Frequently asked Questions

Why do we ask for match funding?

The Copeland Community Fund aims to provide a sustainable source of funding for the Borough.  We want to encourage community groups to access funding from other sources as well as from the Fund. Therefore, we ask for groups to secure 60% of match funding for a large grant and 50% for a small grant before applying to the Copeland Community Fund.


Do I need the entire amount of match funding to apply to Copeland Community Fund?

In the situation where a group can demonstrate that they have applied for the necessary percentage of match funding from other sources but have not yet secured it or would like to apply to alternative funding which requires match funding, the  group will be encouraged to still apply to the Copeland Community Fund.  If successful at the Grants Panel a grant offer letter will be issued stipulating that “match funding must be secured before a Copeland Community Fund grant will be paid out”.  This approach enables groups to apply to the Copeland Community Fund and lever in funds from other sources.


What are in-kind contributions?

In-kind contributions are non-cash contributions to a project, typically donated goods and services, which are necessary for the project and would otherwise have to be purchased for the project to go ahead.


How much in-kind contribution can I include?

In-kind contributions can represent good local support for your project. You can include in-kind contributions up to 10% of the total project funding.  The same value must be shown in both the expenditure and funding parts of your budget.  

In kind contributions can be measured using the following rates:

Professional services £50 per hour
Skilled labour £20 per hour
Unskilled/Voluntary £5.00 per hour
Volunteer’s subsistence £5.00 per day

Where goods/services are donated to the project i.e. hire of specialist equipment, donation of goods (computers, building materials), these should be noted as how much they would have cost to the organisation if purchased.  Proof or documented evidence may be required for these aspects.


Does the Copeland Community Fund pay grants upfront?

Successful applicants that have drawn in match funding will be paid in instalments as per the chart below. 

[Please note that subsequent payments are dependent on grantees meeting the conditions outlined in their grant acceptance schedule].

Amount per year Grant type Instalment
    1 2 3
Under £10,000 Revenue 100%
Capital 75% 25%
£10,000-50,000 (small grants) Revenue 50% 25% 25%
Capital 75% 25%
Over £50,000 (large grants) Revenue 50% 25% 25%
Capital 50% 25% 25%


Can another organisation act as accountable body on our community groups behalf?

As long as they have a constitution and can provide a copy of annual accounts and bank statements for the last three months.

The accountable body is the organisation that a community group selects to be responsible or accountable for receiving grant funding.  The accountable body must ensure the grant monies are managed effectively and are compliant with any conditions in the grant agreement and sign a declaration.


Can VAT costs be included as part of my grant application?

Please indicate whether or not the project costs include VAT.

Copeland Community Fund is unable to reclaim VAT or offer VAT advice.  Please indicate if you are able to reclaim VAT on Copeland Community Fund grant assisted elements as we are only able to cover non-recoverable VAT costs.


What is State Aid?

When financial support is given to an organisation it is necessary to consider whether such support constitutes State Aid i.e. whether the provision of funding would distort the free functioning of markets or competition between EU member states. State Aid which would distort competition and affect trade by favouring certain undertakings or the production of certain goods is illegal. Smaller amounts of state aid are regarded as too small to significantly affect trade or competition.
Funding from Copeland Community Fund is automatically given under the De Minimis Regulation (EC) Article 87(1) of State Aid. The amount that you receive from all sources in any three year period must be no more than €200,000 (approx. £160,000). You must list all grant aid that has been given to you under the De Minimis Regulation in the last three years. A false declaration could give rise to the aid being recovered with interest.
If you believe that your project does not constitute state aid you must obtain your own independent state aid advice to ensure compliance.