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:
This list is not exhaustive and it is your responsibility to ensure all relevant regulations are complied with.
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.
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.
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.
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.
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
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).
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.
You will also be required, to co-operate by permitting full access to records relating to the project. You must:
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.