Claims must be made via MGS Online and supported by evidence of expenditure (see below). Any member of the grant can prepare a claim but when this is submitted it will be sent to the finance contact to complete the process. To make a claim:
Log into your account on MGS online
In the top, left hand corner of your home page click on ‘Projects’.
Click on the relevant project title in the ‘Active Projects’ section.
Scroll down to ‘My Claims’ and click on the ‘New Claim’ button. Please note that this button will not appear if you have a claim already in progress for this grant that has not yet been approved by us.
Complete the expenditure table:
For items of expenditure over £100 complete a line on the table for each item and attach the relevant evidence of expenditure (see below) to that line using the ‘details’ tab.
For items of expenditure below £100, collate them on a single spreadsheet, which should have columns for date of purchase, description, and cost (without VAT if you can recover it on that item). Enter the spreadsheet total on one line and attach the spreadsheet as evidence. Please note that you should still retain all invoices and receipts, as we may ask to see them as part of a random audit process.
Put £0 in the VAT column if you can recover VAT on that item or no VAT is applicable, otherwise put the full VAT amount.
Put the amount you are claiming in the Total column. This will be the total of the two previous columns unless your grant was awarded on a percentage basis, as confirmed in your award letter. In that case you must calculate the amount based on that percentage. For example, if the item costs £100, the non-recoverable VAT is £20 and your grant percentage is 78% you would enter £93.60 (£120 x 78%).
Save the claim and this will send it to the finance contact to authorise and submit.