RDP Project Sponsor Session

1. RDP Project Sponsor Session June 2011

2. 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

3. 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

4. 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)

5. 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?

6. 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.

7. 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

8. Project Management Guide • Section 4 of guide provides details on submitting claims • Essential section is read and fully understood • 4.10- Paying claims when work’s complete • 4.11- Funding between financial years • 4.14- Overhead recovery must be agreed by WAG • 4.15- Apportionment methodology • 4.23-4.26 Capital Assets • 4.29- List of ineligible expenditure

9. 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.

10. Progress Reports to be submitted by following dates • 18th July 2011 (April-June ’11 quarter) • 17th October 2011 (July-Sept ’11 quarter) • 16th January 2012 (Oct-Dec ’11 quarter) • 16th April 2012 (Jan-Mar ’12 quarter) • 16th July 2012 (April- June ’12 quarter) • 15th October 2012 (July-Sept ’12 quarter)

11. Contact details for Claims Claim & Monitoring Officer Rachel Jenkins r.jenkins2@npt.gov.uk RDP Assistant Andrew Hall a.hall2@npt.gov.uk