Guidance

Agreement holder's guide: Capital Grants from 9 February 2021

Published 9 February 2021

Applies to England

6 Scheme requirements and procedures

You must read and meet the requirements detailed in this section as these are mandatory for all CS Capital Grants Agreement Holders.

6.1 Entering into an Agreement

If your application is successful, we will send you an Agreement Offer. If you want to accept, you must return the signed acceptance declaration to us within 20 working days of the date on the letter. If you do not accept your offer in time, we will withdraw it.

The agreement start date will be set out in the agreement document that comes with the Agreement Offer letter.

Once you have accepted the offer and entered into an agreement, you can only modify, extend or amend the agreement with RPA’s consent.

6.2 Record keeping

You must keep all records relevant to the expenditure of the grant for at least 7 years from the end of the agreement.

6.3 Evidence: Record keeping and environmental outcome site visit requirements

You must obtain and keep evidence to show that you have carried out all the requirements of your agreement to support your claim or to support an environmental outcome site visit. You must also keep evidence that you are eligible for the scheme.

Your evidence must show that:

• you are eligible for the scheme

• the activities funded under your agreement are appropriate

• the funded activity is taking or has taken place.

We need you to do this so that we can demonstrate that public money is being spent effectively and is delivering the intended results.

Record keeping is an important part of an effective farm, or woodland, management system. You can use some existing farm records to meet scheme requirements, but you may also need to keep other records specifically about the management being funded.

The record keeping requirements for each capital item are published in the Countryside Stewardship online grant finder.

6.3.1 When is evidence required?

Evidence to support your application

You must keep evidence to show that you, your business, your land or capital items are eligible as you may have to show this if you are chosen for an environmental outcome site visit.

During the agreement period

You may need to provide evidence to show that you have carried out the required actions. Evidence may be needed:

• to support a claim. More information is set out in the following sections and where relevant further information will be sent with the claim form covering letter.

• during or after an administrative check, an environmental outcome site visit, or other checks as described in section 7.4.

After the agreement has ended

The Terms and Conditions explain you must keep all invoices, receipts, accounts and any other relevant documentation relating to the expenditure of the grant for at least 7 years from the end of the agreement.

6.3.2 General evidence requirements for Applicants and Agreement Holders Consents and permissions

It is your responsibility to get all consents, approvals or permissions that you may need due to your specific circumstances and to carry out the particular capital item. These consents and permissions must remain effective – and records kept – for the duration of the agreement.

6.4 Photographic evidence

For some capital items you need to keep dated photographic evidence. You must have this evidence available on request as we may ask to see it. You can use photographs with an automatic date stamp, or write the date the photograph was taken on the reverse.

The need for dated photographic evidence depends on the particular capital item, but the following general principles apply. Check the individual option or capital item requirements using Countryside Stewardship grants (known as the grant finder) on GOV.UK.

For photographic evidence the following general principles apply.

Before work stage

For some capital items you need to take dated photographs and keep them to show where work or management will be undertaken on a particular feature or site. Check the individual option or capital item requirements using Countryside Stewardship grants (known as the grant finder) on GOV.UK to see if this is the case.

During work stage

For the capital works listed below, you will need to keep and submit contracts, invoices, or other documents, confirming the technical specification for the completed works have been met. If you are unable to provide this, you will need to keep and submit dated photographs of the site during the different stages of the construction or build to show that the minimum specification has been met.

Code	Capital   Item
LV3	Hard bases for livestock drinkers

LV4	Hard bases for livestock feeders

LV5	Pasture pumps and associated pipework

LV6	Ram pumps and associated pipework

LV8	Pipework associated with livestock troughs

RP3	Watercourse crossings

RP4	Livestock and machinery hardcore tracks

RP6	Installation of piped culverts in ditches

RP7	Sediment ponds and traps

RP9	Earth banks and soil bunds

RP12	Check dams

PR13	Yard - underground drainage pipework

RP14	Yard inspection pit

RP15	Outdoor concrete yard renewal

RP24	Lined biobed plus pesticide loading and washdown area

RP25	Lined biobed with existing washdown area

RP26

Biofilter

RP27	Sprayer or applicator load and washdown area

WN5	Pond management (100 square metres or less)

WN6	Pond management (more than 100 square metres)

AQ1	Automatic slurry scraper

AQ2	Low ammonia emission flooring for   livestock buildings

Claim stage

For a partial or full claim, you must take a dated photograph after the works have been completed and send it with your payment claim. This must show the ‘works completed condition’. The ‘before work’ and ‘works completed’ photographs must be taken from the same position.

You can post or email the information to us using the contact details at the end of this guide, we cannot accept USB/CDs for security reasons as outlined in step 3 in section 4.

6.5 Photographic evidence quality

All photographs must meet the following standards. Requirements apply equally to digital photographs or those supplied as paper photographs.

• Quality – photographs must be in focus and clearly show the relevant capital item or environmental feature. If you send your images by email, please send as JPEG files. Digital images should not be smaller than 600 x 400 pixels and ideally the image file size no larger than 400 KB. Printed photographs must be no smaller than 15 cm x 10 cm. Photographs can be in either portrait or landscape.

• Photograph to identify the environmental feature or capital item(s) concerned – it is your responsibility to have sufficient evidence that the investment or required management has taken place. For example, more than one photograph may be needed where the feature or capital item exceeds the frame or is not clearly evident from a single photograph.

• Where possible, include a significant feature to provide authenticity, for example, ditch, fence, farm building, road, telegraph poles.

• Where possible, mark the photographed feature location, and direction from which the photograph has been taken, with an ‘X’ and an arrow on a copy of a map (or map extract) of the agreement area.

• Where scale or continuity is important, include a feature, or introduce one, for example a quad bike, vehicle or use a sighting pole (2m high with 50cm intervals marked in red and white). Take pictures consistently from the same spot for ‘before and after’ photographs of the capital item.

6.6 Clearly label photographs

Use the Ordnance Survey (OS) map sheet reference and National Grid reference for the field parcel, followed by the relevant proposed or implemented option or capital item code and, if more than one image is required, the image number.

The OS map sheet reference and National Grid reference should relate to the field parcel adjacent to the boundary and used in the application. For example, if we ask you to send ‘before and after’ photographs to show evidence that works have taken place for Hedgerow gapping up (BN7) these images should be labelled as OS Ref Capital item code_Date_Name_SBI_Image number.

Save digital images under the label outlined above. Clearly write the label on the reverse of printed photographs detailing the OS map sheet reference and National Grid reference for the field parcel, the implemented capital item code, date, Agreement Holder name and SBI.

6.7 Publicity: requirements

The Terms and Conditions require you to comply with all instructions and guidance relating to acknowledging and publicising the support provided. This includes using any materials or templates which are provided for this purpose.

6.8 Force Majeure

You may be unable to meet your requirements under the agreement because of Force Majeure or exceptional circumstances. If this happens, you must write to tell us within 8 weeks from the date on which you (or any person authorised to act for you) are able to do so. You will need to provide evidence in writing to show:

• what has happened

• how the event meant you were unable to meet the scheme rules.

Force majeure or exceptional circumstances may include, but are not limited to:

• the death or long-term professional incapacity of the Agreement Holder

• a severe natural disaster gravely affecting the holding

• the accidental destruction of livestock buildings on the holding

• an epizootic or a plant disease affecting part or all of the Agreement Holder’s crops, trees or livestock

• expropriation of all or a large part of the holding (provided that the expropriation could not have been anticipated at the time the application for funding was made)

We will consider the facts to decide whether or not the Agreement Holder is relieved of all or part of their obligations under the agreement, and whether all or part of the grant should be withheld or repaid.

If you are aware of the issue when entering into your agreement then it is unlikely to fall under force majeure or exceptional circumstances.

7 Agreement Management

You must read and meet the requirements detailed in this section as these are mandatory for all CS Capital Grants Agreement Holders.

You must only start work (this includes ordering and paying for materials) on or after the agreement start date because we cannot pay for materials and work before this date. You must keep invoices, receipts, accounts and all other relevant financial documentation, so we can check them, for at least 7 years from the end date of the agreement. These must be dated on or after the agreement start date.

Important information

Don’t start work until on or after your start date and once you have accepted the offer.

You must complete all capital works within 2 years of the agreement start date.

We must receive all claims for payment no later than 3 months after the agreement end date. We will not accept claims after this date.

You can only submit your claim after payment for all items or activities on which you are claiming has left your bank account and all works have been carried out.

Part claims are allowed for some but not all items. See section 7.3

7.1 Amendments

You can only modify, extend or amend your agreement with RPA’s consent.

7.2 Requirements when using own labour or contractors for capital works

7.2.1 Using own labour to undertake capital works

You can use your own labour or a farm employee’s labour to carry out capital works. If you do so, you will need to prepare time sheets signed by the employee and employer showing all of the following:

• the hourly rate for your labour or a farm employee’s labour

• what work was carried out

• the date the work was done.

You must keep these records in either paper or electronic form, for the full period of the agreement and for at least 7 years after your agreement has ended. You must also produce these records if we ask you to.

You must tell the employee(s) about the agreement and its requirements. It is your responsibility to make sure that work carried out using your own labour or a farm employee’s labour, does not breach the terms of your agreement. If the employee commits any breaches, you will be responsible for any payment reductions.

7.2.2 Using contractors to carry out capital works

You can employ contractors to carry out the work needed for the capital items.

You must tell the contractor about the agreement and its requirements. It is your responsibility to make sure that work carried out by contractors does not breach the terms of your agreement. If the contractor commits any breaches, you will be responsible for any payment reductions.

You must keep records of the work carried out by contractors in either paper or electronic form, for the full period of the agreement and for at least 7 years after your agreement has ended. You must also produce these records if we ask you to.

7.3 Making a claim for payment

CS Capital Grants agreements include a two year programme of capital works. You must complete all capital works within 2 years of the agreement start date. We must receive all claims for payment no later than 3 months after the agreement end date. We will not accept claims after this date.

We will not accept late claims under any circumstances.

When you have finished the works and the payment(s) for the items or activities has left your bank account, you can submit your claim for payment. The minimum claim value is £500. If you are using a contractor, you must pay them before you claim payment from us. You can submit a claim for payment at any time of the year. We will pay valid claims within 2 months of receiving them.

If you are making interim (multiple) claims, the minimum claim value of £500 does not apply to your final claim.

We cannot accept part claims for some water and air quality capital items. These are listed in the table below.

Capital item	Name
RP4	Livestock and machinery hard tracks
RP7	Sediment ponds and traps
RP11	Swales
RP13	Yard – underground drainage pipework
RP15	Concrete yard renewal
RP17	Storage tanks underground
RP18	Above ground tanks
RP22	Sheep dip drainage aprons and sumps
RP24	Lined biobed plus pesticide loading and washdown area
RP25	Lined biobed with existing washdown area
RP27	Sprayer or applicator load and wash-down area
RP28	Roofing (sprayer washdown area, manure storage area, livestock gathering area, slurry stores, silage stores)
RP29	Self-supporting covers for slurry and anaerobic digestate stores
RP30	Floating covers for slurry and anaerobic digestate stores and lagoons
AQ1	Automatic slurry scraper
AQ2	Low ammonia emission flooring for livestock housing.

Submitting claims

Once the capital works are finished and the payment(s) for the items or activities has left your bank account, you can sign in to the Rural Payments service and submit a claim online.

You can read more about how to submit a capital claim online.

If you cannot make a claim online contact us to ask for a claim form – go to Annex 3 for our contact details.

You must keep evidence to show that the work is finished. Section 6.4 explains the photographic evidence you need and what evidence is needed for individual capital items.

You, as the Agreement Holder, must keep the items to the condition and specification for which the aid was granted for 5 years from the start date of the agreement (read Section 2.2). This is a requirement of the agreement.

This also applies to landlords where management of the agreement land reverts from the tenant Agreement Holder to the countersigning landlord during the durability period (read Section 3.2.1).

7.4 Scheme checks and site visits

We are required to make sure that Countryside Stewardship is properly controlled, to protect public money. Site visits are carried out to monitor Agreement Holder compliance with the rules governing their agreements (and cross compliance on the whole holding) and the success of Countryside Stewardship overall. They focus on assessing how the environmental aims are being delivered.

We will check the advice and guidance have been followed and if we think there is an issue that can be resolved, we will offer further advice and guidance or we may deal with any agreement breaches or non-compliances we find in line with Section 7.5 of this manual and the terms and conditions at Annex 1.

We carry out a number of checks on claims:

• administrative record checks

• rapid field visits

• agreement monitoring visits

• environmental outcome site visits.

You must allow any UK public authority (or their authorised representatives or auditors) to access your land or premises to carry out site visits. You must help and co-operate with any person carrying out a site visit.

You must help and co-operate with any person carrying out a site visit. Any refusal to do so or obstruction will be treated as a breach of the Countryside Stewardship terms and conditions, and you may face recovery, suspension or termination of your agreement.

7.4.1 Administrative record checks

We will check all stages of your application and claims, including your application form, claim forms and the nature and quality of any supporting evidence we ask you to send us, such as receipts and farm records. This is to make sure that you meet eligibility requirements at the application stage, and that various forms and records match up during the whole agreement period.

As part of the administrative checks on annual claims, we select a percentage where we carry out follow-up checks of Agreement Holder records. Therefore, we may ask you to send us copies of your on-farm records for us to check.

If you do not provide records when asked, or there are discrepancies, we will treat this as a breach of your agreement.

7.4.2 Rapid field visits (in situ visits)

As part of our administrative checks, we may make rapid and focused visual checks of your holding, targeted at specific capital items. These visits may include record checks.

7.4.3 Agreement monitoring visits

Advisers may visit sites to monitor environmental progress, discuss environmental outcome reports, or if you ask us to visit.

7.4.4 Environmental outcome site visits

Each year we will carry out environmental outcome site visits on a sample of agreements to make sure scheme requirements have been met. If we find a breach of the rules, we may apply reductions (read Section 7.5).

7.4.5 Refusal or withdrawal of support

In certain cases we may refuse, or withdraw in full, the support claimed. We will do this if we think any of the following has happened.

• You have committed a serious non-compliance.

• You have provided false evidence.

• You have negligently failed to provide the necessary information (for instance, where we have asked for it repeatedly and there is no reason why you have not provided it).

If we have to withdraw support, it will be for the current calendar year and the following calendar year. We may also refuse support for other grant schemes. If this is the case, we will tell you and you will have the right to appeal against this decision.

7.4.6 Cross compliance

If you receive Basic Payment Scheme (BPS) payments, you must follow the cross compliance rules.

If you do not receive BPS payments or annual revenue payments through any other agreement for Countryside Stewardship, Environmental Stewardship, or Farm Woodland Payments under the English Woodland Grant scheme, then you do not need to follow the cross compliance rules.

These requirements are updated annually and apply to that calendar year, regardless of when a Countryside Stewardship agreement started.

You can find full details about cross compliance requirements in the current version of the ‘The Guide to Cross Compliance in England’.

7.5 Payment reductions

7.5.1 Breaches of Agreement

If you do not meet the terms of your agreement, we may reduce or withhold your payment or ask you to repay any monies we have already paid to you.

In cases of fraud or severe non-compliance we can withhold all support and stop a new Countryside Stewardship application and applications to other DEFRA grant schemes being made for up to 2 years.

7.5.2 Over-declaration of expenditure

If you submit a claim for more than the value of the costs which are eligible to be claimed, we will reduce the payment to the correct amount.

7.6 Change of ownership

You cannot transfer your agreement during the 2 year agreement period. This rule applies only during the 2 year period from the start of your agreement (not the 5 year requirement to keep capital items funded through the scheme).

If you sell or let, all or part of the land under your CS Capital Grants agreement to another party, we will end the agreement on those parcels. You may need to repay all or part of the grant payments you have already received.

7.7 How to complain

Farmers or Agents who are unhappy with a decision or service they’ve had from RPA, can email, write, or call us.

Full guidance about how to complain or appeal is available online.