Appendix 3 - Grants Claims Procedure
This provides a brief guide for the requirements and expectations that relate to submitting your claim. Following these notes should enable your claim to be processed without requests for further information which will ultimately save delays in payment. You may make up to three staged claims, so long as you can evidence each of the claims at the point of submission.
Each payment needs to be evidenced, with relevant documentation provided to enable payments to be processed and approved. CDC will only pay the original grant applicant. CDC will not pay third parties or the applicant’s staff, contractors or suppliers.
The following is a list of documentation and evidence required.
1. Request for payment form (RfP): This document represents the formal request from your organisation for payment of a specified amount. This in effect acts as a claim to Cherwell District Council (CDC) from your organisation. The RfP needs to be endorsed by signature of an authorised signatory.
2. Evidence of costs incurred: All evidence submitted must be listed on the request for payment Log of Evidence form. Evidence should be in the form of formal suppliers’ invoices or formal detailed receipts (CDC will not reimburse against quotations, proforma invoices or purchase orders). The goods need to have been delivered and/or installed prior to making your claim. If you are able to claim back the VAT from HMRC, you will only be able to claim the net amount from CDC.
3. Evidence of payment made: Evidence is required to demonstrate that payment has been made for the costs being claimed. This can take the form of an extract from bank statement (which can be redacted for confidentiality purposes) or BACs transfer documentation or a credit card statement. You will need to mark the appropriate payment on the document. Payment evidence must demonstrate that the payment was made by the applicant organisation (not by a third party or by an individual).
4. Advance Payments: If an applicant does not have sufficient cash flow or reserves to pay suppliers before making a grant payment claim, the Council may, exceptionally, agree to advance a stage payment. This must have been agreed in writing by CDC, in advance of the relevant purchase.