Rural Micro Capital Grant Scheme (RMCGS) claim guidance notes

Claim guidance notes

The contents of this guidance note will help you with making a claim for payment of Grant Aid.

Your information

Please provide your details including e-mail address and full postal address, project reference number as detailed on your Letter of Offer and a phone number should we need to contact you. Please clearly state your organisation's VAT status.

Details of expenditure incurred

Please provide details of the expenditure incurred as follows:

• Claim Items: Add all items that your organisation has purchased, add the quantity, date of invoice, date paid, supplier details and cost.
• Claim Documents: Upload all Receipts/Invoices, Bank Statement, Credit Card Statement if applicable.
• Save and continue.
• Complete all Survey sections.
• Complete Claim Declaration.
• Complete the Organisation’s Bank Account Details: Name of Bank, Name on Account, Sort Code and Account Number.

Invoices

• Electronic copies are acceptable and must include;
• The organisation’s name.
• The suppliers name and contact details.
• Details of the goods or services purchased including quantities, unit costs, delivery costs and any discount.

VAT registration

If you are registered for VAT, DAERA will reimburse your claim minus the VAT amount.

Proof of payment

Electronic copies of Bank / Building Society statements are acceptable. We can accept screenshots / photographs sent electronically.

Cash payments are not eligible.

If you have paid for items via a credit or debit card we will require proof (as outlined below) that the credit or debit card account has been reimbursed fully, to the value of the items purchased.

Where a personal credit/debit card is used to purchase goods, a credit/debit card statement should be provided and must include evidence of payment for the goods/items purchased. Electronic copies are acceptable. This should provide evidence of the payment from the organisation’s account back into the person(s) account.

If items are paid by using a Credit Union account, the claim must be accompanied with a statement from the Credit Union confirming that the payment was made by cheque.

End of project report form

The survey questions must be completed after you have supplied the claim details.

Important information - disallowance, reduction, or recovery of grant

The grant which you have claimed may be disallowed, reduced or recovered if:

• The work for which you are claiming was carried out before your Project Start Date.
• You have failed to follow the terms and conditions in your Letter of Offer.
• You have claimed for items which do not relate to your original application and are not listed on the Letter of Offer Schedule of Eligible Expenditure.
• You have claimed for items/activities that are not eligible for project funding as outlined in the Guidance Notes for Applicants.
• The work being claimed has not been carried out to the correct standard.
• You have not sent the correct documents to support the claim.
• The grant you are claiming exceeds the expenditure limit in your Letter of Offer.
• You have not followed the procurement procedures.
• The item claimed is not in use or is not being used for the purpose intended in your grant application.
• The items which you are claiming have been applied for or claimed under other schemes or funding bodies.
• You did not declare a Conflict of Interest between your organisation and any other organisation, person or employee associated in any way with the delivery of the Project.
• You knowingly made a false or misleading statement or withheld essential information.
• You did not allow access to view your project to authorised officers from the Department, our Agent(s), the Northern Ireland Audit Office or their agents / representatives to carry out inspections in accordance with your Letter of Offer.

NB: Where an item has been under-claimed DAERA must process using the amounts recorded in the claim submitted.