds if we have agreed to this in your Grant Offer. If we have agreed to provide an up-front payment we will give you guidance on how to claim these funds. What should I do if I need to claim later than the ‘Claim to be received no later than date’? Your Project Progress and Claim Schedule has been set to align with when your Approved Activities are expected to be delivered. This is based on the information that you provided in your Grant Application. You should let us know as soon as possible of any proposed changes, delays or issues with your project that may impact on your Project Progress and Claim Schedule. Any changes to your Project Progress and Claim Schedule must first be agreed by us in writing. If necessary, we will issue you with a revised Project Progress and Claim Schedule. If you do not tell us that you need to claim later, and subsequently submit your claim after the ‘Claim to be received no later than’ date, we reserve the right to withhold payment. How do I get a Project Progress and Claim form? We will send you your Project Progress and Claim form at the start of each financial year of your project (1 April – 31 March). You should save this as a template to your computer so that you can complete it each time you need to update us on progress and claim for payment during the financial year. If we agree any changes to your project, we will send you a new version of the form to use from that point onwards if necessary. If you need to claim earlier then please let us know and we can issue your Project Progress and Claim form sooner. How long will it take for my Project Progress and Claim form to be processed? Subject to approval, we will make payment to you within 30 working days of receiving a completed form. This may take longer if we need to request further information from you.
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