Guidance

Flood and coastal defence projects: submit grant claims and financial reports

How risk management authorities can claim funding for projects, report financial changes and tell the Environment Agency that projects are complete.

As a risk management authority with a Grant in Aid (GiA) for a Flood and Coastal Erosion Risk Management (FCERM) project you need to:

  • submit claim forms to get the funds you’ve been allocated
  • report any financial changes regarding the project to the Environment Agency
  • tell the Environment Agency when you plan to claim throughout the year
  • notify the Environment Agency when your project is complete

To get a GiA you must have already:

Make a claim

You’ll need your capital grant approval number to make a claim. This will be sent to you when you get financial approval.

Fill in the Application for interim payment of grant form (FCERM 3).

Send your completed form to the grant administration team.

Report financial changes

You must tell your FCRM area manager as soon as possible if there are any financial changes to your project after funding has been approved. You will need to complete the Application for the allocation of contingency or a change in total project cost of approved schemes or studies form (FCERM 4) and send the form to your FCRM area manager for approval.

Send the Application for the allocation of contingency or a change in total project cost of approved schemes or studies form to the grant administration team for approval if you are asking for:

  • asking for release of part or all of the original contingency
  • a small increase in cost to part of the work (without it going over £100,000)
  • part of a project closure

Any other changes will be reviewed by the grant administration team. They will let you know if they need more information.

You should also check if your project will need further partnership contributions and make this clear when completing the form.

Tell the Environment Agency when you plan to claim

You need to let the Environment Agency know about your anticipated claims across the year.

Complete the proposed claim dates and anticipated value form (FCERM 6).

You should claim for work completed plus 3 months in advance within a financial year.

Send it to your FCRM area manager and to the grant administration team for reference.

Notify the Environment Agency when you finish your project

Fill in the project closure report form (FCERM 8) at the end of your project.

Send the report to your FCRM area manager within 6 months of your project being completed.

Fill in a final statement of account

You must also fill in a final statement of account form (FCERM 5) within 2 years of the end of the project.

Send it to the grant administration team.

You don’t need to send the form to the audit commission for auditing.

Get further compensation for land purchases

Complete the final statement of account for land purchase and compensation claims (FCERM 5A form) if you want further compensation for land purchases.

Send it to the grants administration team.

Contact the grant administration team

Environment Agency
Grant Administration Team
Manley House
Kestrel Way
Exeter
EX2 7LQ

Email: laidbfinance@environment-agency.gov.uk
Telephone: 01392 352 300
Monday to Friday, 9am to 5pm

Contact your FCRM area manager

Environment Agency
PO Box 544
Rotherham
Yorkshire
S60 1BY

Email: enquiries@environment-agency.gov.uk
Telephone: 0370 8506 506
From outside the UK: +44 1709 389 201
Monday to Friday, 8am to 6pm

Published 27 March 2014
Last updated 5 March 2015 + show all updates
  1. Forms and reports updated.
  2. First published.