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HOW TO COMPLETE THE CLAIM FOR GRANT

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					HOW TO COMPLETE THE CLAIM FOR GRANT

Before completing the LDR+9 form please read the following, which explains what should
be entered in each part of the form:

PART A – CLAIMANT DETAILS

Q1-5. The details given here should be the same as the details of the person who signed
the grant offer letter on behalf of the project group. They represent the organisation to
whom the grant money will be paid. If the details given here are different from the person
who accepted the grant offer you must include a note explaining why this is the case.

Q6. Please enter the name and details of the contact for the project group with whom
the claim can be discussed if this is different to the claimant details at Question 1.

PART B - CLAIM DETAILS

Q7. Please state if the claim is an interim or final one. Remember that for projects with
an EAGGF grant of over £5000 we cannot pay the final 5% of the grant until an
accountant’s audit report covering the entire expenditure on the project has been received
and is deemed satisfactory.
Please enter the claim number eg ‘5’ for the fifth claim made by the project group during
the programme.
Please enter the period covered by the claim.

Q8. Please indicate you have submitted a progress report with your claim, or if it has
already been submitted.

Table 1: Operating Costs

Q 9 to 10.     This table is to record the eligible revenue and capital costs incurred by the
project. Question 9 is for recording eligible revenue items of expenditure and the Question
10, is for recording eligible capital items of expenditure.

 Capital costs

 These can cover the following:


           i)                building conversion costs

           ii)               machinery (and the costs of its installation), including IT equipment.
                             Depreciation can be included as an alternative to purchase. See rule
                             1 of Regulation 1685/2000.

           iii)              second-hand equipment - provided that the seller of the equipment
                             provides a declaration stating its origin and confirming that at no point
                             in the previous seven years has it been purchased with the aid of UK
                             government or EU grants; the price of the equipment does not
                             exceed its market value and must cost less than similar new


Project operators claim form guidance notes   -1-
                             equipment; and the equipment must have the technical
                             characteristics necessary for the operation and comply with
                             applicable norms and standards (see rule 4 of regulation 1685/2000).

           iv)               fees and salaries for design and supervision are allowable as long as
                             they are reasonable and clearly linked to project implementation.

           v)                Landscaping: in full for environmental/image projects or where it
                             forms a minor part of the project cost for more general projects.

           vi)               Land costs where relevant to a project

           vii)              Leasing of equipment to be used on a project is eligible within the
                             terms of rule 10 of Regulation 1685/2000.

Revenue costs

Revenue costs are those which cover administrative costs for a project which results in
the provision of service or which directly provides support to the end user e.g. local
authority grants to companies. Apart from direct grants or similar support, these costs will
include such items as labour, heating, rental or leasing of premises, rates, rental charges
and publication and publicity costs. Legal, banking and accounting services that are
strictly part of the implementation of the project may be included within the terms of rule 3
of Regulation 1685/2000. Legal costs dealing with litigation, interest on loans and
accounting costs dealing with grant claims should not be included. A reasonable level of
overhead costs can also be included. This is also covered in rule 1 of Regulation
1685/2000. One off costs, e.g. removal costs and early payment of an existing lease to
allow movement to more suitable premises should only be accepted if essential to the
project and provided they are a small part of total eligible costs. Equipment with an asset
life of less than one year is a revenue cost.


In the tables please enter:


         Column a)           the date of defrayal of the expenditure

         Column b)           the name of the supplier of the item of eligible expenditure;

         Column c)           a brief description of the item of expenditure ( eg office rent, salary
         costs etc);

         Column d) insert your unique invoice identifier. This should allow us to locate the
         original receipted invoice or equivalent records of expenditure on your files. Do not
         send original invoices and records or copies;

         Column e) the amount paid for the eligible item of expenditure
         excluding VAT;
                NB. VAT must not be included if you are VAT registered, as you can claim
                the VAT element of your expenditure back from Customs and Excise. If you


Project operators claim form guidance notes   -2-
                   are not able to recover the VAT please enter the VAT element of items in
                   the VAT column.

         Column f)     the total claimed for the eligible item, removing any ineligible
         components of the invoice e.g. works included on an invoice which are not part of
         the project, VAT etc;

         Column g)           the amount of VAT if you cannot recover VAT;

Table 2: Contributions to Costs

Q11. Please supply details of all funding which you have received for the project costs
from other funding sources, whether it be public or private. In the final column please
show what proportion of the overall funding you expect to receive from a particular source
has been received in the quarter this claim covers. You will need to supply supporting
documentation such as letters from other public bodies confirming payment and details of
contribution-in-kind as indicated in paragraphs 49 and 50 above. We need to have this
information so that we can see that the EAGGF funds which we are providing are being
matched with contributions from other sources as stated in your offer letter. Without this
information we may not be able to pay your claim.

Q12. Please enter the earliest invoice for which the claim is being made.

Q13. Please enter the amount of EAGGF and Defra Grant which you wish to claim using
this form.

PART C – DECLARATION

Please read the Declaration carefully and ensure that you have understood your
obligations. The form must be signed by the person who signed the acceptance of the
offer letter (see the guidance on completing questions 1 to 5 of the form).




Project operators claim form guidance notes   -3-

				
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Description: HOW TO COMPLETE THE CLAIM FOR GRANT