Project completion journey

You’ve reached the finish line! Now it’s time to close out your project.

The completion process involves three key stages to ensure your project is closed out smoothly and in line with our requirements. First, you’ll need to prepare by resolving any outstanding conditions and collecting final invoices. Once your project is complete, submit your final quarterly monitoring report alongside practical completion certificates, and final invoices. If there have been any final changes to the project on completion an updated application form is required to be reviewed. 

Preparing for completion:

Begin preparing before your project reaches practical completion to avoid delays. At this stage, you should: 

• Begin collecting final invoices and liaise with contractors to ensure they are ready to invoice promptly upon completion
• Collect practical completion certificates
• Submit evidence to resolve your outstanding conditions

Initiating the completion process

Once your project has practically completed, the formal completion process begins. You will need to:

• Notify our team of your project’s completion date to trigger the final stage of processing
• Submit your final Quarterly Monitoring Report (QMR)
• Submit final invoices
• Submit final application form (if there has been any change) 

Closing the project

When your project has completed and you have provided all of the required documentation listed below for review you can proceed to project closure.

Submit your completion pack within 30 days, which includes:

• Final Quarterly Monitoring Report (QMR)
• Invoices
• Completion certificates from your contractor(s)
• Evidence that all conditions have been resolved
• Final application form, if the scope of the project has changed

Once all documents are reviewed and approved by our team, you will receive a formal project closure letter, and capital repayments will begin as per your loan agreement.

Running behind? It’s okay - here’s how to stay on track.

The delayed completion process applies where projects are unable to complete fully by the original completion date stated on the loan agreement or by 31 March 2029, and the remaining works will be completed after this date. 

What should we do if our project is delayed?

Please notify your relationship manager as soon as possible if there is an issue affecting your original project programme or a risk that the project will be delayed beyond the original completion date.  To review and approve an extension to the practical completion date, we will require a change request form to be completed and signed by your authorising official. 

The change request form should detail the below:

• Reasons for the delay
• Measures affected
• Expected completion date

Subject to review a Loan Amendment Letter will be issued to the project’s Authorising Official. If your delayed completion impacts the repayment dates for your loan, a revised loan repayment schedule will be appended to the Loan Amendment Letter. 

Once the project is complete, please follow the steps under the standard completions process. 

Sometimes things don’t go to plan - here’s what to do if your project can’t continue.

Unfortunately, if issues such as cost increases, feasibility concerns or delays to the programme are encountered during project delivery and these cannot be resolved, some projects may be abandoned. 

Please inform your relationship manager of any risks or issues that may impact your ability to deliver the project as soon as possible, so that we can best support you in exploring options to enable your project to proceed. 

If you should need to abandon your project, please provide a Quarterly Monitoring Report confirming project abandonment and include commentary explaining the abandonment.

An early repayment notice will be issued to you by our finance team to recover the full value of the loan. 

Rydych chi wedi cyrraedd y llinell derfyn! Nawr mae’n amser i gwblhau eich prosiect.

Mae’r broses gwblhau yn cynnwys tri cham allweddol i sicrhau bod eich prosiect yn cael ei gwblhau yn ddidrafferth ac yn unol â gofynion Salix. Yn gyntaf, bydd angen i chi baratoi trwy fodloni unrhyw amodau sydd heb eu bodloni a chasglu anfonebau terfynol. Ar ôl i’ch prosiect gael ei gwblhau, anfonwch eich adroddiad monitro chwarterol terfynol ochr yn ochr â thystysgrifau cwblhau ymarferol, ac anfonebau terfynol. Os bu unrhyw newidiadau terfynol i’r prosiect wrth ei gwblhau, mae angen adolygu ffurflen gais wedi’i diweddaru.

1. Paratoi ar gyfer Cwblhau:

Dechreuwch baratoi cyn i’ch prosiect gyrraedd cwblhad ymarferol i osgoi oedi. Ar y cam hwn, dylech: 

• Ddechrau casglu anfonebau terfynol a chysylltu â chontractwyr i sicrhau eu bod yn barod i anfonebu’n brydlon ar ôl cwblhau
• Casglu tystysgrifau cwblhad ymarferol
• Cyflwyno tystiolaeth i fodloni eich amodau sydd heb eu bodloni

2. Cychwyn y Broses Gwblhau

Ar ôl i’ch prosiect gael ei gwblhau’n ymarferol, mae’r broses gwblhau ffurfiol yn cychwyn. Bydd angen i chi:

• Hysbysu Salix am ddyddiad cwblhau eich prosiect i sbarduno’r cam prosesu terfynol
• Anfon eich Adroddiad Monitro Chwarterol terfynol (QMR)
• Cyflwyno anfonebau terfynol
• Cyflwyno ffurflen gais derfynol (os bu unrhyw newid) 

3. Cloi’r Prosiect

Pan fydd eich prosiect wedi cwblhau a’ch bod wedi darparu’r holl ddogfennau gofynnol a restrir isod i’w hadolygu, gallwch symud ymlaen i gloi’r prosiect.

Anfonwch eich pecyn cwblhau o fewn 30 diwrnod, sy’n cynnwys:

• Adroddiad Monitro Chwarterol (QMR) terfynol
• Anfonebau
• Tystysgrifau cwblhau gan eich contractwr/wyr
• Tystiolaeth fod yr holl amodau wedi cael eu bodloni
• Ffurflen gais derfynol, os yw cwmpas y prosiect wedi newid

Ar ei hôl hi? Mae’n iawn — dyma sut i gadw ar y trywydd iawn.

Mae’r broses cwblhad gohiriedig yn berthnasol pan na all prosiectau gwblhau’n llawn erbyn y dyddiad cwblhau gwreiddiol a nodir ar y cytundeb benthyciad neu erbyn 31 Mawrth 2029, a bydd gweddill y gwaith yn cael ei gwblhau ar ôl y dyddiad hwn. 

Beth ddylem ni ei wneud os caiff ein prosiect ei oedi?

Hysbyswch eich rheolwr perthynas cyn gynted â phosibl os oes problem yn effeithio ar eich rhaglen brosiect wreiddiol neu berygl y bydd y prosiect yn cael ei oedi y tu hwnt i’r dyddiad cwblhau gwreiddiol. I adolygu a chymeradwyo estyniad i’r dyddiad cwblhau ymarferol, byddwn angen i ffurflen cais newid gael ei chwblhau a’i llofnodi gan eich swyddog awdurdodi. 

Dylai’r ffurflen cais newid nodi’r manylion isod:

• Rhesymau am yr oedi
• Mesurau sydd wedi’u heffeithio
• Dyddiad cwblhau disgwyliedig

Yn amodol ar adolygiad, bydd Llythyr Diwygio Benthyciad yn cael ei anfon at Swyddog Awdurdodi’r prosiect. Os bydd eich cwblhad gohiriedig yn effeithio ar y dyddiadau ad-dalu ar gyfer eich benthyciad, bydd amserlen ad-dalu benthyciad ddiwygiedig yn cael ei hatodi i’r Llythyr Diwygio Benthyciad.

Ar ôl cwblhau’r prosiect, dilynwch y camau o dan y broses cwblhad safonol. 

Nid yw pethau’n digwydd fel y bwriadwyd weithiau — dyma’r hyn i’w wneud os na all eich prosiect barhau.

Yn anffodus, os bydd materion fel cynnydd i gostau, pryderon ymarferoldeb neu oedi i’r rhaglen yn cael eu hwynebu wrth gyflawni’r prosiect ac na ellir datrys y rhain, efallai y bydd yn rhaid cefnu ar rai prosiectau. 

Hysbyswch eich rheolwr perthynas am unrhyw risgiau neu broblemau a allai effeithio ar eich gallu i gyflawni’r prosiect cyn gynted â phosibl, fel y gallwn eich cynorthwyo orau i archwilio opsiynau i alluogi eich prosiect i fynd rhagddo. 

Os bydd angen i chi gefnu ar eich prosiect, darparwch QMR yn cadarnhau eich bod yn cefnu ar y prosiect gan gynnwys sylwadau yn esbonio’r penderfyniad.

Bydd hysbysiad ad-daliad cynnar yn cael ei anfon atoch gan dîm cyllid Salix i adfer gwerth llawn y benthyciad.