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 Paying claims when work’s complete Funding between financial years Overhead recovery must be agreed by WAG Apportionment methodology Capital Assets 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 18 th July 2011 (April-June ’11 quarter) 17 th October 2011 (July-Sept ’11 quarter) 16 th January 2012 (Oct-Dec ’11 quarter) 16 th April 2012 (Jan-Mar ’12 quarter) 16 th July 2012 (April- June ’12 quarter) 15 th October 2012 (July-Sept ’12 quarter)

Contact details for Claims Claim & Monitoring Officer Rachel Jenkins RDP Assistant Andrew Hall