This is referred to as the Claim Instalment Period.Ĭlaim Instalment Periods are confirmed within the project specific conditions contained within the FA these are based on calendar quarters as detailed belowĬlaims are determined by the Claims Schedule set for the project, and Claims (including ‘Nil Claims’) should be started in chronological order – GR cannot start a new Claim on ECLAIMS until the Claim for the previous Claim Period has been started.Ĭlaims must be submitted to the MA within 25 working days of the end of each Claim Instalment Period. TimingĬlaims must be submitted to the ESF MA in arrears, via ECLAIMS, reporting on a pre-defined period of actual activity. Your ESF Contract Manager ( CM) will contact you regarding the Final Claim process up to 6 months prior to any final Claim. The GR must ensure that any expenditure included in the first claim meets the relevant defrayal rules set out in this guidance. Unless agreed otherwise with the ESF MA, the first submitted claim should include all spend or activity undertaken on the project up to and including the current Claim Instalment Period. All project information must be retained and made available for verification or any audit visits throughout delivery and post completion under the retention of documentation requirements in accordance with the European Social Fund document retention guidance and the ESF National Eligibility Rules and Programme Guidance. The GR must ensure from the outset that robust and suitable systems and processes are in place locally to maintain adequate audit trails and manage information effectively and efficiently. A blank form will be sent to the GR with their new FA and, once accurately completed and returned, this will allow the MA to enable actual payment.Ī Project Inception Visit ( PIV) must also have taken place prior to submission of your first claim and, following this visit, the ESF MA should have confirmed in writing, usually via email, that the GR is cleared to start submitting financial claims. įor the Grant Recipient ( GR) to report on delivery and draw down European Social Fund ( ESF) Grant Funding in line with the terms and conditions set out in the FA, an application for reimbursement ‘Grant Claim’ must be made.Īll Claims should be submitted via ECLAIMS (Electronic Claims and Information Management System).īefore any payments can be processed the GR must have completed and returned a fully accurate ‘Bank Details Form’ to the ESF MA. These documents set out the eligible parameters, scope of activities and the key deliverables that are to be reported to the Managing Authority ( MA). This guidance should be read in conjunction with the terms and conditions set out in your European Structural and Investment Funds ( ESIF) Funding Agreement (FA) including the projects approved final full application for ESIF funding.
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