Log on to the IFS funding portal and navigate to the appropriate project 

Only the designated Finance person from each partner organisation will be able to see and fill in the quarterly claim on the website 

Click on the Claims Button on the main project page. This screen shows historic claims that have been processed as well as the live, open claim. Click ‘Edit’ to open claim 

You have 30 days from the end of the quarter to make a claim 

You will see a screen for the claim period which shows a table of all your project costs based on the forecast you submitted with the proposal. These are split into different categories e.g. labour, material etc. 

Go into each category and enter the amount that has been spent, and add a description e.g. labour for quarter 1. Documents will need to be provided as evidence e.g. timesheets, receipts for expenses, supplier invoices and can be uploaded in the relevant category section. 

Check the overheads – these may or may not be calculated automatically  

Note that InnovateUK grant funding is outside the scope of VAT, so all costs should be quoted without VAT e.g. Mileage HMRC rate of 45p/mile includes VAT so for mileage claims this needs to be removed 

If the actual cost is >10% higher or lower than forecast you will need to include a narrative of why that was in the relevant category section 

Note that for all expenditure, costs should not be claimed unless paid for.  You may have to provide evidence of defrayal if requested. 

Note that if you are claiming costs outside of period e.g. a supplier invoice received at end of period may not be paid until following period, please provide explanation for that to avoid claim being rejected. 

This section only needs completing: 

If you didn’t add documents as evidence at the previous stage 

At end of project e.g. Independent Accountants Report; Project completion form. 

If any of the amounts you have entered for the quarter you are claiming for differ from what was originally forecast, you will need to update the forecast costs for subsequent quarters so the total project costs remain the same 

This will show you a summary of the claim. Check this is what you expected.  Add any additional notes that you think would be of use to explain progress of the project.