Stage 1 - Propose a project
Start by reading the 2015/16 allocation briefing note for risk management authorities. It gives you an overview of how to submit a project to the FCRM programme this year.
To submit a project, you’ll need to complete an FCRM1 - Medium Term Plan (MTP) form. This is your plan for the flood and coastal erosion risk management work you are going to do. Note that the submission date is earlier than previous years. Your local Environment Agency team can tell you when you need to submit your MTP to them.
You can fill in the FCRM 1 - Medium Term Plan (MTP) form manually or you can use the new Project Proposal tool. Both are available to download along with the guidance on how to submit a project.
The amount of government funding we can allocate to your project depends on the public benefit it provides. Benefits include reducing flood risk to households or creating habitat for wildlife. You’ll need to use the Partnership Funding calculator tool and guidance note to determine how much FCRM GiA funding your project is eligible for. You will need to find contributions from other sources to cover any gap in funding.
Download the Partnership Funding calculator and guidance:
If you need further help, contact your local Environment Agency team. If you are unsure who this is for your area, call our National Customer Contact Centre (NCCC) 08708 500250.
Stage 2 - Getting technical
The next thing you need to do is get your work technically approved. The forms you need to complete for studies and strategies are different to the forms for schemes. Make sure you use the correct documents.
FCERM Studies and Strategies - (FCERM 7)
Complete an approval form – FCERM7 for preliminary studies including as much information as you can about the proposed works. Send it back to the Area Flood and Coastal Erosion Risk Manager (AFCRM) who will review and approve the technical aspects of the work. If the application is rejected you should contact your Area Flood and Coastal Risk Manger to discuss possible actions.
When preparing your application and submitting for approval we suggest you check:
- Project allocation available on MTP
- Any other contributions such as local levy
FCERM Schemes – (FCERM 2)
Use the project appraisal report (PAR) template which has the FCERM 2 embedded within it for approval. If you use another PAR template which does not have the FCERM 2 embedded, you will need to complete the application for funding (FCERM 2) separately and send both documents to your Area Flood and Coastal Erosion Risk Manager.
- Project allocation available on MTP
- Project appraisal report template (PAR)
- FCERM2 – FCERM schemes application for grant (if your PAR has not contain it)
FCERM Coastal Erosion Work – (CPA1 & CPA2)
Maritime local authorities, who have coastal erosion responsibilities under the Coast Protection Act 1949, should use the appraisal guidance. You should complete CPA1 and CPA2 together with the PAR and send to your Area Flood and Coastal Erosion Risk Manager for approval. Project allocation availability can be found on the Medium Term Plan (MTP).
Stage 3 – Getting financial approval
Once the work has been technically approved it will be sent to the Capital Grants Administration Team who will obtain financial approval.
Who financially approves the project?
The approval route for studies, strategies and projects depends on the value of the application. If it is more than £100m it goes to Defra and Treasury for approval. If it less than £100m it is approved within the Environment Agency.
How do you know it’s approved?
You will receive an approval letter from your Area Flood and Coastal Erosion Risk manager and a grant approval number. You are unable to claim money until you have this number.
What to do if there is an emergency project
Talk to your Area Flood and Coastal Erosion Risk Manager as soon as possible as it requires Head of FCERM and Business Finance approval.
Stage 4 - Claiming the approved funding
Once you have your grant approval number you can claim your funding.
To claim funding you will need to complete an FCERM 3 interim payment form. Please send this form to the Grant Administration Team:
Stage 5 - Once your project is under way
What if there are financial changes during my study or project? (FCERM 4)
Let your Area Flood and Coastal Erosion Risk Manager know as soon as possible. Complete a variation order FCERM4 and send it to the Area Flood and Coastal Erosion Risk Manager for approval.
You need to let us know about your anticipated claims across the year. This will help us make the most of the funding we receive from Defra. Use the FCERM 6 form, which will need to be sent to your Area Flood and Coastal Erosion Risk Manager and then on to your Grant Administration Team for reference.
Stage 6 - My project is complete. What next? (FCERM 8)
You need to complete a project closure report. This helps us to identify lessons learnt and possible candidates for a more detailed post project evaluation. Send the project close report – FCERM 8, to your Area Flood and Coastal Risk manager within 6 months from the end of the project.
The last thing you have to do is complete a final statement of account (FCERM 5). This needs to be sent to the Grant Administration Team for financial review within 2 years of the end of the project. You do not need to send the form to the Audit Commission for auditing.
If necessary, use an FCERM 5A for land purchase and compensation costs after filing the FCERM5.
• FCERM capital grant process map
For questions regarding FCERM Grant in Aid and Final Accounts please contact the Grant Administration Team.
Grant Administration Team
Terms and conditions
We are responsible for the approval and payment of FCERM GiA Capital Grant. We have produced the Grant Memorandum which sets out the terms and conditions we must comply with when deciding whether to fund studies and projects. The current new scheme should comply with the latest grant memorandum. The previous versions are for those projects which were approved on that particular year.