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
RDP Assistant
Andrew Hall