What You Can Claim
For Actual Cost Capital items, you may claim what is agreed in your contract. Your claim must not exceed the maximum grant approval for that item in your contract and schedule of works. You can only make a capital claim for costs incurred.
There is no restriction on the proportion of the cost of your Proposal which is made up of capital items. Some Proposals may comprise capital items only.
You cannot make a claim for any item which is not approved in your contract.
When to claim
The claim year for capital items that are scheduled on the approved contract for 2013 will run from 1 January 2013 to 28 February 2014.
You can only claim payment in the year stated in your Schedule of Works (SoW). If the SoW states, for example, that an item will be claimed in 2013, then the claim should be submitted by 28 February 2014. If you find that you are going to be unable to submit your claim and all of the supporting documentation by 28 February 2014 of the year stated in your SoW then you must write to us requesting a variation in order to make a change to the scheme year. Variations will only be approved in exceptional circumstances and there is no guarantee that your request will be approved.
How to claim and what to include
Claims should be submitted in paper format with original hard-copy invoices. The claims form is available to download and print from the Rural Priorities website. Copies are also available from your local AFRC:RPID area office.
Details should be given in the claim form about the costs for which funding is being claimed and whether this is an interim or final claim. An interim claim is a claim for part payment of a single item as detailed on your SoW. A maximum of three interim claims totalling up to 70% of the total approved grant for that item can be submitted in each claim year and you must provide relevant invoices. You can claim for more than one item on a claim. If you submit supporting documentation for more than 70% of the total approved grant for the item we will restrict the amount we pay you to 70% of the total approved grant for the item. Any remaining cost will be paid when you submit the final claim for that item in the same scheme year. As interim claims are submitted before work on the item has been completed you do not need to include a completion certificate. This should be submitted with your final claim.
You are also required to provide any consents required such as planning approval, electrical certificates and Controlled Activities Regulations licences, as well as any other required information, along with your claim.
Time sheets for machinery and labour, actual cost payment rates for the use of claimant's own tractors and vehicles and labour on approved eligible works, and Electrical inspection and testing certificate can be found here.
When Will Payment Be Made
Payments for capital items will be made on a continuous basis throughout the year, as soon as possible after the receipt of a valid claim and in any case within three months of receipt of a valid claim. A valid claim is a claim that has been completed correctly with all the information necessary provided on and with the claim. Claims will not be processed for payment until the full supporting documentation is received including all properly receipted invoices. All claims are subject to administrative checks to ensure that:
- Works claimed are suitable
- The claim matches the approved contract
- The claim form has been completed correctly and the total amount claimed entered
- If you are registered for VAT that the claimed amounts are exclusive of VAT
- The claim form is signed and dated
- All supporting documentation as detailed on annex of approval document is submitted with the claim
- Properly receipted invoices are submitted with the claim.
Once a claim has successfully gone through all the relevant processes, you will receive payment by Bank Automated Credit System (BACS). We aim to have the payment into your bank account within ten days from the date we authorise the claim.