Phase 3b Public Sector Decarbonisation Scheme - Completing your project

Completing your project

This page provides information to help public sector bodies that have received a grant through Phase 3b of the Public Sector Decarbonisation Scheme through the completions process*. You will find key documents and guidance on the following:

  • Standard completion
  • Delayed completion
  • Delayed commissioning
  • Partial completion

*Please note: All projects should follow the standard completion process unless a reasonable request to extend the practical completion date is approved by us. 

Standard completion guidance

This guidance is for Phase 3b projects which will complete by the grant end date stated in your Grant Offer Letter*. Below is a step-by-step guide that should be followed with the support of your relationship manager, detailing the documentation and evidence to be gathered and submitted to us upon completion of your project. Further guidance is provided below to cover other completion scenarios.

*For multi-year projects with grant end date 31 March 2025, please refer to the ‘Requesting final 2023-24 payment’ webpage, since some of Step 1 below is applicable now in order to claim your grant allocation for this financial year.

You are viewing: Step 1

Step 1

Steps that may be possible now prior to practical completion

  • Send us evidence to support the closure of all outstanding conditions.
  • Identify any retention and, if so, the value and payment date.
  • Provide a first draft of the accruals forecast statement form by 15 February 2024 to forecast your accruals payment(s).
  • Submit a final version of the accruals forecast statement form by 15 March 2024.
  • Collecting final invoices for your project and preparing contractors to promptly invoice after completion of your Public Sector Decarbonisation Scheme-funded works.
Initiating the completion process
  • Submit a final monthly monitoring report, confirming the practical completion date and with the status of all measures listed in ‘Step 1 Measure Progress’ marked as ‘Commissioned’.
  • Submit a final application form with confirmed costs and energy savings figures by 29 March 2024.
  • Submit all completion documents listed below: 
  1. Boiler decommissioning certificates
  2. Photographic evidence of completed works
  3. Practical completion certificates
  4. Warranty certificates for each Public Sector Decarbonisation Scheme funded measure (or Operation & Maintenance manuals covering all installed equipment) 
Final payment request submission by 18 April 2024
  • Provide Schedule 5 payment request 
  • Submit final invoices 
  • Provide final statement of expenditure   
  • Submit invoices to evidence your like-for-like costs and client contribution to the project costs. This should be a minimum of 12% of the total project value.

Step 2

Grant recipient submits all completion documents to Salix

Step 3

Our team reviews documents and queries where more info is needed

Step 4

Salix requests funds from Department for Energy Security and Net Zero (formerly the Department for Business, Energy and Industrial Strategy)

Step 5

Grant recipient paid and remittance advice issued

Step 6

Grant recipient issued project closure letter detailing remaining information requests if applicable

End

Post-completion annual reporting

Once the project is completed, grant recipients will be asked to provide an annual monitoring report for the next three years to assess whether the Public Sector Decarbonisation Scheme-funded measures are achieving the expected outcomes. Grant recipients must also report when they have made the retention payments to their contractor, if applicable.

Guidance on other types of completion

Delayed completion guidance

The delayed completion guidance is to be used where projects are unable to complete fully by the grant end date, and the remaining works will be completed after this date using alternative funding. If your single year project is not expected to complete by 31 March 2024 we will require a letter signed by the Authorising Official by 14 March 2024 confirming the value and measures to be installed after the grant end date and confirming that alternative funding is available to complete the project. Please inform your relationship manager as soon as possible if you expect to complete after 31 March 2024. Any extension to the practical completion date is not guaranteed and requests will be approved on a case by case basis.

Delayed commissioning guidance

The delayed commissioning guidance is to be used where all physical installations are completed on site by the grant end date, but they are unable to be commissioned by this date because other factors, outside their control, will prevent them from doing so.

Partial completion guidance

The partial completion guidance is to be used where projects are unable to complete to the agreed scope. This would be due to either completing partial but carbon compliant projects or by incurring permitted costs that make the project non-compliant against the scheme carbon criteria, for example due to late cancellations. 

 

Guidance document download

Completions guidance webinar