Your claim for payment will not be processed if you have not accepted and signed your Letter of Offer, returned it to dtff@nmandd.org, and received an invitation from the DTFF Operations Team to proceed with your project.
Step 1: Check your Claim Deadline in the Letter of Offer
- You must ensure you implement your project and submit your claim by the project completion date within your Letter of Offer.
- Please bear this date in mind with respect to cashflow.
- There shall be no obligation on the DTFF Operations Team to make payment in respect of claims which are received after the agreed date for claim submission.
Step 2: Purchase Approved Equipment
- Once you have signed and returned your accepted Letter of Offer, you may proceed with purchasing the equipment listed in it.
- Payment will not be issued for any expenditure related to suppliers not listed in Annex B, certified quotations, or your signed Letter of Offer.
- Ensure all expenditure occurs after the Letter of Offer issue date. You cannot claim for costs incurred on your project prior to this date.
| Step 3: Provide the DTFF Operations Team with certified copies of the following: | Description | Download if Applicable |
|---|---|---|
| Official DTFF Claim Form | • Complete and sign the DTFF Claim Form fully (make sure to date and digitally sign). • Ensure details of eligible expenditure reflects your signed LoO. • No other types of Claim Form will be accepted. | Download the DTFF Claim Form |
| Provide invoice(s) from your chosen supplier(s) | • Must match the supplier(s) detailed in your signed LoO aligned with the project. | N/A |
| Business Bank Statement(s) | • We require copies of official Business Bank Statement(s) to reflect payment made to each supplier cleary showing the Business Name and Account Number. Payment transaction receipts will not be accepted. If you paid by Credit Card, you must provide: • A certified credit card statement showing payment to your supplier(s); and • A certified Business Bank Statement showing full payment to the credit card provider. Cash and/or cheque payments are not permitted and will not be reimbursed. | N/A |
Step 4: Submit your Claim to DTFF
| Email all of the above documentation to dtff@nmandd.org |
Step 5: Claim Verification
- The DTFF team will validate all the documentary evidence and issue payment to the value of the funding to an agreed payment method (via electronic BACs payment).
- Payment will only be made for evidenced eligible expenditure as per your signed Letter of Offer.
- If the DTFF team suspects fraud has been committed, the application will be deemed ineligible and the funding award will be cancelled.
- The DTFF Operations Team will use www.xe.com to determine the correct exchange rate.
- All exchange rate conversions are calculated at the Letter of Offer creation stage.
- Grant Payment will then be issued from your local Council, who will contact you directly to register you as a supplier on their finance system to enable BACS payment.
Step 6: Post Project Monitoring
Approximately six weeks after the claim payment is issued, the DTFF Operations Team will contact you to request details of the impact/outputs resulting from the investment project. A further follow-up will occur approximately 12 months after the claim payment. Site visits may also be conducted by a member of the DTFF Operations Team or your local Council representative.
Any assets purchased with grant funding, will need to be recorded on an Asset Register. Information about the asset, including its value, serial number etc. will be recorded by an official from your local Council during the site visit.
Please note: Grant Aid shall be paid in arrears once applicants have paid their chosen supplier in full for their agreed investment and made a claim to DTFF with supporting information. Claims must be submitted in full; DTFF does not accept partial claims or issue partial payments.