Inspection Process

We can carry out two forms of inspection, a Project Compliance (PC) inspection or a Control Framework inspection (CFI). Both look at how the Environmental Body (EB) is managed and how projects have been delivered.

A PC inspection is primarily focussed on your projects, while the more detailed CFI inspections also cover the EB’s governance and management arrangements. The type of inspection you receive will be determined by the scale and level of Landfill Communities Fund (LCF) activity.

Inspections are carried out by our team of Compliance Inspectors, who will try to minimise the level of disruption to you and your EB as much as possible.

For a small EB the visit may only last a couple of hours, whilst it will take longer for a larger organisation. Depending on the size and nature of the projects you have we may carry out a desk top review instead of a visit. For these reviews we will ask you to supply relevant documentary evidence to us.

One of our Compliance Inspectors will contact you to arrange a convenient date and time to carry out the inspection. The inspector will outline what we intend to review at the visit, including some specific projects and explain what will be required of you. This will also give you the chance to ask any questions you may have. Details will then be confirmed to you in an email.

The majority of visits are routine compliance reviews and are nothing to be concerned about. For further guidance on our compliance inspection process see our compliance inspection leaflet.

Environmental Bodies

FAQs

Q. Why do you carry out compliance inspections?

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ENTRUST are the regulator of the Landfill Communities Fund (LCF). We have a duty to make sure that Environmental Bodies (EBs) receiving LCF monies are working within and meeting the Regulations of the scheme.

One way of doing this is by visiting you and your projects to look at your procedures and records. We will always notify you, prior to the visit, of the documentation we will wish to review. In addition, wherever possible, we will give you prior notice of our intention to visit.

We can also offer advice and recommendations for improvement at the inspections.

You can find out more about our inspections in our compliance inspections leaflet.

Q. What can I expect at a compliance inspection?

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There are two main types of inspection: a project compliance (PC) inspection and a control framework inspection (CFI). Both of these inspections look at how your organisation is managed and how your projects have been delivered.

The length of the inspection will vary dependant on the size of your organisation and a compliance inspector will contact you to arrange a convenient date and time to carry out the inspection. When making the appointment the inspector will tell you what we intend to review at the visit, including details of some specific projects, and will explain what will be required of you. This will also give you a chance to ask any questions you may have. We will then confirm all of the details discussed in an email or a letter.

We understand that Environmental Bodies in some cases are run by a group of volunteers or individuals, we will therefore try and ensure that the disruption to you is minimised. However if you have any concerns please speak to your Compliance Inspector arranging the visit or either of the Compliance Managers. All contact details are held on our website.  

On occasion, we may complete a desktop review instead of an inspection visit. If we complete a desktop review we will ask you to supply documentary evidence to us to support the review.

You can find out more about our inspections in our compliance inspections leaflet.

Q. What information do the compliance inspectors need?

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The inspectors will need to see a range of documents and records which demonstrate how Landfill Communities Fund (LCF) monies have been spent and that you have complied with your regulatory obligations. These will include:

  • Bank statements and mandates for LCF accounts;
  • Management accounts and information on your running costs charged to the LCF;
  • Details of how qualifying contributions have been spent and information on Contributing Third Parties;
  • Project files (including project costings, budgets, project expenses and invoices);
  • Any contracts, planning permission or other legal obligations;
  • Any documented procedures you use;
  • Your Board papers and project approvals; and
  • Your governance structure.

We will provide specific details in the confirmation of visit email or letter. During the visit the inspector may also ask to see additional random samples of files as is normal audit practice.

We will always try prior to the visit to review information we hold on you including Annual Returns (Form 4), Contributions (Form 3), Transfer (Form 7), Director/Trustee records and your Memorandum and Articles so that we do not ask for information previously supplied. As part of your preparation for the visit it would be helpful if you could review these details before the visit to ensure all of your records are up-to-date.

You can find out more about our inspections in our compliance inspections leaflet

Q. When you're completing a compliance inspection, who do you need to see and at which sites?

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We will need to speak to the people with knowledge of your management procedures, financial records and specific project records, or to someone who has authority to discuss these areas.

Most visits are conducted at the Environmental Body main contact address provided by you at the time of Registration. Alternatively we are more than happy to attend a project site if this is more suitable. We may also need to visit one or more of your projects so we can check that they have been delivered according to the plan and remain in compliant use. We will tell you in advance of the appointment which projects we want to visit.