How to submit a contract claim using RPW Online

This guide explains how to complete a contract claim for the following schemes:

• Woodland Creation Grant (WCG)
• Small Grants – Woodland Creation
• Welsh Marine and Fisheries Scheme – General Funding Round (WMFS)
• Ffermio Bro – Farming in Designated Landscapes 

For other schemes, check the scheme page.

You must ensure you submit your contract claim form by the deadline contained in your contract. If you fail to claim by this deadline, you will not receive payment.

Note for Woodland Creation Grant (WCG) customers: if you indicated your intention to claim for the groundworks advance payment in your WCG application, please ensure that you have submitted your groundworks claim before attempting to start your contract claim. If not, this will result in no claim items being available in your contract claim. 

Customer Contact Centre

If you are encountering problems or are unable to access your RPW Online account, please contact the Customer Contact Centre where staff are on hand to provide information and answer queries.

You can use the "Messages" page in your RPW Online account to send an enquiry to the Customer Contact Centre. Alternatively, you can call on 0300 062 5004 (Open Monday to Friday 09:00 to 16:00).

The contract claim is initiated from the contracts area of your RPW Online account. From your homepage menu, click "Contracts and Small Grants", then choose "Contracts" from the pop-up menu. This will take you to your contracts page where any offered and active contracts will be listed. 

Schemes available to claim via the contract claim will show a blue "Start Claim" button. Click "Start Claim" to begin. 

Note that if you have previously started a contract claim and saved your progress without submitting, the button will change to "Continue Claim". If you are continuing a claim, the system will offer you the choice to continue from where you previously left off or start again. If you wish to start again, please follow the on-screen instructions.

The contract claim will show your Customer Reference Number (CRN) at the top left corner of the page. 

A menu of pages for viewing or information entry will be shown on the left side of the screen. The currently active page will be highlighted in blue. You may click a page to move directly to that page or click the "Next" / "Previous" buttons to move between pages. Pages requiring data entry will be marked with a red cross or a green tick. The red cross signifies incomplete data entry on that page, whereas a green tick indicates that all required information has been successfully entered.

A number of buttons are shown on screen to help with navigation of the contract claim as follows:

• "Help" should assistance be required with completion of the form
• "Print" to print a copy of the form in its current state
• "Cymraeg"/"English" to switch between languages
• "Save" to save your current progress
• "Next" to move to the next page in the list
• "Previous" to move to the previous page in the list
• "Exit" to save and exit the form

The "Introduction" page summarises key information of the contract under which you are making a claim, including contract type and contract reference. Please pay particular attention to the key messages in this area as they may change from scheme to scheme. Ensure the details shown are correct before continuing. Click "Next" to move to the next page.

The "Privacy Notice" page outlines how we handle personal data relating to grant applications and funding requests. It explains how we process submitted information for eligibility, fraud prevention, and identity verification. It also details how data may be shared with regulatory authorities and fraud prevention agencies, retention periods for personal information, and individuals' rights under data protection laws. After viewing, click "Next" to move to the next page.

Any contracted standard costs claim items that are available to claim will be shown on this page. To claim an item you must tick the claim activity box and provide details of claim quantity and date of activity completion. A full description of each element on this page is as follows:

• item code: this is the item code reference relating to each individual standard costs item in your contract. Note that this may refer to the option code or unique ID in some schemes
• name / description: this is the name or description of the item to be claimed
• approved quantity: this is the quantity approved in your contract
• claim this activity: you must tick this box to indicate you have completed work for this item and wish to include in your claim
• claimed quantity: when claiming an activity you must indicate the quantity that you are claiming in this box
• date activity completed: when claiming an activity you must indicate the date of activity completion in this box

Any contracted non-standard costs claim items that are available to claim will be shown on this page. To claim an item you must complete the transaction ID, payee, invoice date, net invoice cost, eligible net cost, item complete (if final claim).

A full description of each element on this page is as follows:

• item code/ID: this is the item code reference relating to each individual non-standard costs item in your contract. Note that this may refer to the option code or unique id in some schemes
• name / description: this is the name or description of the item to be claimed
• available (£): this is the total cost carried over from your grant award letter. When you enter a value in the net invoice and eligible net cost boxes, the available amount will reduce in accordance with the value entered
• claimed expenditure (£): You must enter the value you wish to claim for each sub item in this box. If you enter a claimed expenditure value that is less than the Available amount, you will be prompted to provide a reason for the underspend. Please note, if there is a short fall, you will not be able to claim for the remainder of the value   
• transaction id: You will need to enter a unique transaction id. This is required so that we can match up the supporting evidence with the claimed item. The transaction id can be any letter or numbers as long as it starts with a letter, followed by one to six numbers without spaces. For example, A123456 or C123. Each Item/line will need a separate transaction id. An error message will appear if the same transaction id is entered
• payee: enter the name of the company on the invoice for the relevant item
• invoice date: enter the date shown on the invoice for the relevant item. Please note that the invoice date cannot be a date after the date of claim submission
• net invoice cost: enter the net amount as shown on the item invoice. If the invoice includes costs not pertaining to the item cost these should not be deducted, the item amount can be entered in the eligible net cost box
• eligible net cost: enter the item amount
• item complete: once you have submitted all claims for an item you can select the item complete box. If you are claiming in full on one line, you must tick the item complete box to remove the overspend error message
• items mapped - This is the number of items mapped and will display values against FD001 capital grant sub items only
• +Mapping button - This will be displayed against FD001 capital grant sub items only. Clicking this button will navigate to the claim item parcel list where you can map each sub item 

If you need to add an additional row to a claim Item, you can click the "Add Claim" button. This can be selected as many times as required.

If you wish to remove the additional row, you can click the "Delete Claim" button.

Once you have corrected any errors and answered all the questions on each page click on the "Next button".

To map the claim items, click the +Mapping button displayed next to each item ID. 

The field parcel list will be displayed and show the field size; tenure and how many items have been mapped against each field. 

Click on the field parcel in which you wish to map an item. 

The aerial map will open, and the chosen field parcel will be outlined in blue. 

Select the "Add Item" button on the top left side of the screen. 

Select your chosen item from the list and click continue. 

You will be returned to the aerial image of the field parcel. 

Items are mapped as points, metres and hectares.

To map an item as a point, select the "Add Point" button and position the cursor where you wish to map the item and click. 

To map an item in metres, select the "Draw a line" button and position and click the cursor where you wish the line to start. A message will appear asking if you wish to trace the parcel boundary to which you can select yes or no. If choosing yes, position the curser where you wish the line to end and double click. 

To map an item in hectares, select the "Draw Area" button and click the curser where you wish the area to start. A pink line will appear and the length of the line will be shown in metres. Draw the area with multiple clicks of the curser to form a shape that accurately reflects the area of the item. When the final point joins the first point, the shape will complete. 

You can draw multiple areas for the same item within the field parcel. 

Each item mapped will appear in a list on the left of the screen. 

When you have finished mapping the item click the "Continue" button.

If you wish to add a different item in the same field parcel, click on the "Add Item" button and select a different item from the list. 

Follow the same steps as above.

If you wish to delete a mapped item, click on the red "Delete" button next the required item in the list displayed on the left of the screen. 

When you have finished mapping all items in the chosen field parcel, click the "Back to List" button in the top right corner of the screen. 

Select another field from the list and repeat the steps above until all items are mapped. 

Any contracted staff cost items that are available to claim will be shown on this page. To claim an item you must complete the transaction ID, claimed hours, date from, date to, and the item complete box (if final claim).

A full description of each element on this page is as follows:

• item code: this is the item code reference relating to each individual standard costs item in your contract. Note that this may refer to the option code or unique id in some schemes
• item description: this is the name or description of the item to be claimed
• job title: enter the name or description of the role undertaken
• available hours: the amount of hours available to claim
• rate £: the rate paid per hour
• transaction id: you will need to enter a unique transaction id. This is required so that we can match up the supporting evidence with the claimed item. The transaction id can be any letter or numbers as long as it starts with a letter, followed by one to six numbers without spaces. For example, A123456 or C123. Each item/line will need a separate transaction id.  An error message will appear if the same transaction id is entered
• claimed hours: enter the amount of hours you wish to claim
• date from: date the work started
• date to: date the work was completed
• eligible expenditure £: this figure will automatically generate when an amount is entered within the claimed hours box
• item complete: once you have submitted all claims for an item you can select the item complete box. If you are claiming in full on one line, you must tick the item complete box to remove the overspend error message

If you need to add an additional row to a claim item, you can click the "Add Claim" button. This can be selected as many times as required.

If you wish to remove the additional row, you can click the "Delete Claim" button.

Once you have corrected any errors and answered all the questions on each page click on the "Next" button.

Searching your claimable items

A box labelled "Find Items" is located at the top of the claim items list which can be used to easily search for items in a large list. Simply enter a few characters of your search criteria and the list will automatically filter to show results containing the criteria entered. Click the "X" button to clear the search filter.

Completing entry of data on this page

When claim data entry is complete, you may select "Save", "Next", or navigate directly to another page via the menu. During this process, the data you have entered will be validated. Any errors detected will be highlighted in red, accompanied by on-screen instructions detailing the necessary steps to rectify the issue. While errors remain, a red cross will be shown against this page in the menu list on the left of the screen. If data entry is correct, a green tick will be shown.

Please note that this page may not be included in your claim depending on the scheme type.

You must indicate if you are submitting a final claim for the project or if you intend to submit further claims.

If this is the final claim, select "Yes". 

If you will be submitting further claims, select "No".

If this claim is not your final claim, you must provide an update of the current status of the project within the "Progress of Project" text box.

You can include reference to the following:   

• progress to date and work planned
• community engagement or involvement undertaken
• issues encountered and any risks identified that could affect meeting completion
• how issues/risks identified are being addressed

For all claims, you must provide an update on how the project is currently meeting the indicators and outcomes selected for your project shown on the Project report tab, even if you have completed the contract target.

In each "Achieved to Date" box, enter a numeric figure according to progress against the contract target.

In each "Progress" box you must enter text, describing how you are progressing in meeting each agreed target.

Where no further progress has been made enter the current numeric figure.

Text describing the outcome must be entered in the "Progress" box for all agreed indicators and outcomes even where no progress has been made.

Where progress has increased, enter the numeric cumulative total.

Enter text in the "Progress" box.

Enter figures and text for each indicator listed.

Each agreed target must include an entry.

If no progress has been made, the "Achieved to Date" box and the "Progress" text box must still be completed.

Check all entries are correct, then save.

Once you have corrected any errors and answered all the questions on each page click on the "Next" button.

Use this page to add any supporting documents required to evidence your claim. Not all schemes require document upload therefore please refer to the relevant scheme rules booklet on our website to check requirements. Please be aware that where evidence is required but not provided, payment will be withheld.

How to add documents

To add a document, click the "Add Documents" button. Note that you may select multiple documents to upload at one time. After a document has been uploaded successfully, the document will appear in the list. 

How to delete documents

To delete an unwanted document, click the "Delete" button next to the item for removal.

Searching your uploaded documents

A box labelled "Filter Documents" is located at the top of the documents list which can be used to easily search for documents in a large list. Simply enter a few characters of your search criteria and the list will automatically filter to show results containing the criteria entered. To clear the search filter, delete the criteria entered into the "Filter Documents" box.

Document upload restrictions

This page can only accept submissions of the following types of document - PDF (pdf), Microsoft Office (xls, xlsx, doc, docx, ppt, pptx, mpp, vsd, rtf), pictures (jpg, jpeg, tif, tiff) or zip (zip).

Completing entry of data on this page

When upload of documents is complete, you may select "Save", "Next", or navigate directly to another page via the menu. A red cross will be shown against this page in the menu list on the left of the screen until you have visited this page. If document upload is not required for the scheme being claimed, once visited, a green tick will be shown against this page in the menu.

As part of your grant award letter under the chosen scheme, if completion of schedule 6 is required you will need to complete a schedule 6 assurance statement. 

As part of the assurance statement, you will indicate if you are in receipt of any funding from other organisations to support the purposes as detailed in schedule 1 of your grant award, as well as information of the personnel and supervisors within your organisation in respect of financial management responsibility.

You must also declare that employees, officials, directors, trustees and board members where applicable, fully understand their duties, have sufficient knowledge about governance issues to carry out their roles in a manner which is fully compliant with the relevant legislation and properly scrutinise and oversee the work of those with primary responsibility for your financial management.

Individual items on this page that require your input are as follows:

1. Are you in receipt of any other funding from any other organisation to support the purposes as detailed in schedule 1 of your grant award? 
   You must indicate "Yes" or "No" to this question. If you answer "Yes", a table will appear at the bottom of the screen to allow entry of the following:

   1. type of funding and purpose
   2. amount of funding received
   3. % of post cost/capital item
   4. source of funding
       

   If multiple lines are required for entry of data, click the "+Add Funding" button. 
   You may delete lines by clicking the "Remove" button next to the applicable line.

2. Please name the personnel within your organisation who has/have specific responsibility for financial management in respect of the purposes as detailed in schedule 1 of your grant award.
   
   Please enter the full name of each person and their position in the business. 
   Click "+Add Individual" to add more entry lines. 
   Click "Remove Individual" to delete lines.
    

3. Who is responsible for the supervision of the personnel named above?

   Please enter the full name of each person and their position in the business. Click "+Add Individual" to add more entry lines. Click "Remove Individual" to delete lines.

4. I confirm the above declaration
   
   You must tick this box to confirm the details entered.

Completing entry of data on this page

When data entry on this page is complete, you may select "Save", "Next", or navigate directly to another page via the menu. During this process, the data you have entered will be validated. Any errors detected will be highlighted in red, accompanied by on-screen instructions detailing the necessary steps to rectify the issue. While errors remain, a red cross will be shown against this page in the menu list on the left of the screen. If data entry is correct, a green tick will be shown.

This page summarises the data you have entered into your contract claim. Any errors found within the data will be listed at the top of this page and the location of those errors will be indicated in the menu with a red cross against each page. You must correct any errors before you can submit the claim form.

Information messages may also be shown on this page. These are to prompt you on any action you may need to take, but do not prevent you from submitting your claim.

When you are content that all data entered is correct, click "Next" to move to the "Declarations and Undertakings" page.

This page lists the declarations and undertakings you must agree to when claiming for grant aid. Please read this page thoroughly to confirm your understanding of the grant guidance, compliance with scheme requirements, the need to retain invoices, and the requirement for co-operation with any inspections required. You also guarantee that the provided information is accurate, claimed items meet grant conditions, no duplicate funding has been sought, and you understand that payments may be recovered if objectives aren't met. 

Tick the box at the bottom labelled "I have read and agree to the above Declarations and Undertakings" and click "Next" to go to the submit page.

Note that if you do not agree to the declarations and undertakings you will not be able to submit your claim.

Your contract claim is now ready for submission. Please click the "Submit" button.

After submission, a summary document containing details of the submitted information will be added to your messages area.