Claiming your Capability R&D Grant
Claiming your Grant
Step 1 Determine the “end date” for your project from your R&D contract.
Step 2 If you need to apply for an extension of time to complete the project do so before the “end date”. Projects should take no longer
than 12 months to complete. To apply for an extension refer to the section on applying for an extension to your grant below.
Step 3 Pay all external R&D providers and all R&D related materials and consumables suppliers in full before you claim the grant.
Step 4 Complete the claim form and Final Report on your MSI online portal.
The grant claim documentation is prepared online on your Ministry of Science and Innovation portal. When you logon to your portal select the contract you wish to claim. Once you have selected the contract you wish to claim commence answering each of the questions. Remember that you will need to confirm the bank account details for the bank account into which you want the grant monies paid.
In the event the claim conditions are not met to the entire satisfaction of the Ministry of Science and Innovation by the due date, at the Ministry of Science and Innovation’s sole discretion the contract may be immediately terminated.
All the information below needs to be submitted as part of your claim:
Reports and Manage Contract
(a) Go to the "Reports and Manage Contracts" section of your portal for the active contract for which you wish to prepare a claim.
(b) To create a new report for the first time select "ADD".
(c) Then select the "reporting key" for your Contract ID.
Invoice Upload: External Costs
On your online portal you need to upload an invoice showing the full cost for each expert who worked on the project. Remember all the external costs must be paid in full before you can submit a claim. You need to declare that the invoices have been paid in full. If you have proof of payment, eg an image of bank statement showing payment made, please upload this. Invoices can be uploaded in pdf format.
Invoice Upload: Materials and Consumables Costs
On your online portal you need to include any materials and consumables costs not reflected in the expert invoices but paid by the company directly. Please upload these. These files can be uploaded in pdf format.
Invoice Upload: Company Invoice for Internal Costs
On your online portal you we advise you to submit a company invoice showing the internal project costs at the completion of the project. We advise clients to base this on the table in their original grant application called "Labour Costs: Calculation of Hourly Rates and Explanation of Overheads for Human Resources", which is in the Part 2 "Additional Information" section of your application. Applied Support Services can provide you with this table in excel format. The excel table should be updated to show the actual internal costs at the end of the project. In the table please include the following information:
• Internal staff resource names.
• Internal staff resource position in the company.
• Internal staff resource hourly rate/salary as per the submitted R&D grant application.
• Internal staff resource hours worked on the R&D project.
• Total hours * hourly rate for each staff internal resource.
• Total for the internal cost excluding GST.
• Materials and consumables costs itemised.
• GST added.
Save the excel file as a pdf and upload it on the portal.
Client Final Report on Project
On your online portal you need to prepare and submit a final report on the project. The report should include the following:
• Background - (summarise the project objectives)
• Technical achievements - (outline the technical achievement of the project and any problems or issues encountered)
• Next steps after the project (eg product development, certification; customer testing; sales and marketing)
Submit
When you have completed your report and uploaded all the invoices go to the "submit and manage report" section of of your portal. Select the "print/preview this application" option and generate a pdf before you submit the report and claim. When you are satisfied with your report select the "submit" option.
For help preparing your R&D claim documentation or to prepare an extension request contact us.
Applying for an Extension to your Grant
If you need to apply for an extension of time to complete the project do so before the “end date”. Projects should take no longer than 12 months to complete. Your application for an extension should be made in writing to your Regional Technology Partner. They will forward the request to the Ministry of Science and Innovation. In the event the claim conditions are not met to the entire satisfaction of the Ministry of Science and Innovation by the due date, at the Ministry of Science and Innovation’s sole discretion the contract may be immediately terminated.
Your extension request should include the following:
• Provide a reason for the request for the extension to your R&D contract.
• State how far the project has advanced.
• State the internal expenditure to date.
• State the external expenditure to date.
• Explain the market impact of the delay in the project.
• Given the delay - what is the likelihood of success of your project?
For help preparing your R&D claim documentation or to prepare an extension request contact us.
The Ministry of Science and Innovation may change these requirements from time to time. Clients are advised to contact the Ministry to ensure they meet the latest requirements.
This page was last updated on 20 July 2011
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