Forecasting and requesting grant payments

You are required to provide an accurate forecast each month for when you will claim grant funding from our team at Salix for your Public Sector Decarbonisation Scheme project. 

The purpose of the forecast sheet of your monthly monitoring report (MMR) is to let us know when you intend to submit payment requests so that we can ensure funds are available to be paid out, as we are required to draw down funding from government in advance each month. 

The forecast you provide should reflect when you want to claim funding from us and does not need to reflect the monthly cashflow of your project. The payment request deadline is listed as the ‘Last day to submit payment request’ on the forecast tab of your monthly monitoring report. 

Example: To submit a payment claim to Salix on 23 June, you must forecast this in your MMR on 15 May. 

Grant funding can only be drawn down on an evidence of need basis, this means that the relevant works should have been completed and invoiced for before claiming grant payment. You cannot draw down the grant award in advance of incurring costs or works taking place on site. Therefore, we ask that you only forecast a payment in a period if you are confident that you will have invoices to submit prior to the payment request deadline.

The requirements of the scheme are that payment requests submitted should match the forecasts you have provided. Incorrect forecasting may impact our ability to make payments to you. Accurate forecasting is essential so that we can ensure the effective use of public funds.

To submit a payment claim you must provide all of the following documents to your relationship manager:    

1. Statement of expenditure

Returned in both Excel format and a PDF signed by your authorising official*. If you don’t have a signature that can be inserted before saving it as a PDF your relationship manager can send it for signature via DocuSign.   

2. Invoices listed on the statement of expenditure

When providing invoices please change the file names to the following format: “three-digit number indicating order listed on statement of expenditure. Value in pounds and pence - invoice number/title of document” for example “001. £3,000.00 - EVJ955 Sports Hall design fees”. 

Invoice descriptions should contain: 

• Reference to the Public Sector Decarbonisation Scheme project and submission ID
• The site where the works have taken place
• The exact works which have been carried out   

3. Breakdown of works 

Breakdown of works or valuation documents to accompany invoices where the description on the invoice does not explicitly state the works being invoiced for.

4. Schedule 5 payment request form 

Signed by the authorising official*, this must match the exact amount evidenced on the statement of expenditure.   

The statement of expenditure template can be downloaded below along with detailed guidance on breakdown of works and other common payment queries. The Schedule 5 payment request form template can be requested from your relationship manager. 

*Please note, your authorising official (who signed the Grant Offer Letter) may delegate responsibility for signing payment requests to someone else at the public sector body by completing the authorised signatory list form. Please contact your relationship manager for a copy of this form.