Part A
Filling in the Word application form
You should fill out every section on the form, unless the instructions say you can either type ‘N/A’ or move to the next question.
Provide details of the business or organisation applying for the grant. If you’re filling out this form on behalf of a bigger business or organisation, we’d normally expect you to be a director or partner.
Question 1.1
Enter the project reference number from the top of your ‘invitation to submit a full application’ email.
Question 1.2
Tell us the full name of your business or organisation. This is the name used on your annual financial accounts and your business bank account. It is also the name of the business or organisation that is registered with us on the Rural Payments System.
Question 1.3
Enter your SBI number here. You must make sure that the SBI number and business details registered with us on the Rural Payments system match with the SBI number, applicant business name, applicant name, applicant email address, address and postcode, entered on the application form. If they don’t, we won’t be able to process your application.
Question 1.4
Enter the full address of the applicant business. If the organisation has more than 1 address, it should be the address that all postal correspondence should be sent.
Question 1.5
Enter your title, first name and surname. The applicant is normally the owner, a director or partner of the applicant business. The applicant’s name on the application form must match with name registered on Rural Payments for the applicant business. The applicant must be someone with permission to ‘Make legal changes’ or ‘Full permissions’ for the business on Rural Payments.
Question 1.5a
Select your answer from the drop-down list.
Question 1.6
Enter the email address we should use to contact you if we have any queries about your application. We will use email as our main way of contacting you. Provide an address that you check regularly. This should be your email address and not the one for your agent or manager, which you can give at Section 2
Question 1.7
Enter your mobile phone number in case we need to speak to you.
Question 1.8
Enter your business phone number. It’s helpful for us to have 2 different contact numbers should we need them.
Question 1.9
We gathered some information from you when you used the online checker. Review the answers you gave about the legal status of the business, business activity and business name. This will be recorded in the email you received after submitting your details.
If you select ‘No’ from the drop-down list to this question, you’re confirming that the answers you gave in the online checker to all these questions have not changed.
If you select ‘Yes’ from the drop-down list to this question, you are confirming that 1 or more of the answers you gave in the online checker to these questions has changed or incorrect.
Question 1.9a
If your answer at 1.9 is ‘yes’, please tell us of the changes to the application business details since you completed the online checker. The comments boxes throughout the form will expand as you write your answer.
If there have been a lot or big changes to any of the applicant business details which have not already been discussed and agreed with your local contact, your project may no longer be eligible to proceed.
Question 1.10
Enter the most recent business turnover, balance sheet total (the total of all assets), and the financial year end date. If the business is less than 1 financial year old and has not filed any financial accounts yet, you can leave this blank.
We require the last 3 consecutive and most recent years of full audited or unaudited accounts.
You need to make sure that you send a full set of Accounts, including profit and loss, balance sheet, the cover title and introduction pages. Include the pages which disclose all the notes to the Accounts if there are any. We cannot accept ‘Abbreviated Accounts’.
Email your business accounts as PDF documents if you can.
Use the comments box on the application form to tell us if your business accounts don’t meet these requirements. For example, some small businesses may not produce full sets of Accounts, but we’d still expect to see a profit and loss and balance sheet summary.
We cannot accept ‘Abridged Accounts’ from small or micro companies and Limited Liability Partnerships (LLPs) as they don’t contain the information on turnover that we need to assess eligibility and financial viability. If you produce ‘Abridged Accounts’, you need to provide a statement with them which shows turnover, cost of sales/direct costs and gross profit for the 3 most recent accounting periods. This statement must be endorsed by an independent and suitably qualified accountant.
If you don’t have a set of accounts reporting at least 12 months trading, you’ll need to provide your latest tax returns, management or draft accounts. Or an opening statement from an independent accountant that includes expected income and operating expenses.
Question 1.11
We need to know if your business is linked to other businesses, to understand the structure and size of the business applying.
Businesses are considered as linked when:
- one business holds a majority of the shareholders’ or members’ voting rights in another business
- one business is entitled to appoint or remove a majority of the administrative, management or supervisory body of another
- a contract between the business, or a provision in the memorandum or articles of association of one of the businesses, enables one to exercise a dominant influence over the other
- one business is able, by agreement, to exercise sole control over a majority of shareholders’ or members’ voting rights in another.
Businesses can also be linked through ownership by individuals, such as partners or through shareholding. Where this type of ownership is through one or more individuals who could work together, the enterprises involved are considered as linked if they operate on the same or adjacent markets. Family links are enough to conclude that individuals are working together.
If you are unsure if there is a link between the applicant business and any others you should call our helpline on 03000 200 301 and select the option for the Farming Transformation Fund.
Question 1.11a
If your answer at 1.11 is ‘Yes’, please tell us the name of any linked businesses.
You must send us the latest financial accounts for all linked businesses. If you are part of a group structure (a parent or subsidiary company) you must also provide consolidated group accounts.
Question 1.12
Using the drop-down box, tell us if your business / organisation has any related or linked businesses in Northern Ireland. Funding from this grant must solely be used for the purposes of England business operations. Monies from this grant cannot be used to cross-subsidise any related, linked, parent, subsidiary, partnership, joint venture businesses or operations based in Northern Ireland.
Question 1.12a
If your answer at 1.12 is ‘Yes’, provide the details of the businesses or operations.
Question 1.13
Using the drop-down box, tell us if your business is part of a Fruit and Vegetable Producer Organisation (PO). If no, go straight to Question 1.13
Question 1.13a
Enter the name of the PO. For more information about these, search ‘producer organisation for growers’ on GOV.UK. If your business is receiving funds from the Fruit and Vegetable Aid Scheme for this project, we won’t be able to offer a Farming Transformation Fund grant.
Question 1.14
Complete the drop-down boxes to provide information on the business principals, selecting either ‘yes’ or ‘no’ (business principals means any business owner, partner or director). If you answer ‘No’ to all 4 questions, go to Section 2.
Question 1.14a
Enter additional details. This won’t automatically exclude you from receiving grant funding.
Question 2.1
Use the drop-down box tell us if you have used an agent, consultant or business manager to help complete your application. If ‘no’ go to Section 3.
Questions 2.2 - 2.7
Provide their contact details.
You’ll also need to make sure that you complete the declaration to authorise their involvement in the application process.
Your agent must have permission to ‘Make legal changes’ or ‘Full permissions’ for the applicant business as detailed on Rural Payments.
Question 3.1
Select one of the options that best represents the legal status of the business/organisation.
Question 3.2
This grant is for agricultural and horticultural businesses where the project activity is located in England, and contractors who are defined as a business (including a sole trader) that carry out an agricultural or horticultural activity as a service, where their registered business address is in England. What does your business do? Select the best fit for your business activity from the drop-down list.
Question 3.3
Select an answer from the drop-down list. Select ‘yes’ if the applicant business has been trading for less than 2 years, or if it is not trading yet.
Question 3.4
Enter the Companies House, VAT registration and Registered Charity numbers if the applicant business has them. If not, write ‘N/A’ in the boxes.
Question 4.1
Enter the name of your project. This should be the same as the project name you give on the online checker and recorded in the confirmation email you received.
The project name will be included in correspondence and in any publicity.
Question 4.2
We need to know your project timescales. Select your proposed start date and completion date of the project from the drop-down boxes.
The start date is when you intend to begin work on your project and incur eligible costs. The project completion date is when you’ll have finished your project, incurred all costs, and have submitted your final grant claim.
We understand it may be difficult to forecast your completion date at this stage in the process. Use information from your suppliers to help you work out how long it will take for you to complete the project, including the purchase and installation of the equipment.
Once you know when the project is likely to be finished build in additional time to pay all the invoices, prepare, and submit your grant claim. This typically takes 1 to 3 months.
You should be realistic in how long the project will take. This is a common area underestimated by applicants. You need to be cautious with your timescales, rather than over optimistic.
Question 4.3
This grant is for agricultural and horticultural businesses where the project activity is located in England. If the project is at a different place to the address you gave at question 1.4, provide the address details here, including the postcode.
If you don’t know the exact postcode for the field or site where your project is located, please provide the postcode for the nearest address, and explain this in the application form. We understand that some projects made have multiple locations and addresses. Provide the details of all the locations of the project activity. You may find it helpful to identify the project location(s) on a map and submit this with your application. We need to know the location of the project so we can check the project is eligible.
Contractors can also apply if they have a registered business address in England. Contractors are defined as a business (including a sole trader) that carries out an agricultural or horticultural activity as a service but are not actively running their own farming or horticulture business. If you are a contractor, please enter ‘contractor’.
Question 4.4
We want to understand how your business has grown and how and why you have identified the proposed project. What is the history of the business and how does this project fit with your plans? Explain the people in the team. Who will be responsible for the project and the grant? What are their roles in your business?
If your business is not yet trading or has been trading for less than 2 years, explain the business structure and describe what stage it is at. Try to use no more than 200 words in your answer.
Question 4.5
Tell us more to help us understand the nature of the project. Describe how the equipment will be used in your business and how you think it will benefit the business. Try to use no more than 200 words in your answer.
You should fill in tab B ‘Costs & suppliers’ and tab C ‘Funding & claims’ in the application appendix spreadsheet before answering these questions. You should make sure the figures match between the form and the spreadsheet. Use the figures from the Project cost summary table in tab C to fill in this section.
Question 5.1
Enter the total cost in £. This is the total eligible expenditure (costs) that you are applying grant funding for and should not include other costs that you have identified as ‘non-grant funded expenditure’ at question 5.5.
For projects involving slurry acidification where funding is being requested for additional slurry application equipment eligible under Farming Equipment and Technology Fund (FETF) you should exclude the cost of these items at this question.
This should be the total net cost unless your business is unable to reclaim full VAT and you wish to include VAT in your grant request. For further guidance on VAT, see question 5.7 below.
Question 5.2
Tell us how much grant you are applying for in £ (this should be to 2 decimal places, for example, £65,000.00). The minimum grant you can apply for is £35,000 (40% of £87,500), and the maximum grant available under the Improving Farm Productivity theme is £500,000 per applicant business.
For projects involving slurry acidification where funding is being requested for additional slurry application equipment eligible under FETF you should exclude the grant funding sought for these items at this question.
Question 5.3
This question only applies to projects involving slurry acidification where funding is being requested for additional slurry application equipment eligible under FETF.
For the additional slurry equipment only tell us how much grant you are applying for in £ (for example, £4,000.00).
You can work out this amount after completing tab C ‘Funding & claims’ in the application appendix spreadsheet.
Question 5.4
Enter the total amount of private match funding required for the project in £ (grant funded expenditure only). The maximum grant, or public money, you can apply for is 40% of the eligible costs of your project. You need to fund the remaining 60% of the project costs with private money, such as business savings, a bank loan or overdraft. You cannot use public money (other grant funding from government or local authorities as match funding).
Question 5.4a
Tell us the source of your private match funding. This might be from own business funds, a bank loan, an overdraft, a personal loan from family or friends, a director’s loan, savings, or a combination. Use the tick boxes to indicate the sources of all project funding you’ve secured or have conditional agreement for. For example, if you select ‘Other’ please tell us about the funding source in the box below.
You need to provide evidence of the match funding with your application. This could be an email, letter or copy of the commercial loan agreement to support this. This needs to show:
- where the funding is coming from (a named person or organisation)
- how much the funding is for (the amount is enough to fund the project)
- who the funding is being offered to?
- the date of the offer.
If you are funding the project from other sources, such as savings, personal loans from family/friends, director’s loans, or cash reserves within the business, you also need to be able to show where it is coming from. We need to know how much it is for and that it is enough to help fund the project. For example, a bank or building society statement that shows the funds are available to the business.
If the funding for the project is part of a larger mortgage or loan, please explain how you will be able to make use of this facility and show that there are enough funds available for the project.
If you buy an item for the project using lease or hire purchase, you must own the item outright before you can claim any money towards it. This means that before you claim any grant you need to have paid all the instalments and show that you own it.
Question 5.5
Enter the cost of non-grant funded expenditure in £. This is the expenditure that you are not applying for grant funding for but is still required as part of your project. For example, a new feed storage area for livestock as part of a robotic feeding system application.
Question 5.5a
Tell us how you’ll cover any non-grant funded expenditure. These costs will need to be met by the business.
Question 5.6
Grant funding is paid in arrears at agreed stages. We expect you to make a maximum of 3 claims over the course of the project. Explain how you will make sure there is enough funding in place to pay the project costs in full before each grant claim is submitted. Allowing time for it to be processed and paid. For example, is there spare funds within your overdraft or normal business cash flow.
Question 5.7
Where VAT can be recovered from HMRC, it should not be included in your project costs. Explain here if you have included VAT in your project costs and why it is not recoverable. This would normally be if your business is not VAT registered.
If you are including VAT in your project costs and grant request, you will need to provide a letter from a professionally qualified independent accountant to confirm that you are not VAT registered or are making exempt supplies.
A professionally qualified accountant is defined as: a member of CIMA or the CCAB constituent bodies (Chartered Institute of Management Accountants); or Institute of Chartered Accountants in England and Wales ICAEW, Association of Chartered Certified Accountants ACCA, Chartered Institute of Public Finance and Accountancy CIPFA, Institute of Chartered Accountants of Scotland ICAS, and Chartered Accountants Ireland).
This table may help you decide whether you can include VAT in your project costs or not.
| Status | Outcome |
| You are registered for VAT and making regular returns of VAT to HMRC | You will NOT be able to include VAT in your project costs or grant request because it is recoverable in full on VAT returns. |
| You are not registered for VAT because your business is below the threshold for supplies | You will be able to include VAT in your project costs and grant request provided this status can be verified by RPA with your full application. |
| You are not registered for VAT because you opted to join the Agricultural flat rate scheme instead | You will NOT be able to include VAT in your project costs or grant request because the flat rate scheme you have chosen to join is a simplification instead of registering for VAT. The terms of the scheme mean that you receive compensation for not being able to recover VAT paid by your business by retaining a Flat Rate Addition (FRA) added to sales invoices in respect of supplies made to VAT registered customers. |
| You are registered for VAT but you have also opted to join a flat rate scheme | You will NOT be able to include VAT in your project costs or grant request because the flat rate scheme you have chosen to join is a simplification which compensates you for not being able to reclaim input VAT. In addition, you are able to reclaim input VAT on certain capital assets costing over £2,000 through your VAT returns. |
| You are registered for VAT and making exempt supplies meaning that not all VAT paid can be recovered on returns of VAT to HMRC | You will NOT be able to include VAT in your project costs or grant request because at the time of application you will only be able to estimate the non-recoverable VAT; the final position will only be known after the grant has been paid and your project is complete. |
Question 5.8
You need to provide the required number of quotes, tenders or references to catalogue listings for all items included in your application to show how you will get best value for it.
You need to provide details of all the evidence of costs on tab B ‘Costs and suppliers’ in the application appendix spreadsheet.
This table explains how many quotes, catalogue references and formal tenders are required, depending on the value of an item.
| Value of items or service | How to show value for money |
| Less than £5,000 | 1 quote or reference to 1 catalogue listings (including online suppliers) |
| £5,000 - £50,000 | 3 quotes or references to 3 catalogue listings (including online suppliers) |
| More than £50,000 | 3 quotes or 3 formal competitive tenders* where required |
*these are viewed as quotes that suppliers put together within an identified timeframe and that follow a detailed and itemised specification provided by the applicant.
For projects involving slurry acidification where funding is being requested for additional slurry application equipment eligible under FETF no quotes are required for the additional items.
If you have not provided the required number of quotes, references to catalogue listings or tenders for any item included in your project costs, explain why. Are there no other suppliers available, either domestically or globally?
You also need to explain how you have assessed that the cost of the item provides value for money and give us evidence of this with your application.
All quotes or tenders must:
- come from different, independent suppliers who are not linked to each other or to your business through shared ownership or control
- be sourced independently by you or your agent. A supplier can’t source quotes from other suppliers on your behalf
-
meet the requirements set out below:
- include a detailed and itemised breakdown of costs
- include the supplier’s business name, address (including postcode) and telephone number
- be comparable with each other in terms of quality, size, quantity, units and specification for every item
- have been obtained within the last 9 months and still be valid
- be addressed to the applicant business or agent (containing the business name, business or project address, if different, and postcode). If the quote is addressed to your agent, it must clearly reference the project and its location.
For large scale and complex projects where you are proposing to use a formal tender process you must provide:
- a detailed estimate of costs with explanation of the basis for these with independent evidence, for example a fully specified and costed project plan compiled by a chartered Quantity Surveyor or person of similar professional standing
- the basis of any assumptions used.
If a quote is emailed to you from a supplier as an attachment, please send both the original email and quote.
Any references to a catalogue listing must be sent as screen shots and they must include:
- the date on which it was printed or copied
- the item description and the price
- the name of the company or catalogue
- the page number or webpage.
All quotes, catalogue listings and tenders must be genuine and sourced from genuine suppliers who are actively trading. Checks will be carried out to make sure that quotes, catalogue listings and tenders submitted to support an application have not been made up or changed in any way.
We will also check that there has been no collusion between suppliers or between you or your agent and suppliers in relation to supplying supporting quotes or tenders. Any attempt made to provide false or misleading information to us could lead to prosecution.
If the supplier is VAT registered and will be charging VAT, you need to provide the suppliers VAT number, if it is not on the quote. If the supplier is a Limited company, you must provide the company registration number, if it’s not on the quote. You should enter these on tab B ‘Costs and suppliers’ in the application appendix spreadsheet.
We check value for money by comparing all quotes in £ sterling. If you’re providing quotes in currency other than in £ sterling you will need to convert these to £ sterling in your application. You can use HMRC exchange rates for the conversion. If you are converting from other currency to £ sterling, please be aware that any fees including non-sterling transaction fees are not eligible for grant funding. You will need to exclude these from the value being converted.
If you are proposing to use a formal tendering process you must contact us to discuss this. We will make sure this is appropriate for your project and timescales. You need to send copies of the email(s) showing you contacted us about using a formal tendering process and it was agreed that you could.
If the quotes or tenders don’t meet the requirements shown above, you may need to submit revised quotes or tenders that do. We may remove the item from consideration if it is not supported by valid quotes or tenders.
Cheapest quote
We want applicants to use the best value quote. That means getting the best value on the market. So, you are expected to use the cheapest supplier for each project item. Where a more expensive quote has been selected, we will base any grant on the value of the cheapest quote only. You can still use a more expensive supplier, but you will need to fund the difference in cost.
Questions 5.9 and 5.9a
Select ‘Yes’ or ‘No’ as your answer from the drop-down option to confirm if you or your business is connected in any way or has an association with any of the businesses providing quotes for the project items.
If you answer ‘Yes’ you need to identify the suppliers and explain the connection. This includes links through ownership as set out at question 1.11 or any other association. For example, the supplier business is owned by a family member or by an employee of the applicant business.
It is important that you declare this to us. If you don’t tell us about an association with a supplier, we may refuse funding.
Questions 5.10 and 5.10a
Select ‘Yes’ or ‘No’ as your answer from the drop-down option to tell us if you plan to purchase any second-hand items for the project. If you answer ‘yes’ provide details of the project items that you plan to purchase and why you wish to do this.
When you request quotes for the second-hand item, you’ll need to ask the supplier to confirm the following points (provide a copy of the email or letter with your application):
- detail of the origin of the item and if possible, confirmation that during the previous 5 years the item has not been purchased with public funding. (If you can’t get this confirmation from the supplier, you should make your own enquiries and provide us with a declaration to confirm that to the best of your knowledge, the item has not previously been grant funded)
- that the item meets health and safety legislation
- that the item doesn’t cost more than the market value for new equipment
- that the item is operational and fit for the purpose of the project as described by you to them when you get the quote.
You’ll need to confirm that the item specification is equal to or better than a new comparable version, that it meets the requirements of the project and is expected to last for the duration of any grant agreement that might be offered to you.
You’ll also need to confirm that the description given to the supplier was consistent with the purpose for the project as set out in your application (supply the email you send to all possible suppliers asking them to provide a quote that sets out what you want to use the item for).
If you can’t obtain the supplier confirmation with the quote, you need to explain why. Tell us how you know that the item will meet the criteria as set out above. What other evidence do you have? If you don’t provide confirmation from the supplier that meets these requirements, we might not pay you.
If your second-hand item is no longer available at the time, we approve your application, you can make a request to use a different supplier and will need to provide the confirmation from that supplier as set out above with the new quote.
You don’t need to get 3 quotes for second-hand items. You can submit 1 quote for the second-hand item and 2 further quotes for new items as long as the item details are similar, and the cost of the second-hand item is cheaper than the cost of a new item. Where the item cost is below £5,000 you will need to provide a further quote for a new item which is to the same specification.
Questions 5.11 and 5.11a
Review the answers you submitted to the online checker. We sent you a confirmation email including your answers.
Select ‘Yes’ or ‘No’ as your answer from the drop-down options if the project details or its location have changed since you completed the online checker.
If you select ‘No’ from the drop-down list to this question, you are confirming that the answers you gave to the online checker are correct and unchanged.
If you select ‘Yes’ from the drop-down list to this question, you’re confirming that 1 or more of the answers you gave to the online checker is incorrect or has changed. Use the space in the application form to inform us of any changes to the answers you gave.
We know that some minor project details will have changed since you completed the online checker, such as changes to project costs. However, we wouldn’t expect the overall details of the project described in this application to be a lot different from those described in the online checker. You should discuss any changes with our Grant Services team before submitting your full application to make sure you can proceed.
If there has been a lot of changes to the project and these have not been discussed and agreed with us we may not be able to process your application.
Question 6.1
Tell us if you or your business have received or applied for any public sector funding for any previous Improving Farm Productivity activities or items, or for this project. Select your answer from the drop-down box. If ‘yes’, provide details in the table.
This should include details of any other grant applications you have made and not yet heard the outcome.
This does not include Single Payment Scheme or Basic Payment Scheme payments.
This includes funding from public sector organisations like your local authority, Big Lottery, levy board funds or other Government grants including Defra, Natural England, Forestry Commission and Rural Payments Agency.
It also includes EU funding, such as from the following schemes:
- European Social Fund (ESF)
- European Regional Development Fund (ERDF)
- European Agricultural Fund for Rural Development (EAFRD)
- European Agricultural Guidance and Guarantee Fund (EAGGF)
- Rural Development Programme for England (RDPE)
- Catchment Sensitive Farming (CSF)
- Forestry Commission
- LEADER.
Question 7.1
Confirm here whether the project will take place on land or in premises that are rented, leased, or tenanted or whether the applicant business owns the land or premises. Select your answer from the drop-down option.
For contractors, confirm here whether the registered business is in premises that are rented, leased, or tenanted or whether the applicant business owns the premises. Select your answer from the drop-down option.
If the applicant business does not own the land or premises, you will need a rental or tenancy agreement with the owner. You’ll need to provide details of your rental, lease or tenancy agreement including end dates of the current agreement, where applicable.
Our experience shows that many Limited Company farming business do not own the land farmed. This is held outside the farming business. For example, by a trust or owned by individuals. Where the Limited Company farming business is the applicant a rental or tenancy agreement will be required.
You do not need to send us a copy of the whole agreement, but we may ask for it in the future. We will need to see a copy of the sections showing the property address, tenant, landlord, signatures, and the tenancy term for fixed term arrangements.
If we approve your application and you have a fixed term arrangement that has less than 6 years to run, you’ll need to provide a new agreement.
If you have an oral tenancy agreement you need written evidence from your landlord confirming that you have security of tenure for at least 6 years. If you can’t do this then evidence of rent payments, estate correspondence, or other documentation such as subsidy claims that shows you have occupied the land/premises before 1 September 1995 will be acceptable.
Question 7.2
Tell us here if planning permission is needed for your project. Select your answer from the drop-down options.
You need to remember that planning permission may be required for alterations to existing buildings or the construction of new buildings. The cost of the building alterations or construction are not eligible under this scheme. If a building is essential to the operation of the project you need to make sure that the need for planning permission has been addressed.
We can’t assess applications or commit funds to projects that are waiting on planning permission to proceed.
You need to send a copy of the planning permission to support your application.
We also need a copy of the plans and drawings that were included as part of your planning permission. We’ll use these to confirm that these details match those in your application and to check that any specific requirements are met.
Obtaining planning permission can take time and you may not have received a decision before the application deadline. You can submit an application without planning permission having been granted as long as a planning application has been made to the Local Planning Authority. However, we will not be able to offer grant funding until planning permission has been granted.
If you do not have planning consent for your project before sending your full application to us, we need this by 31 December 2022.
If the Local Planning Authority are unable to decide on your planning application before this date your application will be considered incomplete and withdrawn from the scheme.
Question 7.2a
We may need to check the planning documents and plans on the Local Planning Authority (LPA) website. So, we can do this tell us the name of the LPA, the planning reference number, and the name of the planning website.
Question 7.3
Use the table in the application form to list any other permissions or consents needed for your project. For example, these could include approval required from the Environment Agency (EA) to install a slurry acidification system on your farm.
The information that you provide in this section will be assessed to see how well your project meets the criteria for the Improving Farm Productivity grant. It is important that you answer each question as fully and clearly as possible.
Question 8.1 Improving Farm Productivity grant details
Answer the questions in this section to provide additional information on the answers you give in the ‘Productivity details’ tab of the application appendix spreadsheet.
The information you enter in the ‘Productivity details’ tab in the application appendix spreadsheet will automatically create outputs from your project and enter them into the ‘Outputs’ tab. When completing the ‘Productivity details’ tab, check that the entries in the ‘Outputs’ tab are correct. If not, you may need to amend your answer in the ‘Productivity details’ tab.
We must make sure that any grant we offer achieves value for money. Projects that do not create any outputs or outcomes or will not offer value for money will not be supported.
Question 8.1.1
Use this box to explain or clarify any of the figures you have entered for each individual item in the table at Item question 3 of the ‘Productivity details’ tab. For example, there may be additional manufacturer evidence surrounding your figures for reducing agrochemical usage that you want to explain further.
You do not need to explain the details if you do not wish to. You can, enter ‘N/A’.
Question 8.1.2
Select an answer from the drop-down list. Select ‘yes’ if you are applying for ‘other autonomous robotic technology’.
If you are asking for funding for ‘other autonomous robotic technology’ tell us if the equipment will deliver any other outcomes not listed in the table at Item question 3 of the ‘Productivity details’ tab. In the box shown use around 200 words to explain what the additional input and output is. Also explain the existing and future figures per annum. To support your answer, send any supporting documents or evidence with your full application.
Question 8.1.3
Select an answer from the drop-down list. Select ‘Yes’ if you are applying for any fossil fuel powered equipment.
Reducing environmental impacts is a key aim of the scheme. Robotic equipment utilising an electric or renewable energy source will be prioritised over fossil fuel powered equipment (for example, diesel).
In the box shown use around 200 words to explain why any electric or renewable powered equipment isn’t a viable alternative for your business. To support your answer, send any supporting documents or evidence with your full application.
Question 8.1.4
Tell us if your project will use data analytics to improve the productivity of your business. Select an answer from the drop-down list. Select ‘Yes, we have the technology already’, ‘Yes, we’ll buy the technology as part of the project’, or ‘No, we will not use any data analytics’.
If you have selected ‘Yes’, in the box provided tell us how you will collect the data and use it to monitor and report on the project inputs and outputs detailed in the table at Item question 3 in the ‘Productivity details’ tab. Describe what technology you will be using or buying and how it is suited to your business and the proposed activity. To support your answer, send any supporting documents or evidence with your full application.
Software licences cannot be paid for by the grant.
If you have selected ‘No’ please explain why you will not use data analysis technology. Data monitoring and reporting will be a key part of your project if your grant application is successful.
Question 8.2 Financial health and projections
We need to understand how the proposed project will impact financially on your business and how your business will manage this.
You will need to fill in the ‘Financial impact’ tab to show the impact of the project on your future costs and income. Use the headings provided in the table and enter your forecast costs and income for 2 years after the project has been completed. Your project will be considered as completed when the equipment is operational, and the final grant claim payment has been paid.
a) Explain here the forecasts and key assumptions you have used to fill in the ‘Financial impact’ tab. Think about the following to help you answer this question:
- Will the project generate additional income?
- Will there be additional costs because of the project?
- Will there be a reduction in costs because of the project?
- What information have you based your forecasts on?
You need to make sure that your forecasts are realistic and achievable for the business.
b) If you’re an existing business, explain the financial capacity within your business to manage the delivery of the project and how the project will impact your business finances once operational. Explain what benefits the project will bring to your business once it is in place:
- How will you manage your cash flow while carrying out your project and explain how you will manage the grant being paid in arrears?
- How will you manage your cash flow to fund the existing business as well as the new project activity?
- Are there any financial issues relating to the applicant business or the underlying business accounts that you have submitted with the full application, that we need to know about?
c) If you’re a new business (have not yet started trading or have been trading for less than 2 years) or are self-employed, explain how you have the financial capacity to successfully deliver the project. This will need to be evidenced by at least 1 of the following supporting documents:
- latest tax returns
- an opening statement from a professionally qualified independent accountant that includes planned financing (loans or equity invested
- into the business), expected income and operating expenses
- draft financial statements or management accounts showing financial
- performance during the early period of trading.
We will not support projects that we consider a significant financial risk to the business.
Question 8.3 Project delivery
Projects need to be managed within design, budget, and timescale limits. Tell us how you will manage your project to achieve the required design, budget, and timescales and how you will deal with any issues that occur during your project delivery.
The table lists examples of risks that could impact the successful delivery of your project. These are:
- delays or difficulties with suppliers, contractors, labour, or materials
- installation and commissioning delays
- delays or changes to project funding
- unforeseen additional costs
- lack of expertise in the business to deliver the project
- changes to the team managing the project and grant.
Risks are defined as events that are or could be likely.
You need to complete all columns in the table. In column:
- a) identify the chance of each risk occurring
- b) select its likely impact should it happen
- c) explain what you would do if it did occur and the steps you would take to continue the project.
Explain what you will do to reduce the chance of the risk occurring.
Add any additional risks in the boxes beneath.
9.1 Further contact
Question 9.1.1
Please let us know if you are willing to be contacted in the future. This will help us improve the services and schemes we provide. Select your answer from the drop-down option.
You need to read this section and make sure that you are in agreement with it and that you can meet the requirements.
The declaration must be completed and submitted by someone holding ‘Full’ or ‘Make legal changes’ permission on the Rural Payments Service.
By submitting and agreeing to the submission of the Full Application Form, you’ll be agreeing to the declaration.
Remember to fill in the agent authorisation section if you want them to act on your behalf and contact us regarding your application. You will also need to provide them with a minimum of ‘Make legal changes’ permission on Rural Payments.
When completing your declaration, you should be aware than in some cases grant support may be refused or withdrawn in full.
These are when we determine that:
- you have made changes to the declaration statement
- a serious non-compliance by the agreement holder has occurred
- the agreement holder has provided false evidence
- the agreement holder has failed to provide the necessary information due to negligence.
The withdrawal of grant support may be applied for the calendar year of notification plus the following calendar year. Support may also be refused for other grant schemes. Agreement holders will be notified and will be able to query it if they don’t agree.
The person making the declaration and submitting the form must provide their Customer Reference Number and the email address to enable verification on the Rural Payments Service.
You need to email your supporting documents with your full application and your scanned declaration page. Please email your supporting documents in ‘portable document format’ (PDF) files.
You need to submit all the supporting documents that are listed at the back of the application form. You need to review this list and tick the box to confirm you have included the document with your application. There is a comments box for you to provide an explanation if necessary.
If we don’t receive all the supporting documents needed for your project, we won’t be able to assess it. This may impact on your project timescales.
If you don’t provide these documents when we ask for them from you or they don’t meet our requirements, your application may be rejected.
Application appendix spreadsheet
Detailed instructions on how to fill in the application appendix are set out at Part B below. This must be fully completed and saved in the correct format.
Applicant business accounts
Refer to the guidance at Question 1.10 for applicant business accounts evidence requirements.
Linked business accounts
We’ll need to see the accounts for any businesses that the applicant business is linked to as described at Question 1.11a. These need to meet the same requirements as set out at Question 1.10.
New businesses or self-employed applicants
Refer to the guidance at Question 1.10 for evidence requirements.
Consents and permissions
If your project needs planning permission, follow the guidance at Question 7.2. You should also submit the plans submitted as part of your planning application.
If you are a tenant, include the relevant sections from your agreement as set out on the form. If you have obtained any other consents, licences or permissions for your project, forward copies to us.
Evidence of project funding
Refer to the guidance at Question 5.4 for funding evidence requirements.
Quotes or other evidence of costs
Refer to Section 5 to see how many quotes/references to catalogue listings/ tenders you need to provide for every project item. This also shows the requirements the quotes must meet.
Second-hand items
If you are proposing to purchase any project items second-hand, you must get confirmation from the supplier covering all the points set out at 5.10 and send it to us with the quote.
Irrecoverable VAT
Refer to the table at 5.7 to check if you can include irrecoverable VAT in your project costs. If you think that you can, you need to send us a letter from an independent professionally qualified accountant that shows your VAT status and confirms that your business can’t recover the VAT you have included in the project costs.
Details and draft agreement between parties
If your project involves formal collaboration between 2 or more parties you need to provide a draft agreement, the heads of terms, and a letter or email of support from each business. We may ask to see a copy of the full and final signed agreement.
Letters of support from third parties
If you propose to work in collaboration with other business, you need to provide a letter or email of support from each business. This should be dated, provide contact details for the business, provide the name of each party, set out the agreement details and the term of the agreement.