Eight ways to keep payment requests painless

Okay, so it is not the most exciting part of your HLF-funded project, but for projects over £10,000 you need to fill in detailed payment requests with invoices. In the South East team we’ve been thinking of some handy hints to make the process run smoothly.

  1. Submit your invoices electronically if possible. This doesn’t just save the trees, it saves your time and ours. If there are too many invoices to upload, or they are too big, you can email them to the Team/Grants Assistant, or send them via WeTransfer or Dropbox. If it is more sensible to send them by post, send copies not originals and drop the Team/Grants Assistant a line to say they’re on their way.
  2. Fill in the spending summary very carefully. Where it says ‘Invoice number’, please put the specific invoice number on the invoice, if applicable. Make sure the date is the date on the invoice.
  3. Make sure you don’t do unnecessary work! For Young Roots/Our Heritage/Grants for Places of Worship/other programmes under £100,000 you do not need to submit invoices for costs under £250. For grants over £100,000 (not including GPOW) you do not need to submit invoices for costs under £500 (development grants that are under £100,000 still need invoices over £250). Instead, group the invoices under their different cost headings as one sum. For example, count up all the staff travel under £250/500 and then enter it as one line “Travel for Staff Costs under £250/500”. Then supply a spreadsheet listing all the costs under £250/500 with your invoices for items over £250/500. You do not need to supply invoices for a packet of biscuits and some tea bags (unless have very expensive tastes). NB: this is different if your grant was awarded before 2013. Check your guidance documents if in any doubt.
  4. Let your Grants Officer or their Team/Grants Assistant know of any issues as soon as possible. Call or email if you have queries about any part of the process. If you are confused by the form or you think it isn’t working properly, ring up your local office and request form shadowing. They can then see what you can see, and help you solve the problem.
  5. If HLF is only funding part of your project, please remember to supply evidence and list all of your expenditure for the project, not just the part our grant funded.
  6. Remember that HLF only pays our payment percentage (whether that be 100% or 15%) of your total project costs (what you have actually spent).
  7. Double check that you have supplied all the invoices and listed them all in the spending summary. Perhaps wait a day until you are fresher, or ask someone else to look over it for you before you submit.
  8. Keep the ‘Receiving a Grant’ guidance on your bedside table so that you can ensure it really gets in your brain. If you can quote it from memory, you’ve read it enough.

If you’ve got any lessons learned from previous payment requests, or handy hints for keeping track of expenditure, let us know by leaving a comment below.

View Molly Sweeney's profile Molly Sweeney Apr 28 2017 - 10:15am
  1. Some further points about invoices:

    • If you've got an invoice which covers some costs not covered by the HLF grant, you need to deduct the additional costs from the invoice when entering it on the form. You also need to write on the invoice, explain how you worked out HLF's propotion.
    • Where HLF has agreed to pay a contribution towards a Management and Maintenance Plan during the delivery phase of a project, you should submit a signed letter (with your organisation's letterhead) making it clear what you have paid towards the costs.
    • For Full Cost Recovery, ask someone with financial responsibility in your organisation to write a letter (again on headed paper) explaining what you are claiming for under FCR.

     

  2. View Molly Sweeney's profile Molly Sweeney
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