Community Broadband Scotland

Community Broadband Scotland

Claiming grants

Grant payments must be claimed using the proper claim form provided by Highlands and Islands Enterprise. This will be forwarded to you by their EU Claims Processing Team on receipt of a signed legal undertaking.

The undertaking will state the maximum amount of the grant awarded and the conditions under which the grant will be paid by Highlands and Islands Enterprise.

Claims should be submitted according to the claim dates as detailed in the legal undertaking.

All approvals regulations and notification must be complied with before grant is claimed. These may include:

  • planning permission
  • building regulations
  • completion certificates
  • National Park requirements
  • fire certificates
  • health and safety
  • sites of special scientific interest (SSSI)
  • Areas of Outstanding Natural Beauty (AONB)
  • National Nature Reserve (NNR)
  • ancient monument
  • listed building
  • public rights of way
  • felling licence or tree preservation orders
  • conservation areas
  • Scottish Environment Protection Agency (SEPA) regulations

This list is not exhaustive and it is your responsibility to ensure all relevant regulations are complied with.

Evidence of expenditure and payment

Grants will be paid on actual expenditure based on original invoices, evidence of payment and of satisfactory project progress.

Evidence of payment is required for all items of expenditure claimed.

BACs runs and associated bank statements should be attached to relevant invoices. Where the payments relate to more than one invoice then a copy of the other invoices settled should be provided. If the payment differs from the invoice amount an explanation must be provided.

Other Funding

If you receive funding from another public body, such as a local authority you must provide evidence of any instalment of grant paid by these agencies with each claim submitted.

Expenditure ineligible for this grant

The following items or areas of expenditure are ineligible for grant aid.

Inclusion of any of these items in a claim would not normally render the whole project ineligible, but their costs will not be included in the amount upon which grant is calculated. They should be included in the record of invoices and supporting documents (part of the claim form) but should be identified as ineligible.

  • the community’s own labour and equipment costs
  • consumables (items normally written off within one year)
  • repair and maintenance costs
  • one -or-one replacement
  • landscaping work
  • technical charges exceeding 12 per cent of the total capital cost of the project
  • land purchase costs exceeding 10 per cent of the total capital costs of the project


Variations to the approved project will not be accepted at claim stage. All variation requests should be made in writing to Highlands and Islands Enterprise in advance of incurring any revised expenditure.

Your variation will be considered in relation to the original project and the general aims of the scheme. In certain circumstances, if it is necessary to amend the technical nature of the project, the amount of grant may be reduced.

Payment of the grant may be suspended while a modification is being considered, even if the claim relates to work not directly affected by the modification.

Submitting your claim

Completed claims should be sent to the EU Claims Processing Team at the address below. As the claim will contain original documents e.g. invoices you should consider how best to ensure their safe arrival.  You should also keep copies for your own records.  Any questions regarding the claim or claim process should be directed to the EU Claims Processing Team.

EU Claims Processing Team
Highlands and Islands Enterprise
Taigh Cheann a’ Locha
Isle of Benbecula

Payment of claims

Payments will be made by BACS to the bank account registered to the applicant group.  This must be the same account form which invoices have been paid.  We aim to make payments within eight weeks of receipt of all fully completed claims (following submission of all supporting documentation).

Inspection and verification

We may carry out checks or seek clarification or further supporting evidence or information relating to any aspect of an application or a claim for payment.


  • we may, at any reasonable time, seek to verify the accuracy of any information contained in an application or claim for payment or any other information provided by the applicant relating to the project
  • we will monitor the project as detailed in the grant offer letter to ensure that outcomes are met and an evaluation of the project will be required upon completion. Progress reports will be requested as part of the claims process, and, after completion, a report on the project’s performance will be required.

You will also be required, to co-operate by permitting full access to records relating to the project. You must:

  • retain all invoices and bank statements, accounts, and other relevant documents in relation to the application and produce them for inspection if required to do so
  • provide Highlands and Islands Enterprise, the Scottish Government and the European Commission with such information and within such a period as Highlands and Islands Enterprise, the Scottish Government and the European Commission may require in relation to the project
  • provide such additional information in relation to the investment or project or grant monies paid in pursuance of that investment or project as required
  • retain all records relating to a project for a period of tenfive years following the completion of the project and the payment of the final grant in support of that project.

Breaches and penalties

If we find you have not been following the terms of the scheme we will call this a breach and you could face a financial penalty. We must penalise breaches to make sure we are complying with European Commission law.

The penalties for a breach may mean you have to pay back some or all of your grant, as well as a penalty and interest. You may also be prohibited from applying for further grant assistance from the scheme for a specified period.

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