RDP Project Sponsor Session

June 2011

Claim Process

• Claims always quarterly in arrears

• Claim within 1 month of quarter ending

• Lead Body will invite you to make a claim

• Original copies of all documents must be available

• Carry out initial checks and copy documents

• Aim to pay within 30 days of audit

Expenditure

• The onus is on the project sponsor to prove expenditure

• All expenditure must be:• Evidenced (original copies)• Defrayed during the quarter• Eligible• Comply with approved application

• Claiming items in different claim periods• Overheads

Items to Include in Claim

• Transaction Lists (with expenditure set out per cost heading)

• Supporting Evidence- invoices etc• Bank Statements• Timesheets• Signed Claim Form• Quarterly Targets• Capital Asset Register (if applicable)• Methodology• Project Amendment Form (if applicable)

Claims Checklist

• Project Sponsor Claims Checklist• Do the figures add up• Keeping records of funding• Timesheets need to be signed & collated• All timesheets must have correct logos• Do all final beneficiaries have a CRN?• Does your methodology clearly explain

expenditure?• Is the claim form completed and signed?

Common Errors

• Supporting documents missing such as invoices, timesheets, bank statements, insurance policies

• Apportionment methodology not explained clearly• Documents provided not originals• Timesheets and mileage claims incomplete, not showing

which project relates to or not signed or countersigned. • VAT claimed when ineligible as can be claimed back• Invoices/payments already claimed in another period• Ineligible costs such as alcoholic drinks at launches or

staff refreshments claimed. • Claim form not completed or not signed and

countersigned.

FINES

• Under Lead Body’s agreement with WAG, we must pass on fines for claims breeches

• Fines can be incurred for:- Repeatedly claiming ineligible items - Double Funding- Re-claiming at item that has already

been paid in previous quarter• No fines for not providing sufficient evidence or

item defrayed after quarter ended.• If reduction is more than 3% of claim value, a

penalty of same value applied

Project Management Guide

• Section 4 of guide provides details on submitting claims

• Essential section is read and fully understood• 4.10- Paying claims when work’s complete• 4.11- Funding between financial years• 4.14- Overhead recovery must be agreed by

WAG• 4.15- Apportionment methodology• 4.23-4.26 Capital Assets• 4.29- List of ineligible expenditure

Progress Report

• Detail Activity undertaken

• Give you opportunity to raise any issues

• Detail Publicity undertaken

• Must be submitted within 10 working days of the quarter ending.

• Failure to submit information may result in claims not being paid.

Progress Reports to be submitted by following dates

• 18th July 2011 (April-June ’11 quarter)

• 17th October 2011 (July-Sept ’11 quarter)

• 16th January 2012 (Oct-Dec ’11 quarter)

• 16th April 2012 (Jan-Mar ’12 quarter)

• 16th July 2012 (April- June ’12 quarter)

• 15th October 2012 (July-Sept ’12 quarter)

Contact details for Claims

Claim & Monitoring Officer

Rachel Jenkins

r.jenkins2@npt.gov.uk

RDP Assistant

Andrew Hall

a.hall2@npt.gov.uk