4 How to apply
This section gives the information you need to apply for Countryside Stewardship Facilitation Fund.
- Register on the Rural Payments service if you have not already done so.
- Make sure you have the correct permission levels on the Rural Payments service to fill in the application. You will need ‘Submit’ permission levels for CS (Applications) and CS (Agreements).
- If you work for an organisation, they will need to be registered on the Rural Payments service. Ask a registered person within the organisation to give you ‘Submit’ permission levels for CS (Applications) and CS (Agreements).
- All group members listed on your application need to be registered on the Rural Payments service.
- Check that all land parcels you want included in your agreement are registered on the Rural Payments service.
You can find more information on How to register and update your details on the Rural Payments service on GOV.UK or you can contact us on 03000 200 301 and we will help you.
- Read this scheme manual in full including the Terms and Conditions.
- Identify the CS priorities related to the area that group members could address. You can find these in the Statements of priorities: Countryside Stewardship on GOV.UK.
- Talk to and work with local initiatives and partnerships that could be delivering CS priorities in your area. This could include Local Nature Partnerships, Nature Improvement Areas, Catchment Partnerships, National Parks and Areas of Outstanding Natural Beauty.
- Talk to and work with Natural England, the Environment Agency and/or Forestry Commission local area teams, to make sure the CS priorities you want to deliver will complement other CS priority activities in the area.
- Work with group members to agree the CS priorities your group will deliver.
- Work with group members to look at the knowledge or skills that need to be developed to reach your planned outcomes.
- Confirm the area the group members will cover – this is the size of the holdings, not the area(s) of management activity.
- Work with group members to decide what action is required to develop successful teamwork within the group so that the CS priorities can be delivered across the holdings.
- It may be useful to look at the strengths, weaknesses, opportunities and any possible issues or risks within the group. This will help when sharing knowledge and expertise, and when deciding what to do and how it might be delivered. All agreed decisions should be added to the delivery plan within your application.
- Download the application form and any additional forms you may need from the CS Facilitation Fund page.
- Make sure you open the application form in a PDF reader (for example Acrobat Reader). If you open the form in a browser window such as Google Chrome or Microsoft Edge, the option to automatically submit your form will not work.
- Gather your evidence and supporting documents.
- Refer to this scheme manual as you fill out the application and additional forms.
- Be aware of character limits for some questions on the application form. If you go over the character limit, any extra characters will not be included, and you may lose some of your answers.
1. References
You must provide two independent references who can confirm your experience and previous outcomes achieved. Make sure their contact information is up to date as we may need to get in touch.
2. Group member form
- Each member of the group must fill in a Group member form to support the application.
- Group members must tell us if they have management control of their land for the length of the agreement. If they do not own the land, they must get written (includes email) confirmation from the landowner that they’re happy for them to be a group member in a Facilitation Fund scheme. Agreement to this should be based on:
- the land being available for funding
- the land being at the disposal of the group member for the full length of the agreement.
- If the group member will not have management control over the land for the full length of the agreement, they will need to let us know if the landowner will take over management of the land and become a group member.
- Each member should confirm they have:
- seen the Facilitators application and that they support it
- seen and signed the group agreement (for disputes etc.)
- Each member should record if they will be nominating another person(s) to attend a CSFF meeting or Facilitator-led training session on their behalf. If circumstances change throughout the year the member should fill in the Nominate a representative form and send this to us.
- Group members can fill in the form electronically but will need to print it to sign it. They must send the completed form to their Facilitator so that a copy can be included with their application. Facilitators must keep the original signed version. Group members and Facilitators should both keep a copy of the form for their records. For more information about eligible land, read Section 1.2 Members with land owned by public bodies.
3. Group Agreement
All Facilitators must have a group agreement in place to decide how the group will operate, how it will handle any disputes within the group, and to confirm each members’ roles. This agreement must be signed by all members. The Facilitator and members should all keep a copy and submit only on request.
We do not provide a template for this agreement.
4. Maps
Applications must be supported by a map/s clearly showing:
- the area that the group members cover
- the size of each holding
- members name/business
- members SBI.
If you do not have access to mapping software, you can use MAGIC.
5. Consents
An email from the landowner (or their agent) confirming that they are content for the member to be part of the Facilitation group and for them to enter into a separate agri-environment agreement, or other funding, or make changes to land management, if applicable.
6. Procurement (acquiring) of goods and services
Before incurring any expenses for which you plan to claim grant payments for services from a third party, you should check that any goods and services are acquired in line with procurement requirements and will deliver the best value for money.
You will be asked at claim stage to show that any procurement or purchase of third-party services have met the requirements below.
The table below shows how many quotes, catalogue references and formal tenders are needed, depending on the value of each item.
| Value of item or service | How to show value for money |
|---|---|
| Up to £4,999 | One quote |
| £5,000 or more | Three quotes, references to catalogue listings or formal tenders for each item |
You must provide references to a catalogue listing as printouts or photocopies. They should include:
- the date when printed or copied
- the item description and the price
- the name of the company or catalogue
- the page number or webpage.
Any quotes or tenders must come from:
- different suppliers that trade as standalone businesses and are not linked through shared ownership
- a business that’s independent from the applicant or their business.
The quotes or tenders must include:
- detailed and itemised breakdowns of costs
- the supplier’s address, telephone number and a contact name
- the VAT number (if the supplier is VAT registered and VAT is itemised on the quote)
- the supplier’s company registration number if they are a limited company.
The quotes or tenders must be:
- comparable to each other in terms of quality, size, quantity, units, and specification
- from the last six months and still valid
- made out to the same business address on the application form. Online quotes should also be addressed to the business.
7. Costs including consumables
Not all expenses are eligible under the Facilitation Fund. This includes costs such as financial charges, fines, reclaimable VAT, and cash payments.
Facilitators must request prior approval from us if they wish to purchase consumables over £100.
The table below gives an outline of eligible and ineligible activity and items. This should not be considered an exhaustive list and Facilitators should discuss the eligibility of any items they are unsure of with us first.
You must provide evidence for all costs to show how they have been incurred.
| Cost Category | Eligible | Ineligible |
|---|---|---|
| Staff costs | any staff working on Facilitation business and included in the Annual Delivery Plan/if staff are not working full time on Facilitation business, then only those costs relating to hours worked on Facilitation business can be claimed for | any staff not working on Facilitation business |
| Office Overheads | heating, electricity, phones, stationery, insurance costs relating specifically to Facilitation activities. | maintenance |
| Travel and subsistence | reimbursement for travel and subsistence costs for individuals working on Facilitation business, car parking, toll charges necessarily incurred on Facilitation business. | costs incurred by staff not involved in working on Facilitation business, parking or speeding fines (including any associated administrative charges from hire car companies), alcohol, entertainment |
| Marketing and Promotion | website design (purely for Facilitation purposes only), pdf leaflet design, printing of promotional material (in exceptional circumstances only), banner stands | Facilitation branded mugs, pens, and other merchandise, county show and industry event entry fees |
| Events, room hire and associated costs | room and facility hire for Facilitation events, basic food and refreshments (e.g. tea and coffee, biscuits) for attendees, buffet (e.g. a sandwich selection and/or warm finger food) | alcoholic drinks |
| Procured services | advice/training by a 3rd party supplier | feasibility studies |
| Consumables (equipment) | testing of samples, guides (plants, birds etc.) | computers, printers, screens, keyboards, electric fence |
Printing costs of promotional material are not generally considered eligible; the use of hard copy printed leaflets should be limited. Exceptions may be made for certain scenarios such as a high proportion of applicants living in remote rural areas with no access to broadband. In such exceptional situations you should be exploring ways to limit spending, such as the creation of a printable pdf which can be issued if necessary, rather than the more expensive option of outsourced printed leaflets.
8.Travel and subsistence
- Rail – all rail travel should be booked as standard-class.
- Taxi – should only be claimed where there is no other suitable method of public transport.
- Mileage:
| Type | Rate per mile |
|---|---|
| private cars | 45p |
| private motorcycles | 24p |
9.Staff Costs
Facilitators rates have been set as follows.
| Facilitator activity | Rate per hour |
|---|---|
| Facilitation and administrative aspects of the job | £24 |
| Facilitators providing environmental expertise | £44 |
£24 per hour is the basic rate you can apply for. If you are providing environmental expertise you can also apply for the supplementary £44 per hour (£68 per hour in total). Overheads for the scheme can be applied for on top of the Facilitators hourly rate.
The role of a Facilitator without environmental expertise - £24 per hour
A facilitator is a person who helps and manages a group of people to work together in a more collaborative manner. They understand the common objectives of the group and plan learning and activities to demonstrate the benefits of these commitments and how to achieve them. In doing so, the facilitator remains ‘neutral’, meaning they do not take a particular position in the discussion.
It’s difficult to both contribute and facilitate. If you have an interest in the outcome, or lack the skills, experience or authority to deliver the learning or activity, then consider bringing in an external facilitator or have additional support to facilitate the event.
Activity that falls under this role will include:
- preparing the agenda
- guiding and controlling the event
- recording and actions.
The role of a Facilitator with environmental expertise - £44 per hour
You can qualify for the additional £44 per hour when, in addition to the facilitation of the group, you are also providing technical knowledge and training to your group or using your skills and experience to actively search out appropriate training from qualified third parties. If you need to use your expertise to determine who should provide talks, research those who are experienced to provide the relevant knowledge then this time can be claimed at the higher rate.
Activity that falls under the expertise role will include:
- researching external speakers/trainers
- providing technical knowledge/training to groups.
You can claim the full £68 per hour if you are running an event with bought-in technical advice but you are also expecting to contribute because you have technical knowledge of the subject. You should be clear in what capacity you are joining an event and be able to evidence how you spend your time.
Administrative staff
You can claim £13.42 per hour for administrative activities carried out on behalf of the Facilitator to run the group.
Common tasks within this role include:
- storing information by filling in forms, writing notes and filing records
- typing reports, memos, notes, minutes, and other documents
- receiving and distributing incoming and outgoing correspondence
- checking figures, preparing invoices, and recording details of financial transactions made.
Where costs have been acquired (procured), for example by use of an outside organisation for training, a copy of the invoice, including a full breakdown of the costs involved and the bank statement showing payment of that invoice amount, are needed to support your claim.
10. VAT
If you are unable to reclaim VAT from HMRC you can include the VAT in your costs. If you are offered an agreement, you’ll be required to provide a letter from an independent chartered accountant or HMRC confirming that you’re able to include VAT within your claim.
VAT for staff costs
If you/your staff are VAT registered, you will be able to charge us VAT at 20% for the facilitation or administration costs you are claiming for your group. You must provide a breakdown of the VAT being claimed, separating out your actual costs from the VAT section, and include these amounts in the appropriate lines on your application and/or claim form. Include timesheets to support the time you have spent on each activity. If your organisation is not VAT registered or you are a self-employed individual who is not (or not obliged to be) VAT registered, then you can’t claim for VAT.
If you are not registered for VAT and incur VAT costs in the acquisition and purchase (procurement) of activities or items associated with the facilitation of your group, you’re eligible to have these costs reimbursed as part of your quarterly claims. The costs should be split out between “Activity” and “VAT” on your application (an invoice for the activity or item concerned should be split in this way and will make it easier to assign the costs on your claim).
VAT for activities & training Consumables Activities and items to include:
- acquisition (procurement of) external training and trainers
- venue hire, including provision of basis refreshments
- travel and subsistence
- training materials, to include guidebooks, external training courses, samples/studies of land under the fund (training consumables)
- consumable items, including stationery, computer/telephone apps, computer peripherals, monitoring equipment (training consumables).
If you’re self-employed and the Facilitator role is something you do part time alongside other work, your independent accountant letter should specify what, if any VAT you are entitled to claim for.
11. Other
We may request other supporting documents to help us with our assessments.
We’ll only accept supporting documents if they are scanned and attached to your email. For more information, read Step 5 below.
- Fill in all of the sections on the application form.
- Read the declaration and warnings carefully.
- Check your application has been completed in full and you have all supporting documentation.
- Enter your name in capital letters, your capacity (for example, sole trader, company director, agent and so on) and the date.
You must complete and submit your application within the published deadlines. You should allow enough time to arrange any consents or permissions needed and to make sure all supporting documentation is completed.
You can withdraw a submitted application in writing at any time before the closing date. If there is time, you can resubmit another application to replace it.
We must receive your completed application and all supporting documents by midnight on 2 February 2022.
If the application form is not submitted by midnight on 2 February 2022, it will be rejected. If your application is incomplete, or there is missing information, we will get in touch by email. You will be given 10 working days to supply the missing information.
Important: if we do not receive missing information within 10 working days of the date of our email requesting this, your application will be rejected.
Emailing your application to us
- You must send us your application and supporting documents by email.
- Make sure that the email address you use to send your application is registered for the business on the Rural Payments service or the email will be rejected.
- Make sure you have the correct permission levels of ‘Submit’ for CS (Applications) and CS (Agreements) on the Rural Payments service.
- People employed or authorised by you (such as agents) need to have the correct CS permission level for the work you require them to carry out on the Rural Payments service.
- Once you’ve filled in the form and it’s ready to submit, press the ‘submit form’ button (at the bottom of the form). This will open an email automatically addressed to us (ruralpayments@defra.gov.uk) with the subject heading already filled in and the completed form attached.
- You can attach more documents to this email if needed to support your application. There is a size limit of 32mb on the emails you can send to us through the Rural Payments service. To help with this issue, you can send zip files, or multiple emails if the size of one email is too big and isn’t accepted.
- We do not accept links to virtual online drives such as iCloud/Google drive or One Drive with your supporting evidence stored there.
- If you need to send more than one email, make sure you include reference to the number of emails you’ll be sending in the subject header, so we know how many emails/documents to expect. For example, ‘CSFF application supporting maps – email 1 of 4’.
- Remember to put your SBI number on everything you send to us.
- We recommend that you email your application and supporting documents to us in plenty of time before the application deadline in case there are any electronic issues, or you need more support.
If you have any problems submitting your application by email, please contact us via the Rural Payments helpline on 03000 200 301 and we will help you.