Rural Micro Capital Grant Scheme (RMCGS) 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 email 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 organisations VAT status. * indicates information which must be provided.

Details of expenditure incurred

Please provide details of the expenditure incurred as follows:

  • Column A - a description of the expenditure item.
  • Column B - the date of the invoice.
  • Column C - the supplier’s invoice number.
  • Column D - the date when you paid the invoice (date you paid via BACS or issued cheque).
  • Column E - the name and address of the supplier/contractor.
  • Column F - the cost of the item(s) purchased.
  • Column G - the BACS transfer number used to pay the invoice or the cheque number.

An example has been provided in the first line of the claim form.

Claim declaration

The final page of the claim form must be completed by an office bearer of your organisation i.e. Chairperson, Treasurer or Secretary. Electronic / Typed signatures are acceptable.

Invoices

  • Electronic copies are acceptable.
  • Must include your organisation’s title.
  • Must show the suppliers name and contact details.
  • Must show details of the goods or services charged including quantities, unit costs, delivery costs and any discount.
  • If received by e-mail please include a copy of the covering e-mail received with the invoice.

Proof of value for money

Dated prior to close of call, like-for-like quotations from at least 2 suppliers and containing the supplier’s name. Price checks from internet-based suppliers are also acceptable. Electronic copies are acceptable.

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.

End of project report form

A completed End of Project Report form must be included with your claim.

Important information - disallowance, reduction or recovery of grant

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

  • You have not returned a signed acceptance of the conditions in your Letter of Offer (Electronic / typed signatures are acceptable)
  • The work for which you are claiming was carried out before your Project Start Date or later than 31 March 2022
  • 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 your building 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 condition 4.6 of your Letter of Offer

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

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