Step 6. Submitting an application - EAGGF

Introduction
All applications for funding - regardless of size, complexity or how many organisations are involved - have to go through the same appraisal process.

The process, which draws on experts from within Cornwall and the Isles of Scilly with practical and technical experience of the sectors involved, is designed to ensure that the funding is properly spent and will support the aims of Objective One.

The process will also provide an 'audit trail' to show in a transparent and accountable fashion how the money has been spent.

Clearly, part of the purchase of the process is to ensure that inappropriate, ineligible or poor quality projects do not get funded. On the other hand, there is considerable help available from within the programme both to help applicants develop eligible, high quality projects which support the aims of Objective One and to offer advice on how to submit an application.

Submitting the application
Once an application is made, a letter of acknowledgement will be sent by Objective One EAGGF Secretariat within five working days.

This letter will also give a named contact of a person who will be able to deal with any future enquiries about the application and its progress.

Initial check
Officers from Objective One EAGGF Secretariat will examine each application to ensure it meets the criteria for European funding and contains enough basic information for it to be considered.

If the project does not meet the basic criteria or insufficient information is given, Objective One EAGGF Secretariat will contact the applicant and discuss what needs to be done to improve the application.

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Project assessment
Applications which pass the initial check will then go through a detailed appraisal. Defra's Rural Development Service (RDS) will carry out this assessment - with the assistance of an expert group, called a Priority Management Group (PMG).

The PMGs are made up of people - from the public, private and voluntary sectors - with the practical knowledge and relevant background. There are seven PMGs, including one for each priority and one specifically for agriculture, which will assess EAGGF applications.

The technical appraisal of projects will consider whether a project can show:

If the application needs more work, officers will work with the applicant to address any issues raised. Applicants will also be able to find out from the Objective One EAGGF Secretariat team at GOSW at any time where their project is in the process.

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Final check
Once all issues have been examined and the technical appraisal completed, a recommendation will be made and the application forwarded to the Objective One Working Group.

The Working Group is the body responsible for making a final recommendation on behalf of the partnership and ensuring that projects coming forward are of a consistent standard and effectively address the three 'cross-cutting' themes.

Working Group meetings will always include a senior member of each PMG. This will ensure projects are given a fair assessment by a body with members that can bring experience and knowledge of every sector involved in Objective One.

The Working Group - which will normally meet within no more than four weeks of the PMG - will make a final check on the quality and consistency of the application before making a final decision.

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The offer letter
Once the Working Group has approved a project, the applicant will be sent an offer letter within two weeks.

This letter is a binding legal agreement. It lays down the terms and conditions under which the grant can be paid. It also stipulates what the project must deliver in outputs and benefits.

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Project start
Projects can begin as soon as the offer letter is received. However, it is very important to remember that - in general - Objective One funding cannot be used retrospectively for any costs incurred before the specified project start date included in the offer letter.

Grants are normally claimed quarterly in arrears using receipts for money spent up front.

It may also be possible for organisations that do not have the finances to bankroll a project on a quarterly basis to make claims monthly - but only where this has been agreed in advance.

Monitoring of all projects will be carried out by officers from Objective One EAGGF Secretariat to check they are on schedule, meeting financial targets and delivering the outputs promised.

This monitoring will be via reports submitted by the grant recipient and by site visits.

It should be noted that grants can be withheld or reclaimed where projects substantially underachieve and grant recipients are obliged to notify Objective One EAGGF Secretariat immediately of any major changes.

Profits from project can be produced up to a level agreed during project appraisal. Where projects produce excess profits, the grant can be claimed back in proportion to the level of grant given.

Further details
Full information on making an application is contained in the EAGGF Guidance Notes - form EAGGF2 - available from the Objective One EAGGF Secretariat team at GOSW.

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