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Claims and approved items (process from November 2021)

Since November, before submitting a new claim, you need to follow the process for approval of project expenditure.

When you submit your claim you must:

  • only include expenditure approved via your Delivery Profile and Expenditure Register (DPv2).
  • enter the corresponding reference used in the DPv2 for each transaction in the Financial Comments column. (This is not required for approved Simplified Costs).
  • miscellaneous expenditure under £500 may be included in the claim. The code MISC must be entered in the Financial Comments column. Also provide an explanation of why this is eligible in the Supporting Information column.

If you fail to meet these requirements, your claim will be returned with a copy of your latest approved DPv2 for you to update and re-submit, as necessary.

If there is expenditure in the claim that was not included in your previously approved DPv2, you will need to update your DPv2. You will also need to get approval before you can submit your claim again.

If you have not already done so, please familiarise yourself with the new process for approval of project expenditure. Further details are available from  New process for approval of project expenditure.

When re-submitting your claim, you do not need to re-upload all the supporting documents. However, you will need to provide us with a cross-reference between the old transaction IDs and the new transaction IDs.

Finally, if you use a different supplier to the one specified in the approved DPv2, you will need to:

  • explain in a supplementary note why it was necessary
  • confirm whether the tendered specification is the same or better than in the approved quote.

Programme closure

The RDP 2014-2020 programme will close on 31 December 2023. 

You are now approaching the final 12 months for your project. You must deliver your agreed project objectives and submit your final claim by the deadline of 30 June 2023. 

Claim reminders will be issued monthly over the next 12 months, in line with your approved delivery profile.

The programme deadline for final claims is to give RPW enough time to:

  • complete all necessary in-situ administrative checks and claim verification

before formal programme closure on 31 December 2023.

Failure to deliver your project objectives - as approved in the grant approval letter - may result in recovery of any paid grant funding.

In Situ - Administrative Checks (updated 7 June)

RPW is required to inspect and check the records of approved operations towards the end of the project period. This is to ensure scheme compliance.

To verify claims and release any outstanding payments, as a minimum you will be required to provide us with the following information:

  • A Project Update: explaining how the project is progressing. How the funding has benefitted your business/organisation/sector and details of spending of all approved grant funds.
  • Information and evidence on indicators and outputs achieved.
  • Procurement details, as per Competitive Tendering and Public Procurement Guidance Notes. (If not already supplied as part of the competitive tendering expenditure register approval process.)

Processing of claims may be subject to completion of the in-situ administrative checks. Please respond promptly to any requests for this information to minimise the delay in processing of your claim.

Customer contact centre (updated 7 June)

Our RPW Customer Contact Centre are on hand to help and assist with your project enquiries. 

The Customer Contact Centre is operating as follows:

Period Opening hours
Monday to Friday 9am to 4pm

Where possible, routine project enquiries should be submitted via the RPW online account which is available 24 hours a day.