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What happens next?

Rural Payments Agency

October 27
15:01 2021

6.1 If the application is successful

We will send you a detailed plan which will become the facilitation agreement. The agreement will include the facilitation plan, offer letter and terms and conditions. When you have accepted the agreement, you can then start supporting the group to deliver the Countryside Stewardship outcomes as agreed in the facilitation agreement.

For example, this can include:

  • helping group members without agreements, or with existing agreements that are due to expire, to interpret the CS statements of priorities so they submit individual but complementary CS applications (including endorsing the content of the application once submitted.)
  • provide or source relevant knowledge and expertise on a one-to-many basis, to develop group members skills that are directly required to deliver the CS priorities in the statements of priorities
  • broadening the group to other land managers, relevant voluntary and/or statutory organisations if the group wants this to happen
  • where appropriate, directing members of the group to additional funding sources and making sure that no land or activity in the group receives double funding

You will also need to provide quarterly reports to us on implementing the agreed detailed plan, as evidence with the claim

6.2 If the application is unsuccessful

You will receive an email to explain why your application was rejected. You will then have the right to appeal, as set out in section 7.7.

6.3 The claim process

Claims are submitted to, processed and paid by us, the Rural Payments Agency.

The claim must be supported by proof of expenditure and evidence of payment (for example scanned receipted invoices and bank statements) in support of items claimed. You must also include timesheets with your claim, showing the time duration for activities.

6.3.1 Grant claim and Progress form submission schedule

You must submit your Grant claim and Progress form(s) and all supplementary information needed by the dates in the table below. If you do not the Rural Payments Agency (RPA) may apply a penalty or the whole Grant claim may be rejected.

Year Quarters Grant claim and Progress form(s) must be submitted between these dates
2020 Q1 Jan - Mar 15 April 31 May 2020
2020 Q2 Apr - Jun 15 July 31 August 2020
2020 Q3 Jul - Sep 15 Oct 30 Nov 2020
2020 Q4 Oct - Dec 15 Jan 28 Feb 2021
2020 Q4 Annual Report 1 January 15 February 2021
2021 Q1 Jan - Mar 15 April 31 May 2021
2021 Q2 Apr - Jun 15 July 31 August 2021
2021 Q3 Jul - Sep 15 Oct 30 Nov 2021
2021 Q4 Oct - Dec 15 Jan 28 Feb 2022
2021 Q4 Annual Report 1 January 15 February 2022
2022 Q1 Jan - Mar 15 April 31 May 2022
2022 Q2 Apr - Jun 15 July 31 August 2022
2022 Q3 Jul - Sep 15 Oct 30 Nov 2022
2022 Q4 Oct - Dec 15 Jan 28 Feb 2023
2022 Q4 Annual Report 1 January 15 February 2023

6.3.2 How to claim

2020 Agreement holder claims

  • Submit your Grant claim and Progress form electronically to ruralpayments@defra.gov.uk with the subject heading CS Facilitation Fund Claim- SBI123456789 and CSFF123456. You and all the Facilitation Fund group members need the correct permission level on the Rural Payment service.
  • Sign your declaration, scan it into your computer and submit it along with the Grant claim and Progress form. You should keep the original document for your records.
  • Complete sections 1-3 in the Grant claim and Progress form and submit supporting evidence to show the:
    • expenditure during the previous quarter
    • progress against the objectives and milestones in the Facilitation Fund agreement
  • We will only pay for approved and eligible spend that is evidenced by the supporting documentation. If you have changed your Facilitation Plan and what you will be claiming for in a given quarter, this must have been authorised by RPA before claiming.

Pre 2020 Agreement holder claims

  • Submit the Grant claim and Progress form electronically to the Countryside Stewardship Facilitation Fund Huddle Workspace. Then notify RPAs Claims payment team using the share with others function on Huddle. You will be invited to join the CSFF Huddle Workspace. For sensitive information you will need to encrypt the documents. You can use Microsofts own encryption. (From the File tab, click on info (if not already selected) then chose Protect Presentation/Document/ Spreadsheet in the Permissions section and choose Encrypt with Password). You then choose a password and inform RPA.
  • Send us your signed declaration. This should be scanned into your computer and submitted along with the Grant claim and Progress form. You should keep the original document for your records.
  • Fill in sections 1-3 in the Grant claim and Progress form and send supporting evidence to show the expenditure during the previous quarter and the progress against the objectives/milestones in the Facilitation Fund agreement.
  • We will only pay for approved and eligible spend that is evidenced by the supporting documentation. If you have changed your Fa

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