Introduction
This document outlines the terms and conditions for the use of funding allocated to Local Voluntary Youth Organisations in receipt of Generic/Non-Targeted Funding. All organisations are required to follow the terms and conditions outlined in this guidance when spending or using Education Authority funds.
The Education Authority’s intention is that the funds will be paid to the grant recipient in full. However, without prejudice to the Education Authority’s other rights and remedies, the Education Authority may at its discretion withhold or suspend payment of any funds at any time if:
- the grant recipient uses the funds for purposes other than those for which they have been provided;
- the Education Authority reasonably considers that the grant recipient has not made satisfactory progress with allocation of grants;
- the Education Authority reasonably believes that the activities of the grant recipient may bring the reputation of the Department of Education or the Education Authority into disrepute;
- the grant recipient provides the Education Authority with any materially misleading or intentionally inaccurate information;
- the grant recipient fails to perform its obligations under its award; or
- there is any change of control pertaining to the grant recipient’s governance arrangements
Should the grant recipient be subject to financial or other difficulties which are capable of having a material impact on its effective performance against the award(s) it holds, it will notify the Education Authority as soon as possible so that, if possible, and without creating any legal obligation, the Education Authority will have an opportunity to provide assistance in resolving the problem or to take any necessary action in the circumstances.
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Payment Frequency
Generic/Non-Targeted Funding is paid in full up front for each application made per annum.
Payments for Generic/Non-Targeted funding can only be paid via BACS into a organisations bank account that is in the name of the registered organisation. Should there be any change in your organisations bank details you must notify EA in writing to youthfunding@eani.org.uk
Payment can only be made once the offer has been accepted and all outstanding returns have been received and verified as appropriate.
For newly registered groups, a verification visit carried out by a Senior Youth Worker must take place. Only Organisations that have met the requirements of the Verification Assessment and are successful in application for registration can be approved for funding.
Funding should only be accepted by units that are currently operating. Please note that if throughout the year, your unit ceases to operate you must notify EA in writing to youthfunding@eani.org.uk This may result in your grant funding either in part or in full having to be reimbursed to EA.
Approved Use of Funding - Eligible Costs
Funding should only be accepted by units that are currently operating. Please note that if throughout the year, your unit ceases to operate you must notify EA in writing to youthfunding@eani.org.uk This may result in your grant funding having to be reimbursed to EA
Programme Costs
Funding provided can be used to support the programme costs for your organisation. This is to cover costs in relation to young people such as:
- Transport Costs for delivery of youth work programme by registered transport providers
- Accreditation Costs for young people to include badges and awards
- Food and Refreshments for celebration events, cookery or healthy eating programmes, residentials, trips out of centre
- Programme materials linked to the activity
- Entrance Fees/Activity Costs Associated with the programme
- Residential Costs
- Hire of Premises for events or programmes external to your base of operation (not hire of own building)
- Printing Costs for Materials Associated with the Youth programme e.g., flyers
- Volunteer Access NI fee
- Clothing only when approved by written consent by the appropriate EA Officer
- Equipment to facilitate programme/activity only – up to £1000 per item
- ICT equipment to facilitate programme/activity only – up to £200 per item
- Computer Software or Software Licensing to facilitate programme/activity only – up to £1000 per item
- Facilitator costs – A unit can engage a facilitator for delivery of a programme/activity or training. The new off-payroll working rules that affect both the public and private sector came into effect in April 2021
- The purpose of IR35 is to determine whether a facilitator is defined as an employee for tax purposes i.e., should be paid through units’ payroll and included under your staffing budget heading, or if the facilitator is registered with HMRC as self-employed and can be included under your programme budget heading
- It is the responsibility of the organisation to establish the facilitator status under the HMRC IR35 guidelines.
- The tool to check an individual’s employment status can be found using this link https://www.gov.uk/guidance/check-employment-status-for-tax
- After you have used the link above, please ensure you print and save the results for your own records. This needs to be attached to a bona fide invoice as EA will request this at verification stage.
Overheads
Overheads Funding can be used to cover the units general recurring facility costs for the period and activities associated with the annual funding period. This includes:
- Heat
- Lighting
- Water bills
- Premises/Activity Provider Insurance to deliver the work i.e buildings/contents/public liability insurance (For uniformed organisations this amount is set by your relevant headquarters body)
- Licences to deliver the funded youth work programme
- Rented accommodation OR contribution to the rent for the Delivery of Services
- Administration e.g. stationery, postage, telephone/internet bills only
- Photocopying costs
- Cleaning materials
If you have a query regarding eligibility of expenditure that you wish to seek clarification on, please email youthfunding@eani.org.uk and a member of the team will respond. The response should be kept by the organisation, as this may be requested at verification stage.
Funding Restrictions - Ineligible Costs
Staffing/Leaders/Volunteers
As outlined in the terms of the scheme, Generic/Non-Targeted funding is for organisations operated solely by volunteers and as such the funding allocated cannot be used to pay for the following
- Salaries
- Redundancy Payments
- Access NI fees for paid youth work staff
- Travel/Mileage and subsistence claims
- Training
- Uniform
- Accreditation costs
Capital Cost Items
Funding is allocated from the EA Youth Service “Revenue” budget and as such the funding cannot be used to purchase “Capital” cost items. This capital restriction applies to the following three categories.
- Information Communication Technology (ICT) Equipment costing £201 or more per item. This is items defined as:
- Computers (Desktop or Laptop)
- Tablet Devices (iPads, Tablet PC’s)
- Servers
- Components for ICT Equipment such as replacement internal hard drives
- Peripherals such as Printers, Scanners, Photocopiers and portable memory
- Network equipment such as Wi-Fi Access Points, Network Switches or Routers
- Computer Software or Software Licencing (Intangibles) costing £1,001 or more per item/licence. This is items defined as:
- Subscriptions to software
- Purchase of perpetual licenced software
- Purchase of subscriptions to online services
- Equipment costing £1,001 or more per item. This is items defined as:
- Audio Visual Equipment such as Cameras, Camcorders, Data Projectors, Lights TVs and all accessories associated with such equipment
- Sports and leisure equipment
- Furniture and Fittings
- Or any other types of equipment
In addition to Staffing and Capital Cost restrictions the funding provided can not be used for the following items:
- Payment of or Contribution to Membership fees with internal or external organisations either for staff or on the behalf of children and young people
- Clothing/Uniform
- Gifts of any description for young people or staff e.g. Easter eggs, selection boxes etc
- Vouchers
- Donations
- Fund Tuck Shops
- Repairs to Furniture or Equipment or Fixed Plant Equipment
- Repair, refreshment or maintenance required for the building or grounds
- Bank Fees
- Legal Fees or Costs
- Consultancy Services or Fees, either 3rd party or from within the organisation
If you have a query regarding eligibility of expenditure that you wish to seek clarification on, please email youthfunding@eani.org.uk and a member of the team will respond. The response should be kept by the organisation, as this may be requested at verification stage.
Unspent Funding at Year End
All funding not spent under the scheme reported through your income and expenditure returns at the end of each financial year must be returned to the Education Authority. Funding cannot be transferred to the following year.
Where underspends or ineligible costs are identified on your Units Income & Expenditure End of Year Return the EA Youth Service will raise an invoice to request the return of any funds not spent. Directions on how to make payment will be provided on the Invoice.
ONCE AN INCOME AND EXPENDITURE FORM HAS BEEN SUBMITTED ON THE PORTAL NO FURTHER CHANGES CAN BE MADE OR ACCEPTED AT ANY STAGE.
Receipts & Vouching Process
Depending on the total level of funding organisations receive across all funding opportunities you have been successful in, you will be required to comply with the receipting and vouching process outlined below. More details regarding the Vouching and associated verification process can be accessed here.
| Total Annual Funding Awarded | Level of Receipting and Vouching |
|---|---|
Up to £3,000 Per Annum |
|
£3,001 to £30,000 Per Annum |
|
£30,001 or more per annum |
|
Failure to facilitate this process will result in your funding being withheld or withdrawn. All original documentation must be retained for a period of seven years in accordance with statutory regulations.
Support and Information
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