Guidance

062/21: Claiming European Social Fund within agreed claim timescales

Updated 5 December 2024

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This publication is available at https://www.gov.uk/government/publications/esf-action-notes-2014-to-2020-programme/action-note-06221-claiming-european-social-fund-within-agreed-claim-timescales

Date Issued 25 March 2021
Review Date 26 March 2022

1. Who should read

Direct Bids, the Greater London Authority, Intermediate Bodies and everyone signed up for ESF Action Notes.

2. Purpose

  1. To remind all Grant Recipients to submit their claims promptly.
  2. To ask all Grant Recipients for their appropriate support in spending all available ESF Grant.
  3. To advise that The Managing Authority plans to apply its existing Grant Funding Agreement powers to decommit funds from projects making late claims for Quarter 1 2021 onwards.

3. Background

Fully utilising European Social Fund appropriately is critical to supporting jobs, helping people get better jobs and ensuring fairer job opportunities for all.

As the European Social Fund 2014 – 2020 Programme draws to a close, any unused funds will ultimately be returned to the European Union. So, redeploying available funding becomes increasingly important. The Managing Authority is now increasing its focus on projects spending their grant in time and in line with their financial profiles.

Timescales for claiming are pre-set and not dependent on any of the Covid-19 easements around evidence of expenditure. Please ensure your claim is made in time, so the Managing Authority will not need to decommit funds from your project.

Clause 5.4 (b) of the Funding Agreement requires claims to be submitted within 25 working days of the end of the preceding Claim Instalment Period. The Claim Instalment Periods are:

  • quarter 1 is from 1 January to 31 March

  • quarter 2 is from 1 April to 30 June

  • quarter 3 is from 1 July to 30 September

  • quarter 4 is from 1 October to 31 December

Failure to submit a claim within the required timescales is an ‘Event of Default’, leading to the Managing Authority enacting its rights to:

  • reduce the Maximum Sum, or

  • terminate the Grant Funding Agreement

Both these actions could have serious consequences for Grant Recipients. Therefore, should you fail to submit your claim, and supporting documentation within the permitted 25 working days following the end of the instalment period, your Contract Manager will be in touch with you to discuss the implications of The Managing Authority enforcing its rights under the terms of the Grant Funding Agreement.

4. Action

To ensure all claims are made within the agreed claim timescales for each project.

5. Contact

ESF[email protected]

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