Grwing Enterprise ERDF GRANT FUNDING PROCEDURES Stage Actin By Actins Ensure that the business and prject meet the eligibility criteria. Pre-Applicatin Stage 1 Pre-Applicatin Stage 2 NBV Enquiry Hub / NBV Business Adviser / The Business Must be based within ne f the fllwing Cunty Areas: Nttinghamshire Linclnshire Derbyshire Must fall within the criteria f an SME Must currently be trading (r a pre-start being supprted by an NBV Business Adviser with the business start imminent) Must nt fall within ne f the fllwing sectrs Fishery and Aquaculture Agricultural prducts Cal, steel and shipbuilding Synthetic fibres sectr Banking and insurance Establishments prviding generalised (schl age) educatin Lcal scial welfare facilities e.g. hspitals, nursing hmes, fire statins, day nurseries, child minding facilities, sprts facilities, parks, public libraries. Retail/B2C Service Sectr Castal prtectin, sil cnservatin and infrastructures Building and renvatin f husing The Prject Can be fr Capital/Revenue items but cannt be used fr any f the fllwing: Vehicles and ther mbile infrastructures Essential running csts i.e. insurance, statutry bligatins, utility bills, salary csts, verheads, recruitment fees, tax. Stck Accredited training Csts fr items that g beynd the perid f the grant If the business meets all f the abve criteria send Expressin f Interest and Checklist. Check the cmpleted Expressin f Interest and Checklist frm. If pre-start check ur recrds t see if the business is currently wrking with an NBV Adviser. If recmmended by NBV Adviser k t prceed. If nt wrking with NBV send pre-start e-mail and cpy t CP fr referral t an RM. Dcument Reference NBV-GE/G-FP Page 1 f 5 Versin 2.2 Date 20/05/2016
Flag any ther cmpliance cncerns with the applicant at this stage. If Expressin f Interest and Checklist has been cmpleted and the prject meets the requirements prceed t Stage 3. Pre-Applicatin Stage 3 Applicatin Frm Administratin Update the Mnitring Spreadsheet clumns frm Business Name t LAA. This will help mnitr the grant spending thrughut the grant prgramme Start a Cntrl Sheet fr this applicatin and ensure that all initial eligibility checks are cmpleted. Refer any queries t the Prject Manager. The Cntrl Sheet and The Mnitring Spreadsheet must be updated thrughut the applicatin prcess. Wrk with the applicant t cmplete the Applicatin Pack* Once the applicant has btained the qute(s), ensure that the Applicatin Frm is cmpleted, signed and dated by the applicant. The dcuments asterisked (*) require wet ink signatures and shuld be psted by the applicant. The paperwrk belw will als need t be submitted, and where indicated signed and dated by the applicant: SME Enrlment Frm* De Minimis Statement* Applicatin Frm* Qutes (3 fr each item) Capital Asset Register (if applicable) The abve dcuments cnstitute the Applicatin Pack Applicant t be sent a cpy f the What Happens Next dcument Read thrugh the Applicatin Frm and flag any issues regarding the applicatin with the Applicant. Check all paperwrk frm the applicant is crrect and cmplete, and signed in the apprpriate places. Check the qutes submitted with the Applicatin Frm and t ensure: Frm legitimate cmpanies Are in date Display cmpany address VAT included r excluded in line with the status f the applicant business Dcument Reference NBV-GE/G-FP Page 2 f 5 Versin 2.2 Date 20/05/2016
Assessment and Apprval Stage 1 NBV Prject Manager Read thrugh the Applicatin Frm and flag any issues regarding the applicatin with the. If n issues flagged and applicatin apprved cmplete Prject Manager sectin f the Applicatin Frm. Frward t NBV Directr fr assessment and apprval. Assessment shuld happen within 5 days f NBV Prject Manager receiving cmpleted applicatin frm. Apprval Stage 2 Apprval Stage 3 NBV Directr Read thrugh the Applicatin Frm and flag any issues regarding the applicatin with the. If n issues flagged and applicatin apprved cmplete NBV Directr sectin f the Applicatin Frm. Return Applicatin Pack t s and infrm f utcme. Assessment shuld happen within 5 days f NBV Directr receiving cmpleted applicatin frm. If Apprved Allcate a grant reference number. Update the Cntrl Sheet and the Mnitring Spreadsheet. Set up applicant file nce riginal cpies have been received. Prduce ffer pack and guidance t be sent t the applicant advising that they nw have 60 days t purchase gds/services and t claim the grant. The ffer pack t include: Offer letter (include details f grant expiry date) Cpies f the qutes in the ffer pack Capital Assess Register (if required) Example Invice Keep hard and electrnic cpies f ffer letter n file. Ask the applicant t e-mail a reply cnfirming they have received the ffer letter. Save this reply in the applicant s flder. If Nt Apprved Advise the applicant f the decisin and the reasn(s) fr it. Update the Mnitring Spreadsheet and Checklist at each stage. Dcument Reference NBV-GE/G-FP Page 3 f 5 Versin 2.2 Date 20/05/2016
Pst Apprval Claim Claim Claim Applicant Mnitr and liaise with applicant in relatin t claiming the grant. Liaise directly with the applicant regarding the claim. Any prblems r changes t applicatin will be fed back t the NBV Prject Manager. Keep cpies f all assciated crrespndence n file. If the grant has nt been claimed 2 weeks prir t the claim deadline call / email the applicant t check if the applicant has any issues regarding putting in the grant claim r if an extensin is required. Remind applicant that riginal cpies need t be sent in rder t claim the grant and ask the applicant t send them by recrded delivery when psting them. Keep cpies f all assciated crrespndence n file Submits: Cpies f all riginal invices fr the claim t be prcessed Cpy f riginal bank statement shwing payment ging ut f business accunt (internet bank statements are acceptable) An invice t NBV Enterprise Slutins Ltd fr the grant amunt (preferred but nt essential) Acknwledge the submissin f the claim t the applicant and advise that the paperwrk will be reviewed within 4 wrking days upn receipt. Check that cpies f all riginal dcuments have been sent by the applicant. Lg receipt f dcuments n the Mnitring Spread sheet. Chase up missing dcumentatin/evidence. Update the Cntrl Sheet when carrying ut claim checks ensuring claims are valid, applicants have spent what they said they wuld spend, and have supplied apprpriate evidence f this. If riginal dcuments are received in the pst make a cpy f all riginal dcumentatin received and stamp t certify that this is a cpy f the riginal. Where e-mailed dcuments are received stamp t certify that they are the riginal versins received frm the applicant. Scan all dcuments sent and save in the applicant s electrnic file. Keep hard and electrnic cpies f all assciated crrespndence n file. Update the Cntrl Sheet and Mnitring Spreadsheet. Give the Finance the applicant s invice fr the grant amunt r prvide details f the ttal payment amunt. Dcument Reference NBV-GE/G-FP Page 4 f 5 Versin 2.2 Date 20/05/2016
Payment Administratin Pst Administratin Pst Administratin NBV Finance Prject Manager Infrm the s when payment t the applicant has been prcessed. Give t the relevant Prject Administratr SME Enrlment Frm De Minimis Statement Ntify the applicant that payment has been made. File all paperwrk in chrnlgical rder within the hard cpy file and ensure all dcuments have been scanned and cpied t the e-file. Update the Cntrl Sheet and Mnitring Spreadsheet. Cmplete a De Minimis Aid Infrmatin dcument fr the grant recipient. Keep cpies n file. Pst the riginal t the grant recipient as detailed belw. Where apprpriate send ERDF labels t the grant recipient and request that they send phtgraphic evidence by return shwing the item purchased displaying the ERDF label. Advise f the pssibility f audit fllw up. Ensure any riginal dcuments have been phtcpied and certified and return the dcuments t the applicant by recrded delivery. Send De Minimis Aid Infrmatin and labels where apprpriate. Update the Mnitring spread sheet. On a mnthly / bi-mnthly basis review cmpleted applicatins and select a batch fr audit fllw up. Overall sample amunt t equate t between 5% and 10% f all cmpleted grants. Dcument Reference NBV-GE/G-FP Page 5 f 5 Versin 2.2 Date 20/05/2016