Supporting information
Menu Options 1, 2, 3, 4, 5, 15 (access capital items), 16 and 17
For these options you need to send us supporting information to show that you have met the relevant requirements. We will send you a single claim form in March 2007. Fill this in and deliver it to your area office by 31 August 2007 along with the supporting information.We cannot accept claims after that date.
We need the original invoices and evidence that you have made the expenditure.We will return these to you and you must keep all the records that relate to the scheme, including receipts and invoices for at least 4 years after you receive payment for the scheme year in which the costs were incurred. If you are undertaking a 5 year option, you must keep the documentation for the 5 years the option is in effect plus 4 years after you receive the final payment. We can only accept correctly receipted invoices.
Your invoice must show:
- your supplier or contractor's name and address.Your business name and address as the customer;
- details of goods and services purchased and supplied. Show separate costings for each approved option, and VAT details where appropriate.The date when the supplier or contractor delivered the goods and/or services to you;
- the total amount of the invoice;
- the amount paid by you in figures or words. If this differs from the total invoice amount, it must provide information to explain the difference (such as the amount of any discount, or credit or hire purchase charges);
- the signature and stamp of the supplier or contractor receiving payment (or their employee).
If you have settled an invoice for over £500 by cash, you must send us additional evidence of payment. This might be a separately numbered receipt from the supplier's accounts or an accountant's statement.
Options 6-14 and 15 (access - path maintenance only)
These options do not require any supporting evidence.The area claimed on your IACS (3) 2006 column N will be multiplied by the option rates to give a payment.
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