Q. Do I need to seek an extension of time to complete my project?
It is non-compliant for any LCF monies to be spent on a LCF project after the estimated completion date. This includes retrospective payments from a funder. Therefore it is essential to seek an extension to a project's timescale if you have reason to believe that LCF expenditure on the project will not be complete by the original estimated end date.
Extensions to project completion dates must be requested and obtained before the original project completion date has passed as retrospective extensions cannot be approved.
You can extend the timescale of a project yourself by adding a three month extension using ENTRUST Online (EOL), a guide for doing so is available from the 'Resources and How To Guides' section of our website. If you require an extension of longer than three months or if you have already had one project extension you will need to contact our Helpline in writing.
Q. How many project extensions can I seek?
An EB can seek a single three month extension for a project on ENTRUST online (EOL). Any further extensions will need to be sought by contacting our Registrations team in writing. EBs will only continue to be granted further extensions of time if there are good reasons for the continuing delay and the overall project extensions are together no longer than the original estimated length of the project.
Q. When should I fill out and submit a Form 9: Project Completion form?
The EB holding the project approval should notify us that the project is complete and submit the Project Completion form within three months of the project completion date. A project is marked as completed on the Statutory Annual Return which generates the Project Completion form.
Where the LCF project is part of a larger overall project and that overall project does not finish until sometime after the LCF element of the project has completed, we would ask EBs to fill out and submit their Form 9: Project Completion form as best they can from their understanding of the project thus far.
Q. Which Value for Money (VFM) questions will be asked on the Form 9: Project Completion form?
The VFM questions asked on Form 9: Project Completion form are:
• Did this project receive funding from other sources?
If yes, how much other funding (in total) was received?
• Will any income be generated by the project?
If yes, how much income each year (to the nearest £1,000) is expected?
• Has this project reduced the total utility costs of the structure, building or amenity (e.g. through reduced energy consumption, energy efficiency measures or energy generation)?
If yes, please estimate the reduction in total utility costs (to the nearest £1,000) each year.
• Have any new jobs been created and / or existing jobs maintained, as a result of the project?
If yes, please provide the number of:
a) jobs created (use full time equivalent, e.g. 0.5, for part time jobs)
b) jobs maintained (use full time equivalent, e.g. 0.5, for part time jobs)
• Please estimate the number of visits to the project site each year prior to the project.
• Please estimate the number of visits to the project site after the project has completed.
• Did the project achieve its aims?
• Do you consider that this project has improved the lives of people living in the community of the project, and / or achieved environmental benefits?
• Do you consider this project directly brought together people in the community of the project who are from different backgrounds and who otherwise would not have been brought together?
• Is there any additional information you would like to provide about this project?
Q. In the assets section of the project completion form, how should I describe the LCF assets?
We recommend that assets be grouped and listed as they would be listed upon your EB’s asset register. For example, if the project is to install a playground, we would encourage “playground equipment” to be listed as one asset rather than “slide”, “swing” etc. Wherever possible we would encourage EBs to record a collective asset rather than recording individual items. The value of the collective asset should then be the total value of all the individual items.
Q. Will the data about assets entered on Form 2: project registration form be transferred to Form 9: project completion form?
Data relating to project assets will not be transferred from the project registration from to the project completion form. There are sometimes variations between what the project proposes and what the project delivers on the ground. As we wish to capture data about what has been delivered, we considered that the automatic population of asset data would not be appropriate for this section of the completion form.
Q. How should I notify ENTRUST that a project is complete?
The EB holding the project approval should notify us that the project is complete by going to the supplementary pages of its own Statutory Annual Return (Form 4).
The EB should enter the value of the LCF monies spent on the project in that reporting period and enter the completion date (date of final payment of LCF monies). A Form 9: Project Completion form will be automatically generated when the completion date is saved and will appear on the EB’s EOL dashboard to be filled in and submitted.
Where other EBs have been involved in the project, the EB holding project approval should check that those other EBs have entered their expenditure of LCF monies on their own Supplementary Pages before the EB holding project approval reports the project as complete.
Q. What should I do if my project changes after I have submitted it to you for approval?
Let your funding provider know of any changes and contact our Registrations team to inform them of any changes to your project application as soon as possible. Changes to your project will need to be agreed by your funding provider and then by us before you can continue.