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Post-grant evidence

Post-grant evidence

You must upload documentary evidence of how the grant was spent within 6 weeks of the award being granted or 8 weeks if the grant was for the repayment of arrears to access social housing. Evidence is required for all grants, even if we paid the funds directly in to your organisation’s account.

You must use VRF grant funds in the way you set out in your original application and not for any other purpose. A grant cannot be transferred from one client to another.

Instructions on how you can upload evidence to our system are below. Please note that we do not accept evidence via post or email. If you need more time, you can contact the VRF to discuss a time extension. If suitable evidence is not provided within this time, you and your organisation may be denied access to the VRF and we may request that the grant be paid back to us in full.

If your client no longer needs the grant, you should fill in the ‘Return Funds to VRF’ in the application portal on Flexigrant.

How to upload evidence

1. Log in to Flexigrant
2. Click on ‘My Applications’ on the left hand menu.
3. Find the application you are uploading evidence for and click ‘Reporting’.
4. On the next page you will see a table with the evidence scheduled to be uploaded. On this table, click on the three dots at the end of the table under ‘submitted by’. This will bring up a menu where you will need to click on ‘complete form’.
5. You will now be presented with a short form. In the description box just type ‘Evidence’.
6. Click ‘Choose your file’ underneath the box and then select the relevant file and click ‘Open’ Files must be under 2mb and the format must be either a .pdf, .doc, .docx or a jpeg
7. Click on ‘Save page’ at the bottom of the screen
8. Select ‘Submit form’ at the top of the page to complete the process.

Acceptable Forms of Evidence

Please note that a signed statement from yourself or your client is not an acceptable form of evidence. We do accept photos of documents taken using a mobile phone.

Acceptable evidence for the different subcategories is below. It should be clear from the evidence what the payment has been used for and on what date. 

Category	Acceptable evidence
Accessing Accommodation	a copy of the receipt provided by the landlord when the payment has been made and stating their name, the address of the property and the name of the client. If the landlord is registered with Companies House, the receipt should also include the company number.  OR  a copy of the signed page of the Tenancy Agreement. The tenancy agreement must be dated after we have paid the grant – a grant cannot be used to reimburse payments that have already been made.
Accessing Accommodation - removal costs	A copy of the receipt after the work has been paid for. The receipt must be dated after we have paid the grant – a grant cannot be used to reimburse payments that have already been made.
Accessing Accommodation - ID costs	A copy of the receipt when the application has been paid for.  If we have paid for ID with a cheque to a government agency, or have paid an accountant in bankruptcy, we can close the grant if the payment has been taken.
Preventing Eviction - Arrears grant	A written statement from the landlord advising that the amount has been received and that eviction has been prevented. This statement cannot be written by you if you made the original application. If a rent statement showing the amount credited is provided, you must also include a statement that the eviction has been prevented.
Preventing Eviction - deep cleaning or decluttering	A copy of the receipt after the work has been paid for. The receipt must be dated after we have paid the grant – a grant cannot be used to reimburse payments that have already been made.
Bankruptcy/Debt Relief Order	Copy of the email confirmation or letter showing the application fee has been paid.