GUIDANCE FOR APPLICANTS Your project costs for Smart applications July 2013 GFA Your project costs for Smart applications V7 Page 1
Introduction This document is intended for use with your Smart Application Competition Guidance. It covers the following : 1. Eligible project costs: What you can claim as eligible costs for the project? 2. Costs which are not eligible for funding 3. Smart Project finance forms 4. Additional guidance for start-up companies and new sole traders 1. Eligible project costs: What can you claim as eligible costs for the project? There are a range of costs that the Technology Strategy Board is prepared to support as your eligible project costs. These are described in the table below. The estimates of the costs that you use to complete your finance forms must be the total costs for your project and will include costs for all activities that are involved in your project. Please Note: If you wish to include revenue generation activities as part of your development cycle, then to comply with the EU state aid requirements, any revenue that is generated by your project must be used to offset your project costs against which grant can be claimed. Eligible Costs For a cost within your project to be eligible for funding it must: be incurred and paid between your project start and end dates. meet the eligibility criteria in the categories listed below. The Technology Strategy Board pays your grant on the basis of audited actual eligible costs. These costs must be incurred and paid between your project start and end dates. Labour Costs You may claim the labour costs of all individuals working directly on your project. On your finance form, list the total man-days worked by all personnel working directly on your project and briefly describe their role. The costs that you can include in your labour costs (based upon your PAYE records) are; gross salary, NI, company pension contribution, life insurance or other non-discretionary package costs. Please note that discretionary bonuses or performance related payments of any kind are not eligible. Where an employee is part time, their costs should be entered as full time equivalent. Your eligible labour costs will be on the basis of salary amounts actually incurred and paid. You therefore cannot include any form of inkind/goodwill contribution by staff members or costs relating to profit related pay, dividends, shares, share options, royalties or similar remuneration methods. For example, companies that pay Directors a salary of 7k and use dividend payments for the remainder of the remuneration package (for personal tax liability reasons) can only include a GFA Your project costs for Smart applications V7 Page 2
daily labour rate based on the 7k salary. The total number of working days per year for the organisation is based on full time working days per year less standard holiday allowance. Sick days, waiting time, training days and non-productive time are not eligible as part of the calculation. Overheads A threshold has been imposed to cap the daily labour rate of 386 for Sole Traders and Partnerships. This is equivalent to profits of 85,000 per person. Overheads proportional to the project are eligible. Your overhead rate is calculated as Total Overhead Costs divided by (Total Payroll Costs less Administration/Support Staff Costs). This percentage is then applied to your Labour Costs incurred directly in your project. Complete the table to calculate the number of working days in each year. This is used to automatically calculate the day rate for each given salary. For each individual within the project provide their labour cost and the total number of days they will work on the project. The cost is automatically calculated. If there is more than one individual on the same pay grade, indicate the number of staff and sum the total days worked by all staff on that rate. Three methods of declaring overheads are available. You can select one option: 1. select a flat rate with no further calculation 2. complete the Overhead Rate worksheet or 3. provide your own detailed explanation on this worksheet. If you choose the flat rate, you need do nothing else. If you choose to use your own calculation, you must provide equivalent detail to that used in the Overhead Rate worksheet such that the Technology Strategy Board can check the eligibility and appropriateness of all costs included in the calculation. Note that if previously agreed overheads rates are quoted (from previous TSB projects), you must still describe the methodology and include references to the previous project(s). There is no guarantee that historic rates will be acceptable as these will be subject to review. The bullet points below list the main items that you should note when calculating your overhead percentage. Board and Senior Management Salaries and Fees (based upon PAYE costs rather than package costs) should relate to the executive function of the organisation (e.g. Board of Directors). You should only include senior staff members that are purely strategic or administrative in function NOT income generating, productive or customer facing/selling. You should NOT include production, R&D, distribution/supply chain, selling or marketing senior staff. Administrative support functions include HR, finance, IT, site services and any other administrative support activities. You should NOT include income generating functions or related functions such as production departments, R&D, quality control/assurance, engineering, distribution/supply chain, selling or marketing. GFA Your project costs for Smart applications V7 Page 3
Other Support Staff costs should only relate to staff included in overhead. Bonuses, awards, profit related pay, company car expenses and any discretionary benefits to staff are ineligible. General travel and subsistence should only relate to staff included in overhead. Sales, Marketing and Account Management costs are ineligible. Entertainment and hospitality costs are ineligible. Patent maintenance costs are eligible but should NOT include new filings and search fees in new territories or costs relating to Trademarks. General, site and utility costs should be relevant to administrative facilities NOT operational/production facilities. Non-productive time or waiting time between projects is ineligible. Materials Consumed Capital usage Sub-contracts, Consultancy Fees (including Fees for Trial and Testing) There is an overhead calculator for sole traders that is based on the Self assessment income tax return for self employed. Overhead rules are slightly different for sole traders or partnerships as most costs should be specific to your project. The cost of materials to be consumed directly on your project are eligible costs, providing that they are not already included in the overheads and are purchased from third parties. If material has a residual/resale value at the end of your project, costs should be reduced accordingly. Software that you have purchased specifically for use during your project should be included in materials. However if you already own software which will be used in the project,, only additional costs incurred & paid between the start and end of your project will be eligible. Examples of costs that may be eligible are those related to the preparation of disks, manuals, installation, training or customisation. Costs should be split between their component parts and allocated to the appropriate cost category. Capital usage refers to an asset utilised by your planned project, which has a useful life of more than one year, is stand-alone, distinct and moveable. You should provide details of capital equipment and tools to be bought or consumed on your project. You should calculate a usage value by taking the purchase cost (or net present value at the start of your project, if the equipment is already owned) less it s expected residual value at the end of your project. This value is then multiplied by the percentage that your project will be utilising the equipment. This final value represents the eligible cost to your project. Sub Contract costs relate to work carried out by third party organisations that are not part of your project. You may sub contract work that is essential to the success of your project where it would not be cost-effective to develop in-house skills for your project. Sub contract services supplied by associated companies should exclude any profit element and be charged at cost. You should name the subcontractor (where known) and describe what the GFA Your project costs for Smart applications V7 Page 4
Travel and Subsistence Other Costs subcontractor will be doing and where the work will be undertaken. We will look at the size of this contribution when assessing eligibility and level of support. You should only include reasonable costs that are justified and will be incurred exclusively for the progression of your research project. Details and purpose for the expenditure, including number of staff attending, must be given. Other Costs can be used for eligible costs which are not included in the above sections. Each type of cost that you include in this section should be described in the application form as to what it is, why it is eligible and so included in the costs of the project. Examples may include: Training Costs These costs are eligible for support where they are specific to and necessary for your project. The Technology Strategy Board may consider support for management training specific to your project but will not support ongoing training. Preparation of Technical Report(s) For example, where the main objective of your project is the support of standards or technology transfer. You should demonstrate how this report is above and beyond what would normally be produced through good project management. Market Assessment There is some scope for support of market assessments studies in order to more fully understand the applicability of your projects results to the intended market and to help steer your project towards exploitable ends. Market research as a promotional tool is ineligible. Licensing in New Technologies Exceptionally, the Technology Strategy Board may consider support where it makes sense to do so, for example, to avoid reinventing the wheel. Where imported technology makes up a large part of your project (where technology is valued at more than 100,000) then it will be expected that there is development of that technology as part of your project. Patent filing costs for NEW IP generated by your project are only allowable for SMEs and limited to 5,000 per project. These should not include legal costs relating to the filing or trademark related expenditure as these are deemed to be marketing/exploitation costs. Regulatory compliance costs are eligible if necessary to carry out your project. 2. Costs which are not eligible for funding The following costs are ineligible and should be excluded from any part of your project costs and any overhead calculations: Input VAT; Interest charges, bad debts, profits, advertising, entertaining; Hire purchase interest and any associated service charges; GFA Your project costs for Smart applications V7 Page 5
Production, R&D, quality control/assurance, engineering, distribution, supply chain or selling costs or activities; Advertising and marketing costs or activities; Entertainment and hospitality costs; Profit earned by a subsidiary or by an associate undertaking work sub-contracted out under your project; Inflation and contingency allowances; The value of existing assets such as IPR (not developed as part of this project), data, software programmes and other exploitable assets that any of the collaborators contribute towards your project; Project audit or legal costs. The legal costs of setting up your project or the collaboration and costs associated in conducting audits, accountant s reports or making grant claims; Any of the remaining 20% of FEC costs from academic collaborators; Sick days, waiting time and non-productive time; Bonuses, awards, profit related pay, company car expenses and any discretionary benefits to staff. Project audit fees 3. Smart Project finance forms How to complete your Smart finance forms The finance forms are Excel spreadsheets and must not be altered in any way in order that we can process them within our systems to calculate your grant. The spreadsheets contain formulae that will assist you with your own calculations and which also check and confirm when you have completed each individual section. There are two types of Smart finance form a. A simple one page sheet for Proof of Market applications which require a short but comprehensive breakdown of your eligible project costs for a proof of market project. b. A form for Proof of Concept and Development of Prototype applications. This form has a tab for each category of project cost, in line with the table below. Excel Worksheet Tab Guidance and Form Status Labour Costs Overhead Rate Material Costs Capital Usage Sub Contract Costs Travel & Subsistence Costs Description and Guidance This worksheet is designed to assist you in showing the status of the completion of the form. As you complete each form, it will calculate the status. When all sub headings are showing as Complete, the Major Heading will also show as Complete and you are ready to submit your form. GFA Your project costs for Smart applications V7 Page 6
Other Costs Project Costs Summary The costs entered throughout your spreadsheet are automatically picked up in this worksheet. Using these costs you should estimate how your costs will be spent across the financial year(s) of your project. Provide the amount of grant assistance sought from the Technology Strategy Board. This figure should not include any amounts sought from other sources. 4. Additional Guidance for Start-up companies and new Sole Traders Eligible costs for start-up companies and new sole traders are based on the standard cost headings with the same rules of eligible and in-eligible costs that are set out for all other business participants in section 18 above. The following additional guidance is intended to assist you in calculating your labour rate and overhead figures if you do not have a trading history on which to base your calculations. 4.1 Labour rate calculation Sole Traders and Partnerships Labour costs are normally calculated on a basis of salary. For sole traders and partnerships, the salary equivalent is usually the distribution of annual profits. The labour rate is calculated at the time of application from the previous year s profit and loss account and is then fixed for the duration of the project. The labour rate is simply the total revenue for that year minus the business costs using the standard HM Customs and Revenue rules for calculating taxable income. To calculate a daily labour rate, the annual profit should be divided by 220. Profits for partnerships should be divided by the number of partners using the same ratios as are used for income tax to calculate individual labour rates. Examples: If revenue for a sole trader was 75k, and costs including T&S, overheads, capital allowances and expenses was 25k. Profit was therefore 50k. Dividing by 220 gives a daily rate of 227. If revenue for a partnership of 2 was 170k, and costs including T&S, overheads, capital allowances and expenses was 50k. Profit was therefore 120k. This divided equally between the partners giving an income of 60k each. Dividing this by 220 gives a daily rate of 273. A threshold has been imposed to cap the daily labour rate of 386. This is equivalent to profits of 85,000 per person. If you do not have figures from the previous 12 months to make these calculations, you should show how you have estimated your costs and arrived at the daily labour rate you have used for this project. GFA Your project costs for Smart applications V7 Page 7
Start-up Companies Labour costs must be on the basis of salary amounts actually incurred and paid, and cannot include any form or in-kind/goodwill contribution by staff members or costs relating to profit related pay, dividends, shares, share options, royalties or similar remuneration methods, as described in section 18 above. 4.2 Overhead rate calculation all new start-ups Overheads can be applied as a percentage to the direct labour costs calculated for the project. The overhead percentage is calculated by dividing the eligible business costs by the profits (plus any employee labour costs). The figures used should come from the previous year s profit and loss account. If you do not have previous year s figures, you should show how you have estimated the overhead rate that you have used for this project. Complete the table to calculate the number of working days in each year. This is used to automatically calculate the day rate for each given salary. For each individual within the project, you should provide their labour cost and the total number of days they will work on the project. The cost is automatically calculated. If there is more than one individual on the same pay grade, indicate the number of staff and sum the total days worked by all staff on that rate. Three methods of declaring overheads are available. You can select one option: 1. select a flat rate of 20% of labour costs with no further calculation 2. complete the Overhead Rate worksheet or 3. provide your own detailed explanation on the Smart finance form Overheads worksheet. If you choose the flat rate, you need do nothing else. If you choose to use your own calculation, you must provide equivalent detail to that used in the Overhead Rate worksheet such that the Technology Strategy Board can check the eligibility and appropriateness of all costs included in the calculation. Note that if previously agreed overheads rates are quoted (from previous TSB projects), you must still describe the methodology and include references to the previous project(s). There is no guarantee that historic rates will be acceptable as these will be subject to review. GFA Your project costs for Smart applications V7 Page 8