Annex 2: Evidence required for control and verification

The evidence you will need to submit to show that you are meeting the terms of your agreement.

The areas that will be subject to control and verification are listed below. Work may be inspected because we have to inspect at least 5% of projects annually.

You will need to provide evidence of compliance to us for:

  • any changes in circumstances that affect the eligibility criteria; the work on fostering cooperation within the group
  • the work on procuring or providing training or other activities to transfer knowledge and expertise
  • what the group is doing differently as a result of facilitation and the difference this is making to the CS priorities in the statements of priorities
  • the work to support members of the group to apply for individual but complementary CS agreements
  • any work that is being done to broaden the group or secure funding from other sources
  • compliance with the facilitation agreement.

If it is found that the eligibility criteria is no longer being met, the agreement may be terminated and the funding may be recovered in accordance with the “enforcement regulations” (Common Agricultural Policy (Control and Enforcement, Cross Compliance, Scrutiny of Transactions and Appeals) Regulations 2014 (SI 2014/3263) and EU Regulations 1306/2013, 908/2014 and 640/2014).

You need to provide evidence of the sessions that you have had with the group including:

  • duration
  • dates
  • issues covered
  • time spent on preparation
  • details of your costs
  • signed and dated statements, from at least two members of the group, to confirm that each session took place and how they were of value to them in fostering cooperation.

You will need to provide evidence of any training or other activities used to transfer knowledge and expertise, including:

  • the length of each session
  • the date
  • the names of the group members who received the training/other knowledge transfer activity
  • the subjects covered; and
  • feedback from at least two members of the group at the session on the value of it to them.

Where you procure training from a sub-contractor and before you claim, you will need to provide us with:

  • the sub-contractor’s details
  • evidence that the sub-contractor was selected in an open and fair way
  • evidence that they provided the best value for money
  • receipts for the costs of the training (when the training has been carried out)

You will also need to provide a short annual report based on the quarterly reports. You must identify what is being done differently and the difference this is having in the delivery of the CS priorities. At least two members of the group will need to sign off the report to confirm the contents.

You will need to provide evidence of the amount of time you spend helping members of the group to interpret the CS guidance, enabling them to submit individual but complementary CS applications. Members of the group receiving this support will have to sign and date evidence to confirm that you have provided this guidance, for the duration specified and that you did not prepare the application on their behalf.

If you are broadening the group’s membership or signposting members to other funding sources, you will need to provide evidence of the amount of time spent doing this.

You will also need to provide evidence of the approaches to new members or funding sources. This includes evidence to confirm this funding can be used to help deliver the countryside priorities the group is taking forward and that it does not “double-fund” initiatives receiving funding under any Rural Development Programme for England scheme.

You will be expected to provide quarterly reports on your compliance with the facilitation agreement and the milestones within it.

You should contact us as soon as possible with reasons for any non-compliance with your agreement and not wait to do this in a quarterly report.

If the facilitation agreement is not being met, payments may be withheld in accordance with the regulations, but each case will be assessed individually.

Where two members of the group are to provide confirmation of your activities, the same members should not be used every time.

You must keep all required records relevant to the grant for at least seven years after the agreement has ended, as they may be needed for inspections either before or after payment.