SFS Optional: Small Woodland Creation Grant: general guidance

Please read this guidance document before submitting an Expression of Interest. For help in filling in your application, please see the How to Complete instructions.

If you have any problems completing your application, you should contact the Customer Contact Centre using your RPW Online account or by telephone on 0300 062 5004.

These notes explain the SFS Optional: Small Woodland Creation Grant that will be referred to as ‘the grant’ in this guidance. There is also technical guidance which details eligible tree species mixes, planting densities, outcomes, and criteria for each Woodland and Grant Category. Please read them carefully. If you then consider your plans may qualify for support under this category and you want to apply, please see ‘How to Apply’ at Section F and how to complete booklet.

Window 1 will open on 20 July 2026 and close on 23 October 2026.

The grant is aimed at farmers and other land managers to encourage planting of small areas of trees on land which is agriculturally improved or low environmental value in Wales.

Funding is available for tree planting, fencing and gates in a range of locations, including alongside waterbodies, in field corners, or small fields, to provide stock shelter, produce wood fuel, and create wildlife habitat. In addition to capital support, The grant offers 12 years of payments for Maintenance and Premium payment in respect of the new planting. 

As part of continuous improvement of our woodland creation schemes, we are adding some capital items to support planting of trees alongside a permanent watercourse or ponds. The grant now includes grants for water troughs, water gates and water pipes. This is in addition to the support for planting of the trees, maintenance and premium payments. 

The aspiration is to encourage higher levels of planting in these areas whilst maintaining livestock’s access to water, which can sometimes be a barrier to planting. Tree planting can provide multiple benefits such as improved water quality, more stable riverbanks, natural flood management, carbon sequestration, and healthy habitats for wildlife. There can also be agricultural benefits for stock management and biosecurity – excluding livestock makes it easier to gather and manage stock and can provide a barrier against disease.

The grant also provides support for advice on woodland creation. This provides funding for the cost of farm-specific advice not covered in technical guidance. The advice payment accompanies the establishment payment and is limited to one payment per applicant, per year. The payment is not automatic and should be claimed for in the same way as other capital items after completion of the works.

The application process provides a way of ensuring planting proposals meet the UK Forestry Standard (UKFS) (on gov.uk) requirements without the need for verification of a woodland creation plan by NRW. Funding is available for planting between 0.1 ha and 1.99 ha. This can be made up of blocks of planting with a minimum block size of 0.01 ha.

This category offers support for planting only on eligible land as shown on the map on RPW Online. This excludes priority habitats as well as land above the upper limit of enclosure and common land due to potential landscape impact and other complexities. If the land you want to plant is not shown in the eligible area, or if you believe any information on the RPW Online map is incorrect, you will need to apply to the Woodland Creation Planning Scheme for support from a Registered Woodland Planner to develop a Woodland Creation Plan.

Those applying for funding in 2026 will have to complete their new planting and capital works and claim for all capital works in the 2026/27 financial year i.e. by 31 March 2027. No extensions will be granted beyond 31 March 2027. 

You will need to consider tree availability when deciding whether to submit an Expression of Interest (EOI) in this window.

You may only submit one EOI to the grant per application window.

Sustainable Farming Scheme Universal Layer (SFS)

There are planting rules associated with areas of habitat managed within the SFS Universal Layer. You should refer to information in the technical guidance before proceeding.

Further information on the Sustainable Farming Scheme.

You are eligible to apply if

• you are registered with the Welsh Government and have been issued with a Customer Reference Number (CRN). You can register via RPW Online: how to register
• you are a public or private land holder, municipality or an association, including community groups planting on publicly owned land
• your landlord has given their agreement for you to enter the grant if you are applying as a tenant
• government departments or their agents are not eligible for funding

Land eligibility

• field parcels must be located in Wales
• your land is successfully registered within the Welsh Government Land Parcel Identification System (LPIS) at least 14 days prior to the opening of a window Please refer to RPW Online: using 'manage my land'
• you have full management control of the land for the duration of the contract and the full commitment period
• the minimum total area of new planting to be eligible for the grant support is 0.1ha
• the maximum total area per application is 1.99ha of planting which can be comprised of blocks of trees with a minimum area of 0.01ha

Planting eligibility

• you must confirm all neighbours and individuals whose properties adjoin the new planting are happy with the planting proposals. Please refer to Section E – Public Participation
• planting must be carried out using manual planting, scarification, or inverted and hinge mounding and in line with the Woodland Category criteria as specified
• your planting proposal must be below the Environmental Impact Assessment (Forestry) (EIA) threshold and not require an EIA (Forestry) opinion. Please see Environmental Impact Assessment (EIA) guidance in this Section

The following are ineligible for the grant:

• land claimed by another land manager or farm business for subsidy (BPS) or a grant (dual use of land)
• land held under a Grazing Licence
• registered common land
• land where trees have been felled and need to be restocked

Land under a contractual agreement for the following schemes is not eligible:

• Glastir Woodland Creation
• Glastir Woodland Restoration
• Woodland Restoration Scheme
• Farm Woodland Scheme/Farm Woodland Premium Scheme
• Glastir Woodland Creation Premium
• Glastir Small Grants or Small Grants – Environment
• Woodland Creation Grant
• Small Grants – Woodland Creation

Environmental Impact Assessment (EIA)

The grant has been designed so that an Environment Impact (Forestry) Assessment (EIA) for afforestation is not usually required. However, you also need to consider if any adjoining woodland has been planted within the last 5 years next to your proposal. This includes tree planting on your neighbour’s land. Adjoining land is defined as within 10 m of your proposed grant.

The EIA threshold is 2 ha where your proposed tree planting area is within a National Park or National Landscape area and 5 ha for other areas.

If the accumulated planting area over the last 5 years including any on adjoining land is over the EIA threshold, you will not be eligible for the grant and you should apply to the Woodland Creation Planning Scheme. You will get support from a Registered Forestry Planner who will write a woodland creation plan for you and the EIA decision will be part of the plan.

Consider the interaction with other schemes when applying for the grant.

Organic Conversion Scheme

Where land is under an Organic Conversion Scheme contract, you must request the removal of the land from your Organic Conversion Scheme contract via your RPW online account if you want to plant trees. Subject to approval from the Welsh Government, the land will be removed from the Organic Conversion Scheme contract and planting can only commence after the removal has taken place.

Organic Support / Organic Farming - Support

Where land is included in an Organic Support / Organic Farming - Support claim you must request the removal of the land from your Organic Support / Organic Farming - Support claim via your RPW Online account if you want to plant trees. Subject to approval from the Welsh Government, the land will be removed from your Organic Support / Organic Farming - Support claim. Planting can only commence after the removal has taken place. 

Growing for the Environment          

Where land is under a Growing for the Environment contract, it may be entered into a SFS Small Woodland Creation Grant contract. However, applicants must request the removal of the land from their Growing for the Environment contract via their RPW online account. Subject to approval from the Welsh Government, the land will be removed from the Growing for the Environment contract and planting can only commence after the removal has taken place

Previously funded Capital Works

If the tree planting and fencing Capital Works have previously been funded under any of the schemes below, it is ineligible for the Woodland Creation Planning Scheme

• Sustainable Management Scheme
• all Glastir schemes
• Small Grants – Environment
• Small Grants – Woodland Creation
• Woodland Creation Grant

Double funding

You must not apply for the grant if you are receiving funding for the proposed works from any other source, as this would be considered double funding and is not permissible. If it is established you are or have received funding from another source for commitments under the grant, this could result in financial penalties, the recovery of payments plus interest and possible termination of your contract.

Capital works

The following Capital and Area payments to support the establishment and ongoing maintenance of tree planting are available under the grant.

Premium rate for 12 years (payment per hectare)

The premium for the 12 year annual area payment is £387 per hectare.

Maintenance rates for 12 years (payment per hectare)

The maintenance rate per hectare for year 1 is £422, year 2 is £316 and year 3 is £264. The rate per year from year 4 to year 12 is £74.

Woodland categories

Further details regarding Woodland Categories are given in the technical guidance including eligible tree species mixes, planting densities, outcomes, and criteria for each Woodland Category.

Additional capital works

Technical specifications for Additional Capital Works are given in the technical guidance booklet.

 Fencing grant is available for stock exclusion of a new planting area. 

Timber bridle gates and kissing gates are funded but are only eligible in order to allow access on public rights of way such as footpaths and bridleways. Field gates are only eligible in conjunction with new fencing for stock exclusion of tree planting area. You will only be able to apply for a maximum of 5 gates per application.

​​​​​The maximum length of any proposed fencing to be funded must be no longer than the perimeter of the area to be planted and must be required to ensure the area of woodland creation is stockproof. There may be situations where fencing to protect the new planting is more appropriately located within another field parcel (e.g. to include adjacent hedgerows or woodland). This must be in a parcel that the customer has management control over and that meets all grant eligibility requirements.

Riparian planting

As part of continuous improvement of our woodland creation grants, the grant includes some capital items to support planting of trees alongside a permanent watercourse or pond. This can provide benefits such as improved water quality, more stable riverbanks, natural flood management, carbon sequestration, and healthy habitats for wildlife.

Grants are available for water troughs, water gates, and water pipes needed when fencing off areas for planting using the Wet Woodland and Streamside 1100 and Wet Woodland and Streamside 1600 tree species mixes. These will provide support to farmers and others who want to build trees into their business by creating riparian strips by a permanent water course or pond. The aspiration is to encourage higher levels of riparian planting whilst maintaining livestock access to water, which can sometimes be a barrier to planting.

The maximum number of items per application will be capped as follows:

• piped water supply: capped at 500 m per application
• water gate: maximum of 5 per application
• water troughs: maximum of 5 per application 

Additional payment for native broadleaf planting to deliver ecosystem service benefits.

For planting completed and claimed until the 31 March 2029 an additional payment of £825 per hectare will be available for native broadleaf woodland which delivers a minimum of 800 stems per hectare and has no less than 80% native broadleaf species. The payment will be associated with eligible categories detailed above. The payment is to recognise the biodiversity, carbon and air quality ecosystem service benefits which are related to native broadleaf woodland planting. 

Stock exclusion

The area of new planting must remain free from livestock (including horses, ponies and camelids) for the full duration of your the grant contractual commitment.

Maintenance payment

An annual Maintenance payment is provided to maintain new planting for the duration of the contractual period. An annual payment is available for 12 years. This is front loaded in recognition of the higher costs in the early years after planting to provide the funding when needed. To be eligible to claim the Maintenance payment, you must submit a Single Application Form (SAF) annually by 15 May via RPW online and claim against each eligible field parcel included within your grant contract. This payment is available to claim from the calendar year after planting works are completed and claimed.

The maintenance payment is provided to cover periodic weeding and replacement of dead trees with new ones. When we inspect your trees, we will expect to find that they have been properly established. They should make reasonable height growth each year so that by five years old they are 5 to 6 feet (1.5 to 1.8 m) tall or higher.

A vegetation-free area should be maintained around the base of each tree for three years following the Capital Works claim for planting. You must protect the trees you have planted against damage and competition from weeds, insects, pests and browsing animals, such as rabbits, hares and livestock. There should be no browsing damage and no evidence that the area protected from grazing has been used by livestock. Trees which fail to thrive should be replaced.

Premium payment

The annual Premium payment is an area-based payment of £387/ha available for 12 years. To be eligible to claim the Premium payment, you must submit a SAF annually by 15 May via RPW online and claim against each eligible field parcel included within your contract. This payment is available to claim from the calendar year after planting works are completed and claimed.

Site assessment

Before completing your on-line EOI it is recommended you carry out a site assessment of your proposed area for planting. This will help you decide which of the available Woodland Categories will best achieve your planting aims and suitability of the location. Guidance on carrying out this assessment is provided in the technical guidance booklet.

The assessment will help you gather information about your proposed planting which you will need to confirm the location of your planting/fencing and complete the questions on your EOI. The answers you provide on your EOI will determine the conditions of your SFS Optional: Small Woodland Creation Grant award letter to ensure compliance with UKFS and the grant rules. It is therefore important that your responses accurately reflect your proposed planting.

Species mix and planting density

Once you have decided on your Woodland Category you will need to consider the best choice of species mix – see eligible species mixes in the technical guidance booklet. It will be important to consider the physical characteristics of the area you wish to plant and your objectives for woodland creation.

You should consider whether one Woodland Category will suit the whole area, or whether it should be sub-divided into areas of the same type. For example, you may have a wetter area at the bottom of a slope where the Wet Woodland and Streamside Category is suitable, and an adjoining drier bank where you may wish to use the Native Shelterwood Category. The areas to be planted with different Woodland Categories will need to be indicated on a map as part of the on-line application process.

Open space 

Scattered, unplantable open ground such as rocky outcrops or public rights of way may be included within the planting area. The open space facility cannot be utilised on the periphery, or outside, of the planting extent. If you need to include them, the total number of trees planted in each separate area must be enough to achieve the overall planting density required for the relevant Woodland Category. Trees can be planted up to 10 metres apart to accommodate any open space which cannot be planted. Trees need to be planted closer together in the remainder of the area to achieve the required density, however the minimum distance between trees must not be less than 1 metre, and trees must not be planted within 1 metre of a new or existing fence. Where this is not possible due to the size of open space and tree density required, the planting area should be split into separate areas excluding the rocky outcrops or public rights of way. Areas such as rivers, streams, ponds, buildings, hard standings and roads are not eligible as areas of open space and should not be included in the planting area.

Public participation

It is your responsibility to confirm that all neighbours and individuals whose properties adjoin the new planting are happy with the planting proposals. Contacting interested neighbours, particularly close neighbours is an opportunity to provide information on the proposal and avoid potential conflicts. Where concerns cannot be addressed prior to submitting an EOI, your planting proposal will not be eligible.

Consultation should be completed before you submit your EOI. If neighbours have concerns you may need to alter the design to reach agreement, or alternatively, if you consider there are no valid grounds for the objection, you can apply for the Woodland Creation Planning Scheme.

Consents

It is your responsibility to obtain, where necessary, consents or permissions for any work close to a main river, or for fences or gates across any public rights of way through your proposed planting area. Further details on these requirements are given in the technical guidance booklet.

Heneb: the Trust for Welsh Archaeology - Consultation

A Heneb consultation will be submitted by Welsh Government for all applications following closure of the application window. The Heneb response will advise whether or not planting is appropriate or if the planting proposal needs to be modified. This could be due to any Historic Environment Features, Historic Landscape or World Heritage Site where there are concerns that could be affected by the tree planting.

Where Heneb raise concerns, the EOI will be rejected. Applicants will either need to alter the design of the proposed planting and reapply under a future EOI window, or alternatively, apply to the Woodland Creation Planning Scheme. You are advised to contact Heneb in advance of submitting an EOI if you are aware of any historic features on or adjoining the land you wish to plant. This will provide an opportunity to amend proposals, so they are acceptable to Heneb before they are submitted on the EOI. Contact details for Heneb are provided at the end of this guidance. 

Submitting an EOI

You can submit an EOI for the grant by accessing SFS Optional dashboard via Rural Payments Wales (RPW) Online only. If you already have a Customer Reference Number (CRN), you should have received a letter informing you of your Activation Code to set up your account. If you no longer have this, please telephone the Customer Contact Centre on 0300 062 5004 (Monday to Friday, 9:00am to 4:00pm) and tell the operator your CRN. They will send you a new activation code.

To register your business details for the first time, you need to complete the online registration form. Please refer to the how to register guidance for further details. The vast majority of changes to business details can be done online. However, the Welsh Government may require further details on any major changes. Please contact the Customer Contact Centre for further information.

Agents acting on behalf of a client will need to register as a Rural Payments Wales agent. If you have yet to do this you are advised to complete an online or paper copy Agent / Farming Union Customer Details (Wales) form immediately. Upon receipt of the form, we will send you an Agent Customer Reference Number (Agent CRN) and an RPW Online Activation Code. You will also need to complete an Association Authorisation Form, which can be completed once you register with RPW Online, please refer to our how to register guidance.

You will need to draw the location of your planting proposal and associated fencing on your EOI, in addition to answering a range of questions about your proposal and its location. These will assess the eligibility of your application and suitability of your planting proposals. The answers provided will form the right management plan for your woodland creation to meet grant conditions and UKFS. It is important to take care when selecting your Woodland Categories and ensure you select capital works suitable for the location you have chosen. Any relocation, after the closure of the window will not be possible due to the short timescales for issuing contracts and claim deadline date. Further guidance on this is provided in the technical guidance booklet.

If you have any questions about registering for RPW Online or completing your EOI, please contact the Customer Contact Centre on 0300 062 5004. They will be able to provide advice, including any digital assistance available to you.

Further details regarding Rural Payments Wales Online are available on the Welsh Government’s Website.

Please respond to any queries raised by the Welsh Government regarding your SFS Optional: Small Woodland Creation Grant EOI promptly. Failure to respond within the given time may prevent the offer of a SFS Optional: Small Woodland Creation Grant contract to you.

We will issue a maximum of 2 reminders for any outstanding draft EOIs via your RPW Online account prior to the closing date.

Withdrawing an EOI

Once an EOI has been submitted for SFS Optional: Small Woodland Creation Grant can it be withdrawn?

1. Yes - during an open EOI window
   
   You can withdraw your application via “My Messages” in your RPW Online account; you may re-submit an application before the window has closed.
    
2. Yes - after an EOI window has closed but before the business has received the contract.
   
   You can withdraw your application via “My Messages” in your RPW Online account. The next opportunity to submit an EOI will be in the next application window.
   
   Please remember that the process is competitive and there is no guarantee that you will be successful in the next round.
    
3. Yes - once the EOI has been selected and a contract has been offered.
   
   You can withdraw your application via “My Messages” in your RPW Online account. The next opportunity to submit an EOI will be in the next application window.
   
   Please remember that the process is competitive and there is no guarantee that you will be successful in the next round.

The selection process 

The grant selection process assesses each new planting proposal submitted through the EOI. A score will be assigned for each EOI and its ability to deliver an outcome towards the grant objectives to provide benefits to the public, such as capturing carbon, preventing flooding and improving air quality. 

EOI’s are received from customers outside of the SFS Universal and those customers who are part of SFS Universal. Priority will be given to SFS applicants within the selection process.

In the event of the available budget being exceeded, the highest scoring capital works projects will be selected. Further information on the scoring process is available at SFS Optional: Small Woodland Creation Grant.

Offer of Grant Award Letter (GAL)

A Grant Award Letter (GAL) will be generated once applications are successfully validated and selection complete, giving 30 days to either ‘accept’ or ‘decline’ the GAL via RPW Online. If you do not accept the GAL before the 30-day deadline the GAL will be automatically withdrawn.

Your GAL ensures your planting proposal is in line with the grant conditions and UKFS and confirms your Woodland Category, location of capital works and any conditions specific to your proposed planting which you will need to follow to be eligible for support.

You must not start any work until you have a GAL, i.e. start any ground preparation, tree planting or fencing capital works for which you intend to claim grant.

It is a requirement to ensure any works undertaken to achieve the project do not breach environmental obligations under other environmental legislation, including European Protected Species (EPS), or damage any historic environmental features.

Conditions of grant

The grant is subject to a range of relevant legislation (see Section N). Welsh Government and the applicant / recipient must act in accordance with that legislation.

The offer of a the grant contract is made subject to terms and conditions, which will be set out in full in your GAL, and include those set out below. 

Failure to meet the terms and conditions of the GAL could result in the cancellation of your GAL and / or the recovery of sums already paid with interest, or a reduction of the amount payable.

Conditions

The award is made on the basis of statements and declarations made by you or your representatives in the EOI and the claim form and any subsequent correspondence. 

The making of false or misleading statements is an offence.

Any person who makes a false declaration or fails to notify Welsh Government of a material change to the information given in this application may be liable to prosecution. A false, inaccurate or incomplete statement or failure to notify Welsh Government of any material changes to the information given in this EOI may result in termination of the GAL and/or recovery of any Payments with interest.

You must not artificially create the conditions required to obtain payments.

The applicant is required to read and understand the relevant grant rules and guidance notes.

You must ensure you have given details that are true, accurate and complete to the best of your knowledge and belief on the applications and any supporting documentation. You must acknowledge that neither Welsh Government nor any adviser appointed by Welsh Government shall be responsible for any advice given, including without limit any advice given in relation to the application and that you are solely responsible for all business decisions undertaken.

You must meet any statutory obligations such as Health and Safety; employment; hygiene; environmental management and protection; animal or crop health and welfare that apply during the time of this project.

Welsh Government may need to update the rules and conditions to take account of changes made to the Government of Wales Act 2006.

You must agree to abide by any changes following notification by the Welsh Ministers.

You must comply with all applicable domestic, or international laws or regulations or official directives.

You must notify Welsh Government of any changes to the details provided in the Applicant Details part of the form.

You must allow officers of Welsh Government or their duly authorised agent, access to inspect land and any relevant equipment, facilities and all records and information needed to establish your eligibility and the accuracy of the information provided for which you are making this EOI.

You must not undertake work prior to entering the SFS Optional: Small Woodland Creation Grant that damages the environment and understand that such action could result in rejection of your EOI.

You must have excluded land which is under other management agreements or grant that you receive, or intend to apply for, that may have a potential for double funding.

You must maintain adequate insurances to cover against the risks which may arise in connection with any property, or any activity undertaken in delivery of the Purposes. We reserve the right to require you to provide proof of your insurance.

Welsh Government may need to share some information about your SFS Optional: Small Woodland Creation Grant EOI with other organisations and you agree to any necessary disclosures or exchanges of information.

Welsh Government may also obtain information about you from certain other organisations or provide information about you to them in order to verify the accuracy of the information, prevent or detect crime and protect public funds. These other organisations include government departments, local authorities and other bodies as appropriate.

The publication and disclosure of information by Welsh Government will be in accordance with the obligations and duties under the Freedom of Information Act 2000, the Data Protection Act 2018 and the Environmental Information Regulations 2004. Other information provided may also be disclosed where permitted by law.

Capital works claims

The grant will only be available to claim using the contract claim on your RPW Online account; payments for Capital Works will be made following the successful validation of your claim. Payment will be made by electronic transfer to your bank account.

In order to receive a the grant payment you must:

• have accepted a the grant contract within 30 calendar days of the offer date and adhere to all the requirements
• have completed the tree planting and fencing operations and there is evidence that the work has been completed
• submit the claim using the contract claim on your RPW Online account by the claim deadline
• submit invoices for all claimed items by scanning them and sending them via ‘My messages’ in your RPW Online account
• submit geo-tagged photographs with the claim showing the completed capital works (see ‘record keeping’ – Section K)

We will issue a maximum of 2 reminders for any outstanding claims via your RPW Online account prior to the claim submission deadline.

A claim is not considered valid unless it has been submitted via the RPW Online Contract Claim page.

You can submit your claim at any time once the capital works have been completed. However, you cannot claim for a partially completed project and you will not be able to claim for any additional work you undertake after the claim has been submitted.

Those applying for funding in the 2026 windows will have to complete their new planting and capital works and claim for all capital works by 31 March 2027. 

No extensions will be granted beyond 31 March 2027.

Incorrect claims and penalties

In order to comply with the legislation governing the grant and to ensure public money is spent correctly, the grant includes penalties where there has been a serious breach of the grant rules.

You should only claim for the eligible work you have completed, even if this is less than that included in the GAL.

Where we find the work has not been completed to the project’s technical specifications, payments will be reduced to the amount of work completed to the required specification. Minor defects identified at in situ / inspection visit may be remedied if agreed with Welsh Government.

If major shortcomings have been identified by Welsh Government and subsequently remedied, these will be classed as ineligible and will be subject to reduced payments and over-declared penalties may apply.

Where the level of reduction is more than 10% of the total value of the claim, we will apply administrative over declaration penalties. Where false claims are made, or the landowner fails to provide the necessary information, this will result in the exclusion of payment in the year of the finding, and any amounts already paid that year will be recovered.

Maintenance and premium annual claims

You will be eligible to claim your first maintenance and premium payments in the first full calendar year following the year you claim for your new planting. The annual deadline for submitting a SAF is 15 May.

For example, if you completed and claimed your SFS Optional: Small Woodland Creation Grant capital works on 31 December 2026 you are eligible to claim your first Maintenance and Premium payments on the SAF 2027.

In order to receive SFS Optional: Small Woodland Creation Grant Maintenance and Premium payments, you must:

• have entered into a SFS Optional: Small Woodland Creation Grant contract and adhere to all the requirements.
• submit a valid claim on the SAF by the 15 May.

SAF crop codes

To claim Maintenance and Premium Payments you must use the following crop codes (these codes are subject to change, and the Single Application Rules Booklet must be checked before submitting):

• WS1/BW1 – Broadleaf Woodland (stock excluded) 

Schedule 6: assurance statement

If the legal status of your business is anything other than sole trader, you will be required to complete the Schedule 6: Assurance Statement – Counter Fraud and Governance on the SAF, to give assurance that reasonable and adequate governance and counter fraud procedures exist in the businesses funded. 

Maintenance and premium payments

Payments will be calculated based on the land areas claimed for payment on the SAF, entered into the GAL as detailed in the GAL Schedule which is valid on 15 May, and any notifications made in respect of that land.

Your maintenance and premium claims will be subject to SAF submission deadlines as set out in the Single Application Rules Booklet. 

If you claim maintenance and premium payments on land that is found to be not eligible for payment you may receive an over-declared penalty as set out in the Single Application Rules Booklet.

If you claim Maintenance and Premium payments your land will be subject to the Cross Compliance requirements. It is your responsibility to meet these requirements for the whole calendar year for which you are claiming payment and failure to meet these requirements may result in penalties being applied to your payments.

You must ensure you read and understand the Single Application Rules Booklet before making a claim for Maintenance and Premium payments. 

Breaches of contract

Breaches of the GAL may be identified from administrative checks or on-the-spot inspections, and you will be notified via your RPW Online account if breaches are found. Where it is discovered the commitment in your GAL has not been met a scheme breach may be applied, reductions and/or exclusions will be determined according to the level of severity, extent, duration, reoccurrence of the breach and may also be applied to previous years payments. Details of these are set out in the verifiable standards.

Where we consider a breach to be so serious that it cannot be rectified, this may result in the termination of your GAL.

The breaches are assessed against verifiable standards relating to the grant commitments and a penalty matrix is used to determine the level of penalty to be applied. You can view both the verifiable standards and the penalty matrix on the Welsh Government website. 

Offences

Regulation 13 of the Rural Development Programmes (Wales) Regulations 2014 (No. 3222 (W.327)) establishes criminal offences and penalties in relation to certain aspects of rural development funding. That Regulation and those offences are applicable to the grant. Examples of offences include knowingly or recklessly providing false or misleading information in relation to rural development funding, obstructing an inspector or official, and refusing to provide information when requested to do so.

Unacceptable behaviour 

Welsh Government officials, individuals or organisations carrying out duties on behalf of the Welsh Government (e.g. NRW), should not be subjected to aggressive, abusive or offensive behaviour or unreasonable demands and persistence from applicants/claimants or their representatives. This also applies to members of the Independent Appeals Panel. 

A managing unacceptable behaviour of Welsh Government customers document is available on the Welsh Government website which explains what we consider unacceptable behaviour. 

Unacceptable behaviour may lead to the withdrawal of payments and/or the rejection of applications or claims.

You will be required to inform the Welsh Government of changes to field parcels within 30 days of the change. These changes include:

• fields not previously registered with RPW (i.e. have not previously been included on the SAF)
• fields which have been permanently divided
• fields which have been permanently amalgamated
• fields which have new boundaries
• fields which have changes to their permanent features

You will also be required to inform the Welsh Government of changes to land occupation including changes of ownership and any tenancy agreements within the 30 days.

Please use the Manage my Land (MML) Facility via your RPW Online account to notify the Welsh Government of these changes within 30 days of the change.

Once you have signed your grant GAL, if you subsequently sell or transfer all or part of your land during the commitment period, you may be subject to financial penalties and / or having to repay money you have already received.

The transfer of a the grant GAL to a new occupier is subject to approval by the Welsh Government. Where the prospective new occupier decides to take over the commitment from you and the land continues to meet the minimum eligibility criteria, the new occupier must continue with the commitment on the land transferred for the remainder of the contract period. The prospective occupier should be made aware of the commitment in advance of agreeing to the transfer of the land in question.

The regulations concerning the grant do not allow the transfer of a capital works contract. The GAL holder will be the only business able to claim the grant works. A transfer cannot be processed until the validation of the capital works claim and payment have been authorised.

Following the sale or transfer of part of your land, any land which you retain and is the subject of the original contract must continue to meet the minimum eligibility criteria. In the event that this does not happen, you will be required to repay all of the payments made in respect of that land with interest. If you transfer or sell any land which forms part of your GAL, then you must notify the Welsh Government in writing within 30 calendar days of the event. Failure to notify the Welsh Government within this period is likely to result in a penalty.

In the event that you transfer and sell any land under a GAL and the Welsh Government considers that the objectives of the SFS Optional: Small Woodland Creation Grant have been undermined as a consequence, the GAL may be terminated and all payments made recovered with interest.

Legislation changes (including changes in interpretation)

Legislation may change from time to time and you will be required to abide by any changes to the grant rules, following notification from the Welsh Government.

Changes to grant rules or contract

We may need to make changes to the grant rules and/or your GAL for a number of reasons. For example, we may need to update the management conditions to take account of the latest scientific advice or amend grant rules to take account of any changes to legislation. We will publicise changes on our website and, where necessary, contact you directly.

Controls

Welsh Government must enforce the grant rules.

Your claim may be selected for a visit to verify completion of capital works before the payment is made to you or it may be selected for a visit after the payment has been made.

All the details in your EOI, the details in your claim and the declarations you made on submitting the EOI and claim will be checked at inspection.

Welsh Government and the specialist control bodies will try to ensure that visits cause you the minimum of disruption, but some checks require visits to be unannounced, which means it may not be possible to give you notice. You may be subject to more than one visit during a calendar year.

If you refuse to allow a visit or obstruct an officer or fail to give reasonable assistance, your claim may not be paid, we may recover payments and you may be prosecuted.

Monitoring

It is a requirement all GAL are monitored and the effect of the grant on the business is evaluated.

You must allow officials from Welsh Government, or their representatives, to inspect the work completed at any reasonable time within a five-year period.

Record keeping

You must keep all records and information you need to evidence you have provided complete and accurate information and have complied with your undertakings for 5 years.

You will also be required to:

• supply to Welsh Government any information about your SFS Optional: Small Woodland Creation Grant contract and supply that information within the period determined by Welsh Government
• make available to Welsh Government, its authorised persons or its agents, records, accounts, receipts and other information, including access to computer data relating to your SFS Optional: Small Woodland Creation Grant GAL. Permit Welsh Government to remove any such document or record to take copies or extracts from them
• photographic evidence, including a geo-tagged map reference point, must be taken showing the completed capital works and submitted with the claim. Welsh Government will require these to validate and ensure the planting and associated capital works has been completed in the correct location and to the required specification. Digital assistance will be available where required

Appeals procedure

There are no grounds for appeal at the EOI stage.

The ‘Independent Appeals Process for Rural Grants and Payments’ allows you to request a review if you feel the Welsh Government has not reached a correct decision according to the rules of the grant.

The appeals process consists of two stages:

• Stage 1: review by RPW
• Stage 2: review by an Independent Appeals Panel (if you are dissatisfied with the Stage 1 response)

The Independent Panel makes recommendations to the Welsh Ministers, who take the final decision, which concludes the process.

There is no charge for Stage 1 of the process, but there is a charge at Stage 2 – £220 for a written hearing or £290 for an oral hearing. These charges are repaid in full if the Stage 2 appeal is fully successful.

Appeals, including supporting evidence, must be submitted via RPW Online within 60 days of the date of the letter outlining the decision you wish to appeal against.

We welcome receiving appeals in Welsh and will respond to any correspondence in Welsh. This will not lead to a delay in processing your appeal.

Appellants or their representatives must not make direct contact with members of the Independent Appeals Panel. We may consider this to be unacceptable behaviour in accordance with managing unacceptable behaviour of Welsh Government customers. 

Unacceptable behaviour may lead to the withdrawal of payments and/or the rejection of applications, claims or appeals.

Further details of the appeals process and how to submit an appeal, using the online appeal form, can be obtained from the Customer Contact Centre or our website at: Rural Grants and Payments appeals: guidance.

Complaints procedure

Complaints will be dealt with under Welsh Government’s procedure on Complaints. Further advice on how to make a complaint can be obtained from:

You may also choose to contact: 

How we will handle any personal data you provide in relation to your grant application or request for grant funding

Welsh Government provides a wide range of grant s to help deliver our policies and create a fairer, more prosperous Wales.

Welsh Government will be data controller for any personal data you provide in relation to your grant application or request for grant funding. The information will be processed as part of our public task (i.e. exercising our official authority to undertake the core role and functions of Welsh Government) and will help us assess your eligibility for funding.

Before we provide grant funding to you, we undertake checks for the purposes of preventing fraud and money laundering, and to verify your identity. These checks require us to process personal data about you to third party fraud prevention agencies.

If we, or a fraud prevention agency, determine that you pose a fraud or money laundering risk, we may refuse to provide the grant funding you applied for, or we may stop providing existing grant funding to you.

A record of any fraud or money laundering risk will be retained by the fraud prevention agencies, and may result in others refusing to provide services, financing or employment to you.

In order to assess eligibility, we may also need to share personal information relating to your application with Regulatory authorities, such as HM Revenue and Customs, Local Authorities, Health and Safety Executive and the Police.

Your information, including your personal information, may be the subject of a request by another member of the public. When responding to such requests the Welsh Government may be required to release information, including your personal information, to fulfil its obligations under the Freedom of Information Act 2000, the Environmental information Act 2004 or the Data Protection Act 2018.

Welsh Government will publish details of the amounts paid to Rural Support beneficiaries. Data will be published for all beneficiaries and will include the name and locality of the farmer/land manager and details of the amounts and grants for which subsidy has been paid. However, for those receiving less than the equivalent of £1,250 in subsidies the name will be withheld. The data will be published annually on 31 May and remain available for two years from the date it is published. 

We will keep personal information contained in files in line with our retention policy. If successful in your application, then your personal data will be kept for 10 years from the year of final payment. If you are unsuccessful, your details will be kept for one year after the date you provided them.

Under the data protection legislation, you have the right:

• to access the personal data the Welsh Government holds on you
• to require us to rectify inaccuracies in that data
• to (in certain circumstances) object to or restrict processing
• for (in certain circumstances) your data to be ‘erased’
• to lodge a complaint with the Information Commissioner’s Office (ICO) who is the independent regulator for data protection

For further details about the information Welsh Government holds and its use, or if you want to exercise your rights under the GDPR, please contact:

The contact details for the Information Commissioner’s Office are:

Should you have any queries regarding this privacy statement please contact the RPW Customer Contact Centre.

Privacy notice: Welsh Government grants.

SFS Optional: Small Woodland Creation Grant is governed by Retained EU Law (now known as ‘Assimilated Law’) Council Regulations No. 1305/2013, 1303/2013 and 1306/2013, Implementing Regulation No. 808/2014 and No. 809/2014 and Delegated Regulation 640/2014 and 807/2014 (all as amended).

The Assimilated Law is implemented in Wales through the following domestic law (all as amended from time to time), including by the Agricultural Support (Miscellaneous Amendments) (Wales) (EU Exit) Regulations 2021/400 (W.129):

• the Rural Development Programmes (Wales) Regulations 2014/3222 (W.327)
• the Common Agricultural Policy (Integrated Administration and Control System and Enforcement and Cross Compliance) (Wales) Regulations 2014/3223 (W.328) 

This provision of support will be registered on the UK subsidy Transparency database (on gov.uk), in line with Welsh Government's commitments under the Subsidy Control Act 2022.

RPW enquiries

For all enquiries to RPW, please contact the RPW Customer Contact Centre. Enquiries can be submitted via RPW Online at any time.

Technical advice and mentoring

Technical advice and mentoring is available from Farming Connect and further information can be found on the NRW woodland Creation Hub.

Access to Welsh Government offices for people with disabilities or special needs

If you have any special needs which you feel are not met by our facilities contact the Customer Contact Centre on 0300 062 5004. Welsh Government officials will then endeavour to make arrangements to accommodate your requirements.

Welsh Government website

For all of the latest Agricultural and Rural Affairs information, visit our website. By visiting the website, you can also sign up to receive the Rural Affairs e-newsletter which delivers the latest news directly to your e-mail inbox.

Gwlad

The Gwlad e-newsletter is Welsh Government’s e-newsletter for farm and forestry businesses and all those involved with agriculture and rural Wales. It contains news stories, guidance and information in an accessible, easy-to-read format. To keep informed and up to date with all the latest agriculture news and developments in future we would encourage you to sign up to receive the Gwlad e-newsletter. You can do this either at Announcements or at Subscribe to farming and forestry news.

Other useful contacts