All claims for Promotion Pool grant must be made quarterly in arrears using the Promotion Pool Grant Claim form available on this page.

The grant claim for payments for each Promotion Pool supported activity must be based on the number of hours spent on providing the activity concerned and the eligible expenditure, calculated and broken down according to:

• project worker costs - gross salaries, employers’ NI and employers’ pension contributions;
• PROCs (project related overhead costs) - the management cost of the agency apportioned to each supported activity using the overhead percentage rate (OPR) agreed with Corporation and set out in the Promotion Pool funding agreement.  PROCs are apportioned to project salaries as % overhead rate x total project salaries for the financial year.  Guidance on the calculation of the OPR is given at Calculation of the Overhead Percentage Rate (OPR)
• PDCs (project direct costs) - costs incurred on supported activities, including travel, mileage and subsistence costs, hire of venues, printing/distribution etc.   More guidance on travel costs is set out below.  PDCs must not include any element which is included as part of the Agency’s management costs as this will result in double counting.

Additional guidelines on Project Direct Costs for Travel

If there are practical difficulties involved in keeping to the guidance you should discuss these with a member of the Resident Involvement Section prior to undertaking a journey.

Where practicable the most cost effective method(s) of transport that will enable you to reach your destination safely, in good time and in reasonable comfort must be used.

Public transport should be used wherever practicable.  However, if it is not possible, for example, because of the location of estates, or if it is inefficient (in terms of cost) to use public transport, travel may be undertaken by car.

The following rules will apply:

• rail travel - the costs of standard class train tickets will be reimubursed. Receipts for rail tickets must be attached to the claim form for the relevant activity. First Class travel is not permitted except for persons who are pregnant or have a disability;
• car mileage - mileage costs will only be reimbursed where the use of public transport was not feasible option.  Under these circumstances the Corporation will reimburse for car usage at the rate of 40p per mile. 
  Mileage should only be claimed from the place of work or place of residence to where the supported activity is to take place (whichever is the lower).
   
  taxis – the cost of a taxi will be reimbursed:
  • where no other method of public transport is available; or
  • when carrying heavy papers or equipment needed in connection with the specified activity; or
  • if you are pregnant or disabled; or
  • if it is more cost effective when travelling in a group.

Taxi receipts must be attached to the claim form for the relevant activity.

Supporting documentation

With each claim for Promotion Pool grant, the agency must submit a Promotion Pool Activity Report in the prescribed format (available on this page).

The Activity report provides a brief summary of the activities undertaken and the number of hours work carried out by the Agency during the period for which grant is claimed.