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Post-Approval Stages

  1. Offer and Conditions of Grant
  2. Acceptance of Grant
  3. Grant Payments
  4. Monitoring of Projects
  5. Project Completion

1. Offer and Conditions of Grant

Once an application for funding has been approved by the Climate Challenge Fund Grants Panel, this will be confirmed firstly by telephone and then by letter. In addition to the written confirmation we will also send the applicant our standard Conditions of Grant. The document details all conditions of the grant such as eligible project expenditure, ineligible expenditure, details of any marketing or publicity, etc.

  • Offer Letter
  • General Conditions of Grant
  • Grant Acceptance Form
  • Claim Form and Guidance

We will also send an acceptance form to the applicant which they need to complete and return within 14 days of the date of the letter. This form will include the organisation’s name and address and details of the bank account into which the grant payments should be made. This must include the name on the account, the account number and the sort code of the branch. Without this information we will not be able to make grant payments to the organisation. In exceptional circumstances it may be possible to issue the grant payments in advance of incurring expenditure, but this must be agreed with a member of the Climate Challenge Fund Administration Team.

2. Acceptance of Grant

In order to accept the offer of grant which has been made, the organisation must complete and return the Acceptance of Grant form. This is a legal document which confirms that they agree to abide by the conditions that are set out in the Conditions of Grant document. If they do not complete and return this form within 14 days of the date of the letter then they will not be eligible to receive any grant payments.

The acceptance form must not be amended or altered in any way and where necessary checks should be made to confirm the details of bank accounts and to ensure that all bank accounts which are to be used are the accounts of the organisations involved and not personal accounts of individuals.

3. How Do I Claim Money?

Once the organisation’s project has commenced and they are incurring expenditure, they will be eligible to submit a grant claim form. This form will itemise expenditure and will need to include copies of the relevant invoices, etc. These will be checked against the grant claim form for eligibility and to check whether the nature of the project has changed in any way. Any discrepancies should be checked with the project applicant and clarification should be sought. If you need to claim grant funds in advance of invoice for start up costs etc please speak to your development officer at Keep Scotland Beautiful.

Once any irregularities have been addressed, a grant payment will be made to the organisation. The value of the payment should be confirmed by letter once the amount has been confirmed.

4. Will My Project Be Monitored?

In addition to monitoring project spend when authorising grant payments, it will be necessary in many cases to make site monitoring visits. This will enable the Climate Challenge Fund Administration Team to observe any major milestones in the project, particularly when dealing with large scale projects or projects with a high financial value.

Projects will be expected to acknowledge the Climate Challenge Fund on any permanent or temporary written materials or signage produced as a result of the Climate Challenge Fund grant funding.

5. What Happens When My Project Has Completed?

Once a project has completed the activities as stated in their application and the project manager has drawn down the grant funds in line with the organisation’s project expenditure, the Climate Challenge Fund Administration Team or the Scottish Government may decide that the project has performed well and that it may benefit the Climate Challenge Fund to publicise their involvement in the scheme. If agreed, the organisation may be required to generate promotional materials which clearly state that the project received funding from the Climate Challenge Fund.