Claims for Year 3 OSF

Claims Process

Active Essex will be accepting and processing agreed expenditure claims during the following dates- you can submit earlier however we will need to have your monthly participation data to process them. We are unable to process coaching hour claims unless monitoring has been submitted for that specific project. Please note the deadlines for both monitoring and claims for each term are:

27th September 2024 (All pre delivery invoices eg. equipment to be submitted)

29th  November 2024  (Delivery invoices up until this point)

20th March 2025

Accepted evidence of spend include:  

• VAT invoices / receipts
• Timesheets
• Purchase Orders

Any other proposed evidence of spend must be agreed with us first.

Please remember:

• Merged invoice files will no longer be accepted.
• All documents must be submitted as individual files (can include multiple items in the document but must be from same supplier on the same day with the same ref. number, including the total).
• Claims should be net of VAT
• All invoices should be formatted with invoice number, supplier and amount as the file name
• Evidence of spend document should be attached to an email titled ‘OSF Claim [your school name]’ and sent to: [email protected]

Please ensure your school’s name is included in the email body (usual signature style is fine) and include the completed attached Excel document which will sum up your claims. This will help us to be sure we are clear about how much you think you should be receiving from the claim when we complete the submission document for you. If there is any discrepancy, we can then come back to you ahead of submission.

Once we receive your claims documents we are required to check these, complete an accompanying form and upload through the APNT Portal. APNT have said they plan to process received claims within 30 days but will try to reduce this wherever they can. Payments will be made to the bank details originally supplied for your school.

If you would like to schedule a call to go over any of the above then please do not hesitate to drop us an email with your availability.

Claims are split into two categories:

1)Pre-Delivery (equipment)

2) Delivery (Staffing, coaching, facility hire etc.)

Please claim for all pre-delivery costs (equipment, CPD etc.) up-front of your project and we cannot accept any pre-delivery costs past December 13th 2024.

Please remember:

• There is a minimum delivery requirement of 12 sessions of each activity
• These deadline dates are one week before the end of each term however you can make early submissions if you wish to
• We cannot accept any evidence of spend for pre-delivery costs after December 1st  (i.e. we can only submit for coaching costs past December 13^th)

Year 3: Monthly Participation Reporting, Evaluation and Learning

As part of this funding, it is a requirement that participation data is collected for your sessions. For the final year of funding, Active Partnerships require monthly participation data to be submitted termly with the following deadlines below and these are the same as your claims submission deadlines. If data is not submitted prior to the deadlines below, then funding claims will not be processed. Click below to read more about monitoring and evaluation and how to upload this. By uploading this information you can help us create a case study for you, describing the great work you’re doing in your schools. You can see examples of this here.

Please note invoices will only be processed once monitoring and evaluation has been uploaded (April-September 2024)