Payment process

Payment process

Requesting funds from Salix  

To request funds for your Scotland’s Public Sector Heat Decarbonisation Fund project, you must submit a forecast of this claim in the ‘payment forecasting’ section of your monthly monitoring report (MMR) at the start of the payment period. This will usually fall on the 10th day of the month before.  

Example: To submit a payment claim to us on 25 July, you must forecast this in your MMR due no later than 10 June.   

This will ensure we have the funds in our account available to pay out to you (see monthly monitoring report and payment forecasting section for further details).   

Your Scotland’s Public Sector Heat Decarbonisation Fund grant can only be drawn down on an evidence-of-need basis. This means that works should have been completed on-site and have been invoiced for before making a payment claim. You cannot draw down the grant award in advance of incurring costs or works taking place on-site. Therefore, when submitting your monthly monitoring report forecast, please only forecast claims where you are confident you will have invoices by the claim submission deadline (please see timetable below for more details).  

Submitting a claim  

To submit a payment claim you must provide all of the following documents to your relationship manager:     

1. Statement of expenditure (SoE) & proof of payment  

This should be returned as both an excel document, and a PDF that has been signed by your authorising official. If you don’t have a signature that can be inserted before saving it as a PDF, your relationship manager can send it for signature via DocuSign.    

2. Invoices listed on the statement of expenditure 

When providing invoices please change the file names to the following format ‘three-digit number indicating order listed on statement of expenditure value in pounds and pence - invoice number/title of document.’ 

For example, ‘001. £3,000.00 - EVJ955 Sports Hall Design fees.’ 

Invoice descriptions should contain:  

• Reference to the project  
• The site where the works have taken place  
• The exact works which have been carried out    

3. Proof of payment listed on the statement of expenditure  

When providing proof of payment evidence, the file names should follow the following naming convention ‘proof of payment - three-digit number indicating order listed on SoE. Value in pounds and pence – invoice number/title of document.’ 

For example, ‘Proof of payment - 001. £3,000.00 - EVJ955 Sports Hall Design fees .’ 

4. Breakdown of works 

Please provide breakdown of works or valuation documents to accompany invoices and/ or proof of payment where the description on the evidence does not explicitly state the works being claimed for. 

5. Schedule 3 payment request form  

Signed by your authorising official, this must match the exact amount evidenced on the statement of expenditure.     

Statement of expenditure and Schedule 3 Payment Request form templates can be found below requested from your relationship manager.   

Please note your authorising official (who signed the Grant Offer Letter) can delegate responsibility for signing payment requests to someone else at your public sector body by emailing your relationship manager and confirming the contact details of the person they wish to fulfil this responsibility.