Submitting a Claim
Basis and Frequency of Claims
Claims must be submitted to SEP Ltd at least quarterly
in arrears. A project's first claim is due no later than four months
after the date of accepting the Offer of Grant. This is a requirement
and part of the conditions of accepting an award of European Funds.
By exception Project Sponsors may be able to submit claims on a more frequent
basis or agree composite claims where these can be appropriately justified.
Such arrangements can only be agreed in consultation with SEP Ltd.
Each claim must show that the eligible expenditure for the period covered
has been defrayed. This means that payment must have passed from the claimants'
bank account to that of the payee. Grant will then be paid at the approved
rate against eligible expenditure.
If no expenditure has been incurred within any claim period, a claim must
still be submitted, with the financial report fully completed. An explanation
of why no expenditure has been incurred, and when funds are likely to be
claimed, must be provided with each nil Claim Form.
A maximum of two nil Claim Forms is permitted. Projects not incurring
expenditure and making progress by this stage may be recommended to the
Managing Authority (Scottish Executive) for decommitment (withdrawal of
grant award).
Claim Form
Claims are made on a single form, which is accessed
through the same web
based system as used to complete and submit applications. Claims contain
all the quantifiable information such as costs, funding package and performance
indicators. A project's first claim form is generated automatically
by this web based system when an Offer of Grant has been accepted, returned
to SEP Ltd and processed. Claims generated will already reflect key information
contained within each approved application to save time and reduce errors.
Only a project's progress, expenditure against its targets and a
calculation of the amount of co-financing for each period of the claim
require to be completed. When preparing claims, please refer closely to
the eligible expenditure guidance contained in the Policy
and Technical Guidance
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