Grant claim evidence

This information details the evidence required to support the eligible project costs identified in the contract and approved for your project.

About this information

A claim typically requires evidence of expenditure and evidence of payment of the expenditure. The sections below include examples of evidence.

Email your evidence according to the scheduled dates detailed on your claim form and contract. Please complete the grants claim form and customer claim summary sheet and submit along with all the necessary backup evidence to contractclaims@scotent.co.uk. For contracts approved from 1 April 2018, we will no longer accept invoices or receipts for £100 or less.

Please note: for innovation claims, you must also complete and send in the innovation claims spreadsheet.

If you have any questions about your claim, please contact your Account Manager, Specialist, Business Gateway adviser or the Contract Specialist named in your contract.

Evidence of payment

All claims evidence must be accompanied by evidence of payment, such as a bank statement, credit card statement or Bacs statement, which clearly shows that you have paid out the amount you are claiming for.

Company bank statement

Any transactions not relevant to your claim can be redacted (obscured or scored through).

Payment evidence must come from your bank and must be from a bank account in the company’s name. For your claim to be paid, a bank statement must:

  • Be a formal statement (either a pdf version or digital printout of the online bank statement or a scanned copy of a paper bank statement), not simply a transaction listing. Photographic images of original documents and screenshots of documents are acceptable provided they are authentic, not in a format they can be tampered with, and clearly display the information required to match the criteria
  • Clearly show the bank name and logo
  • Clearly show the company's name, bank sort code and account number (the company name should match the company named in the Scottish Enterprise contract)
  • Clearly show relevant transaction dates, amounts and payees that correspond to other evidence, such as invoices, salary payments or receipts.

We cannot accept:

  • an online transaction listing
  • an extract or filtered view.
  • instructions to pay or future dated payments.
  • a form that can be altered (e.g.an Excel spreadsheet).

Bank statement example

Example bank statement

Receipted invoice or supplier statement

If you are unable to provide a bank statement, to show you have paid a supplier/consultant for services, you can provide a receipt or a statement of your account from the supplier/consultant (this is in addition to a copy of the original invoice). The receipt or statement must:

  • Have come from the supplier or consultant.
  • Clearly show payment of the relevant invoice you are claiming.
  • Be stamped by the supplier, with the supplier’s official company stamp. Generic stamps, for example, RECEIVED, PAID WITH THANKS, will not be accepted.
  • Be signed by an authorised accountable officer of the supplier company and include reference to the invoice number, payment value, payment date and method of payment.

Receipted invoice example

Example of a receipted invoice

Bacs transaction list

If the costs you are claiming appear as part of a single bulk Bacs payment on your bank statement (for example, as 'Payroll'), then you must submit a Bacs transaction list, as well as a bank statement as evidence of payment (the bank evidence itself is NOT sufficient payment evidence). Any transactions not relevant to your claim can be redacted (obscured or scored through).

The Bacs transaction list must:

  • Be clearly identifiable as coming from your payment or payroll system
  • Clearly show individual payees, payment amounts and dates. The total payment sum and payment date on the transaction list must match the amount and date that appears on your bank statement. Any transactions not relevant to your claim can be redacted (obscured or scored through).

Bacs example

Example of a bacs statment

Company credit card statement

Corporate credit card statements can be submitted. The credit card must be in your company name.

For a credit card statement to be fully compliant as evidence of payment, it must:

  • Be a formal statement (either a paper copy or an online print-out), not simply a transaction listing
  • Clearly show the issuer's name and logo
  • Clearly show the company's name and address
  • Clearly show relevant transaction dates, amounts and payees that correspond to other evidence, such as bookings, invoices or receipts. Any transactions not relevant to your claim can be redacted (obscured or scored through).

Please note: You must also submit a corresponding bank statement showing a minimum payment to the relevant credit card company.

Please note: For contracts approved from 1 April 2018, we will no longer accept invoices or receipts for £100 or less.

Credit card statement example - page 1 of 2

Example of credit card statement

Credit card statement example - page 2 of 2

Example of credit card statement

Personal credit card statement

SE cannot pay the grant against personal credit card payments. Where an individual, representing the company, has used a personal credit card to pay for items for which you wish to claim grant, you must demonstrate that the individual has been reimbursed through expenses and provide to SE:

  • A copy of the individual’s expense claim detailing the eligible expenditure
  • A copy of any receipts that provide proof of the expense or a personal credit card statement if receipts are not available
  • Bank evidence that meets the above requirements that show the company reimbursing the individual’s expenses

Any transactions not relevant to your claim can be redacted (obscured or scored through).

Please note: For contracts approved from 1 April 2018, we will no longer accept invoices or receipts for £100 or less.

Company cheque

For a cheque payment to be fully compliant, you must:

  • Submit a photocopy or scan of the signed cheque, with the cheque number, payee's name and the amount clearly visible.
  • Submit a corresponding bank statement (meeting the bank statement evidence requirements) showing the cheque being paid.

Please note: For contracts approved from 1 April 2018, we will no longer accept cheques for £100 or less.

Company cheque example

Exammple of a cheque

Cash

Payment of transactions in cash are acceptable if this is charged to the company by way of an expenses claim. Once the individual has received payment of the expenses claim and the company has incurred the expenditure, the company can then include it in a claim. The evidence required is:

  • A copy of the individual’s expense claim detailing the eligible expenditure
  • A copy of any receipts that provide proof of the expense
  • Bank evidence that meets the above requirements that show the company reimbursing the individual’s expenses

Please note: Cash can only be accepted if it is channelled through the company as an expense claim and the company pays the expenses claim and incurs the expenditure. Cash itself for a transaction is not acceptable.

Please note: For contracts approved from 1 April 2018, we will no longer accept invoices or receipts for £100 or less.

Unacceptable methods of payment

SE cannot pay the grant against any payments made by the following methods:

  • Bitcoins/crypto currencies;
  • Cash only transactions that are not charged to the company by way of an expense claim;
  • Credit notes/vouchers/recharges;
  • Directors' loan account;
  • Escrow;
  • Intercompany off sets/journal entries;


Evidence of expenditure

Invoices (supplier/consultant costs)

Invoices from a supplier or consultant must clearly show:

  • A summary and breakdown of the services provided to you.
  • The cost of the service provided with net cost, VAT, and gross cost detailed (VAT is an ineligible cost so your grant will be based on net costs)
  • The invoices must be dated after the project approval date and before the contract completion date (these can be found on your contract). It must also be paid within this timeframe.

Please note: For contracts approved from 1 April 2018, we will no longer accept invoices or receipts for £100 or less.

Invoice example

Example of an invoice

Salaries

Please note: Grant contributions will be calculated as a percentage, based on the employee’s salary at the outset of the project, for the duration of the agreement. Should the individual be appointed at a lesser salary, then this will result in grant being reduced to the percentage of the lesser salary.

Full-time staff

For staff working full time on approved projects, you must submit:

  • An employee job description
  • A signed letter for each claim from an authorised accountable officer confirming that 100% of this employee's time was spent working on the project
  • Individual wage/pay slips, that show the company name and the salary period

Please note: you can only claim for gross/basic pay; other payments, such as commission or bonuses, cannot be included.

Please note: we cannot pay for employer’s overheads (e.g. national insurance or pension) unless you are claiming for a R&D project, in which case a P11d is used to support your claim. Further advice can be sought from your SE Innovation Specialist.

Wage slip example
Wage slip example
Example of confirmation of employees' time
Example of confirmation of employees' time

Part-time staff

For staff spending only part of their time working on approved projects, you must submit:

  • Individual wage/pay slips, that show the company name and the salary period
  • Detailed time sheets (or information from a time recording system) which must:
    • specify the name of the employee, the date(s) and amount of their time spent on the project (quoting any project number/name if needed) and
    • must be signed by the staff member and countersigned by their manager/director.

Please note: you can only claim for gross/basic pay; other payments, such as commission or bonuses, cannot be included.

Please note: we cannot pay for employer’s overheads (e.g. national insurance or pension) unless you are claiming for a R&D project, in which case a P11d is used to support your claim. Further advice can be sought from your SE Innovation Specialist.

Wage slip example

Wage slip example

Timesheet example

Timesheet example

All salary claims must be accompanied by evidence of payment that clearly shows the salary amount and the individual payee.

Please note: If the individual salary payment is part of a bulk Bacs payment (for example, as 'Payroll'), then you must submit both the complete Bacs transaction list and a bank statement. The overall total sum on the transaction list must match the Bacs payment as it appears on your bank statement

Travel and accommodation

Only those costs agreed as eligible (as set out in Schedule 3 of your contract) can be claimed.

Invoices, receipts or tickets (for example, for flights or hotel stay) must clearly show:

  • The date of booking (the booking confirmation can be provided as evidence for this)
  • The cost, destination or location and the dates of travel or stay.
  • The name of the passenger, guest or driver.

We cannot accept:

  • Just a booking confirmation. The final invoice is also required as there can be additional charges, some of which may not be eligible (e.g. food, drink)

Please note: Travel should be economy class.

e-Ticket receipt example (page 1 of 2)

e-Ticket receipt example

e-Ticket receipt example (page 2 of 2)

e-Ticket receipt example

All receipts, tickets and bookings must be accompanied by evidence of payment that clearly shows the amount of the transaction and the name of the payee.

Please note: if the exchange rate is not given on the bank statement, foreign currency transactions must be converted into GBP for the specific payment date using the European Commission Currency Converter - This opens in a new window.

Please note: For contracts approved from 1 April 2018, we will no longer accept invoices or receipts for £100 or less.