HIPP - How to Claim

… prosperous, inclusive and self-sustaining communities,
where the unique cultures,
traditions and environments are enhanced …

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Form Completion

Form Completion

On Eurosys the Progress Report and Claim Form is pre-populated with the relevant information from the approved application form (including outcomes, participant details and cost breakdowns). As soon as a certified offer of grant is received by the IAB the first PRC will be made available through the Eurosys System. The form is divided into the following sections:

Project Summary Statement

This is the first section shown on Eurosys, however the IAB recommends that this is completed last as it provides an overall report on progress made in the quarter and on the project as a whole. Please ensure the information is as full as possible and advise of any areas that are affecting implementation. This provides a dialogue between the applicant, the IAB and the Scottish Government and has been established to ensure more information is provided during the implementation stage so that any difficulties can be resolved. Also, it allows any good practice and outcomes be disseminated through reports undertaken by both the IAB and Scottish Government.

Participant Characteristics (ESF only)

This section provides the opportunity to advise of progress made in terms of the numbers and types of participants on ESF projects. The figures in the section provide a RUNNING TOTAL and should not be completed cumulatively. This is a major change to the way that claim forms had to be completed under the previous 2000-2006 Programme and aims to avoid applicants having to advise of changes throughout the claim process. To illustrate:

Progress Report and Claim No. 1
Age Characteristics

	In Approved Application		In Previous Progress Report		In This Progress Report
Group	Male	Female	Male	Female	Male	Female
14 and Under	0	0	0	0	0	0
15 to 17	0	0	0	0	0	0
18 to 19	0	0	0	0	0	0
20 to 24	2	5	0	0	1	3
25 to 40	10	18	0	0	6	10
41 to 50	0	0	0	0	0	0
51 to 54	0	0	0	0	0	0
55 to 64	0	0	0	0	0	0
Over 65	0	0	0	0	0	0
Totals	12	23	0	0	7	13

Progress Report and Claim Form No. 2

	In Approved Application		In Previous Progress Report		In This Progress Report
Group	Male	Female	Male	Female	Male	Female
14 and Under	0	0	0	0	0	0
15 to 17	0	0	0	0	0	0
18 to 19	0	0	0	0	0	0
20 to 24	2	5	1	3	4	3
25 to 40	10	18	6	10	6	12
41 to 50	0	0	0	0	0	0
51 to 54	0	0	0	0	0	0
55 to 64	0	0	0	0	0	0
Over 65	0	0	0	0	0	0
Totals	0	0	7	13	10	15

In this scenario, the applicant has a total of 25 participants at the end of the 2nd quarter. The figures in the “Previous Progress Report” column are not combined with the current progress report columns to produce a new total, the running total is what is displayed in the final two columns. This is a departure from previous Programmes and applicants need to be aware of this change. It should therefore be easier to produce the data and avoid advising of changes through the Notification of Change process if there are drop outs – this data is now collected through another table within this section now.

Outputs, Results and Impacts

Applicants need to provide an update of progress against agreed targets.These include achievements per quarter and the CUMULATIVE totals. If an applicant has found there is an error in previous reports or, for example, participants have left a training programme under an ESF project since the previous quarter, this section allows negative figures to be inserted into the form and details should then be provided in the comments field below the table on Eurosys.

Again, it is important to provide commentary to explain the figures provided, especially if these exceed the targets set or perhaps indicate progress is slow.

Claim Summary

This section provides the breakdown of costs associated with the quarter claim. The breakdown of costs is transferred from the approved application and each claim should include the costs incurred and fully defrayed for the quarter and match a transaction list. The transaction list provides the full breakdown of all items of expenditure by cost heading (further advice is available under the transaction list section).

Match Funding

Applicants need to provide an accurate update by quarter on the levels of match funding received. If using external match funding, applicants need to show the amounts that have been received into accounts for that period. In addition, any income received during the claim period must be declared in this section. Income is declared in relation to ERDF Revenue projects and ESF projects only. For ERDF capital projects, revenue may be generated on completion of the project and the Scottish Government is currently reviewing how this should be recorded and advice will be issued shortly.

Financial Declaration

This is automatically completed by the system, applicants only need to confirm that the appropriate annexes have been provided (full transaction list).

Declaration

This is the final declaration certifying that all the information in the Progress Report and Claim Form is correct. All PRCs should be certified by a Designated Signatory as advised in the accepted offer of grant.