Introduction
In this section you will find the claim form that you need for capital items and capital Options in your Rural Priorities contract, and guidance on how to complete it.
You will need to print this form off, or ask your area office for a copy if they have not already sent you one, and submit it to us. The deadline for claiming for 2013 items will be 28 February 2014.
The claim form has 6 sections.
Section 1 & 6 : (Business details and signature) are mandatory for all claims. The other sections can be printed off and filled in as required for your specific claim, or you can print off the whole form if you need all or most of the sections.
Section 2: Standard cost capital items.
Section 3: Actual cost capital items and invoice receipting requirements.
Section 4: any other supporting documents.
Section 5: monitoring and evaluation - for skills options only:
RP11101A Skills development - individual training
RP11101B Skills development - group training
RP33101 Skills development to improve quality of life
RP34101 Collaborative local development strategies
Section 5 has 4 pages - one for each Option - so please make sure you submit all the relevant pages if you are claiming for a skills Option.
Please sign and date every page you send in to us.
Important: please submit claim details which are accurate, valid and in accordance with your contract. Please also make sure that all invoices are properly receipted. If any of these details are not correct, we may return your invoices and delay your claim until we receive correct documentation or reject your claim outright.
Important: If your claim does not match your contract or the invoices submitted, we may apply penalties of up to 100% to the amounts you would otherwise be entitled to. Please check the breaches and penalties guidance if you are in doubt.
How to complete your claim
Section 1 and 6
If you have requested the form from your area office, section 1 should be pre-populated. Otherwise please fill this section in using BLOCK CAPITALS. If you have downloaded this form, you can also type in the necessary details. In any case, please make sure your claim is clearly legible, as it will help us process it faster.
Please indicate whether you are VAT registered or not, using the tick boxes at the bottom of page 1. If you are not VAT registered, you may wish to send in proof of this, as we will carry out spot-checks with the HMRC which may delay the processing of your claim.
Please read carefully the declaration in Section 6, then sign and date the form.
Please let us know if you are a trading or non-trading business. A trading business is one which is set up for the purpose of conducting business and turning a profit. A non-trading business could for example be an individual household, a charity or a community group.
If you are a mandated agent, please complete your agent details as well.
Section 2
Use this section if you are claiming for any standard cost items.
Please copy across details such as the LPID or map reference, the Option code and the item description from your contract and schedule of works. If the details are not in your schedule of works, you do not need to insert them on the claim form (e.g. not all items have a LPID or a map reference).
Please then use the 'Total Units' column to declare the number of units of this item you wish to claim. As per normal claim rules, this should be near to or exactly the number stated in your schedule of works, and we will check your claim against your contract. If there is a big difference between your contracted units and your units claimed, we are likely to investigate why, and you may wish to send us further information on why there is a difference.
Section 3
Use this section if you are claiming for any actual cost capital items.
Please read the guidance in this section of properly receipted invoices. If you submit incorrectly receipted invoices, we will not be able to process your claim. We will have to return it to you, causing a delay in making a payment to you.
As for standard cost items, you should copy across as much detail as possible directly from your contract and schedule of works, e.g. LPID, map reference, option code and item description. If the details are not in your schedule of works, you do not need to fill them in on your claim (e.g. not all items are linked to a LPID).
Please then indicate the document reference number of the invoice or other documentation which relates to that item (e.g. credit card statement, time sheet etc). This can be the official supplier's invoice number, or you may number your documents clearly yourself before submitting them.
You may have more than one invoice linked to an item. If that is the case, please use a separate line for each invoice. You do not need to fill in the first four columns of the claim form section again in this case.
Finally, please tell us the actual eligible costs you have incurred. This should be the full eligible amount supported by your invoices, even if this is higher or lower than the agreed amount in your contract. We will limit your payment to the amount supported by invoices or the agreed amount (whichever is lower), but this will not incur a penalty.
If there are ineligible items on any of your invoices, please cross these off as clearly as possible, and do not include ineligible expenditure in your claim of costs incurred. If you claim for ineligible items, we are likely to treat this as an over-declaration and apply a penalty. If you are in any doubt, please read the guidance on breaches and penalties or contact your area office.
Please do not apply any grant rates yourself - we will do all the calculations for you before making a payment.
For example, if you are submitting a claim for an item which you estimated in your proposal would cost £1000, but where the grant rate is 50% of your costs, you should enter the full £1000, or the amount supported by your invoice if this is lower.
Section 4
Please use this section to tell us about any supporting evidence you are submitting for this claim, e.g. completion certificates for buildings, warrants, Controlled Activities Regulations Licence or any other relevant documents.
Section 5
Monitoring and Evaluation is an EU requirement, and you must complete this section if you are making a claim under one of the following options:
RP11101A Skills development - individual training
RP11101B Skills development - group training
RP33101 Skills development to improve quality of life
RP34101 Collaborative local development strategies
Please use the 'look-up options' to answer the questions, inserting the codes form the look-up options into the table. Please complete one line for every training event you have undertaken in each option.
Submitting your claim
Please submit your claim in person or by post to your area office. We will acknowledge receipt of the claim either on the spot or by post.
What happens next?
Once you have submitted your claim, we will process it as quickly as possible. This will involve checking your claim against your contract and schedule of works, checking any invoices and documentation you have submitted, and possibly carrying out an inspection on the work.
We will then make a payment. We are currently aiming to pay all valid claims within 3 months of receipt, and quicker if we can.
If we have made any adjustments to the amounts you have claimed or applied any penalties, this will be explained to you in a letter at the time of payment.
Back to contents