Making it easier and safer for people to travel actively is vital for increasing the number of everyday walking, wheeling, and cycling journeys.
This means ensuring that everyone, including those groups that are most vulnerable on the road, are adequately protected.
For example, children and young people.
Places for Everyone is working with partners across Scotland to ensure that the routes we deliver are accessible and intuitive for all ages and abilities.
The Walk Cycle Live Stirling project is an excellent example of how bold yet careful designs can be used to prioritise the needs of young Scots.
Routes to success
As the main connecting route between the city centre and university, Causewayhead has massively benefitted from accessible cycling infrastructure. Copyright: Sustrans, 2023.
Children and young people regularly make essential active journeys as part of their everyday lives.
From going to and from school to seeing friends and family, walking wheeling and cycling are the earliest available modes which allow children and young people to travel independently.
Currently under construction, the £9.5m Stirling project will soon deliver an extensive network of new walking, wheeling, and cycling links across the city.
This will not only facilitate more active journeys between residential areas, transport hubs, as well as retail and hospitality venues but also key destinations for education and learning.
Traffic-calming measures and landscaping improvements have made Albert Place a more welcoming and enjoyable place for all ages. Copyright: Sustrans, 2023.
Delivered in partnership with Stirling Council, Walk Cycle Live Stirling proposes to create two major routes:
Route one, dubbed the University route, will provide a safe and accessible route between Stirling Train station and the University of Stirling, taking in iconic landmarks like Old Stirling Bridge and the National Wallace Monument along the way.
Route two, the College Route, aims to bridge the gaps between Forth Valley College and the City Centre along Albert Place, Dumbarton Road and Raploch Road, passing under the impressive shadow of Stirling Castle.
The new segregated cycle lane along Dumbarton road helps keep young people safe from heavy traffic and encourages active journeys to and from Forth Valley College. Copyright: Sustrans, 2023.
Each of these strategic corridors has been designed to be largely segregated from the traffic via physical barriers, providing comfort and reassurance for all users.
Generational change
Healthier than other modes, travelling by bike is also often cheaper more affordable than public transport and private vehicle use.
Factors such as these are ones which young adults, in particular, benefit from.
Alex Avallone, a recent graduate from the University of Stirling, shared their thoughts on what the project could mean for current and prospective students in the years to come:
“I didn’t cycle when I was studying, mostly because the roads were too busy and I didn’t feel confident doing so. I took the bus or walked. Now, I hope a lot of people will think twice and choose to cycle instead”
Alex Avallone, Graduate, The University of Stirling
Katherine Henebry, Senior Grant Advisor at Sustrans, has been working on Walk Cycle Live Stirling throughout its construction, and has high hopes for its grand opening:
“After completion, children and young people can safely travel independently along two key corridors in Stirling. These routes are a new start for foundational memories to be made – on the journey to school, as well as in the broader exploration of their hometown’s rich history and environment. We’re so proud to have worked with Stirling Council to make these journeys a reality”
Katherine Henebry, Senior Grant Advisor, Sustrans
Due be complete by Summer 2024, Walk Cycle Live Stirling is set to connect communities in the city and surrounding areas through active travel in a major way. This will be particularly transformative for children and young people.
The project received £7.1m in funding from Places for Everyone, as well as £2.5m of Scottish Government investment from the City Region Deal and £258k from Stirling Council’s developer contributions allocation.
In November and December, Places for Everyone partners had the opportunity to attend a webinar and Q&A with Colleen Trousdale, Grant Manager and Nico Jensen, Project Accountant at Sustrans.
In the webinar, recorded below, Colleen provided a refresher on the financial guidance and processes updated in the summer.
In the summer, Transport Scotland (TS) and Sustrans agreed new reporting procedures for project partners receiving funding via Places for Everyone.
As such, all partners are now required to provide monthly financial updates via the project portal for all projects, due by the last working day of each month.
You will need to provide the following information:
A forecast of total project expenditure for the next 3 months
Actual spend-to-date for the current financial year for the whole project
A forecast of the grant claims to be submitted each quarter
Having a clear, detailed and accurate picture of project positions allows the PfE team to make quicker decisions on use of that budget in year, reallocating budget as appropriate (to allow further grant awards and/or change requests to be progressed) and giving assurance to TS that the full budgeted award will be spent within the year.
Support
To support you with this, the PfE team has produced guidance which is now available on the Sustrans Scotland.
You can also catch up on the previous webinar delivered on this topic, from 12 July 2023. This was also delivered by Nico Jensen, who introduced the guidance, provided more information on the process and answered questions from partners. This page includes a recording, slides, and responses to questions from attendees.
Thank you to all those who have continued to submit monthly financial information via the new portal system. If you have not done so, please bring your forecasting up to date as a matter of urgency.
As previously communicated, grants for 2023/24 cannot be accrued into 2024/25. Therefore, Places for Everyone must understand any need to carry forward grant by 31st October 2023, in order to request additional funds from the 2024/25 budget.
Should you incur an un-forecasted underspend in the current financial year (2023/24) and require additional funds in 2024/25, your request will only be considered once all other projects have received funding.
Concept and Design Funding
The application portal will be open for applications for funding towards Concept (Stages 0-2) and Design (Stages 3-4), for both new and existing projects, from the 29th November 2023.
Only Local Authorities, Regional Transport Partnerships and National Park Associations will be eligible to apply for funding towards new projects at this time; however existing projects being progressed by other organisations will continue to be supported and will be able to access funding for subsequent project stages.
The table below outlines the key dates for Decision Making Panels to be held in March and June 2024.
For existing projects, to ensure adequate time for final deliverables to be assessed and feedback provided, a prior deadline for submission for stage review has been set. This change will mean that the application for a continuation of funding will be greatly simplified, assuming all previous deliverables have been submitted to your Grant Advisor.
As with previous years, we are unable to publish an exact date for award of funding. However, we have aligned the assessment and decision-making process with when we expect to receive confirmation of funding from Transport Scotland and hope to be able to confirm the first wave of funding before Easter 2024.
Funding will continue to be awarded towards the same groups of stages. However, in line with recent communications from Transport Scotland, all funding will need to be spent by 31st March 2025. Funding for activities to complete the relevant stage group (Stages 2 or 4) in the 2025/26 financial year will, however, be awarded in principle.
Table of Decision Making Panels
Please note dates marked with an * have been altered due to our ongoing funding discussions with Transport Scotland. Dates may be subject to further change as our discussions progress. We’ll notify you as soon as any changes are confirmed.
2024
10th January
2024/25 Application Deadline (Round 1)
28th March*
Stages 3-4 Panel
March-April
Stages 3-4 Grant Awards Announced
10th April
Grant claim deadline for 2023/24 projects
15th April*
Open for 2024/25 Round 2 Applications (Stages 3-4 only. At this time, we do not expect to have another Stage 0-2 grant for funding this financial year)
19th April*
Deadline to submit deliverables for Stage Review for projects moving to Stages 3-4 (Round 2)
TBC*
Stages 0-2 Round 1 Grant Awards Announced
6th May*
2024/25 Application Deadline (Round 2)
24th June
Stages 3-4 Panel
TBC*
Stages 3-4 Grant Awards Announced
Dates have been updated in April 2024
Construction Funding
As part of the ongoing Transport Scotland Active Travel Transformation Project (ATTP), the award of new construction funding will be made directly by Transport Scotland from 2024/25 onwards. All new construction applications from Local Authorities, Regional Transport Partnerships and National Park Associations should now be directed to the ATTP Fund for 2024/25, more on which will be communicated once Transport Scotland has shared further information.
Organisations other than the above will be eligible to receive construction funding via Places for Everyone during 2024/25, decisions on which will be made on the basis of Extraordinary Decision Making Panels. If this applies to your project, please discuss this with your Grant Advisor and submit an outline request to PlacesForEveryone@Sustrans.org.uk, confirming when you expect to submit your final stage 4 deliverables for review.
Places for Everyone will continue to fund existing construction commitments and any existing commitments made in principle, through to completion.
Places for Everyone will continue to support change controls to existing commitments.
Increasing walking, wheeling, and cycling are all great ways improve physical and mental health.
However, active journeys are also a key part of the national response to the climate emergency, and our overall ambition to reach net zero carbon emissions.
Through Places for Everyone, Sustrans is working with partners all across Scotland to deliver safe and accessible active travel infrastructure.
This includes new connections linking up isolated rural communities as well as expansive city-wide networks to help people get where they need to go.
As part of this, we want to ensure that every one of our projects is delivered in as sustainable a way as possible to reduce our own carbon emissions.
So how can we do it?
Outlining the techniques
How we approach the design and procurement of construction materials during project delivery can have a big impact on our carbon output.
When delivering infrastructure, it is helpful to think about what we can avoid, what we switch to as an alternative, and also what we can improve in the process.
What to avoid
Reducing the need for new construction can significantly increase project sustainability.
This might mean finding different ways to meet your goals without building new infrastructure at all, or by simply making the most out of what already exists through reuse or repurposing.
This approach encourages us to think creatively and sustainably to minimize new constructions.
Utilising existing pathways: Before considering new constructions, explore if there are existing pathways that can be renovated or repurposed to suit the needs of the project. This might include old railway paths commonly used by the National Cycle Network, or old bridges that are no longer suitable for heavy vehicles but can carry lower loads.
Multi-purpose facilities: Rather than building new assets, we can design spaces that serve multiple purposes, thus reducing the overall need for new constructions.
Community Engagement: Engaging with the community can sometimes reveal alternatives and local insights that help in avoiding new constructions. For instance, local communities might propose efficient ways to repurpose existing assets that outsiders might not be aware of.
Forres Roysvale Park
In partnership with Moray Council, the Forres Roysvale Park project shows how excess road space can be used to implement sustainable drainage solutions. By narrowing the existing carriageway, a 3-metre-wide shared use path was introduced alongside tactical rain gardens. This not only provided a safe and direct link between Forres Academy and Applegrove primary and nearby residential areas, but also served to alleviate surface water issues.
Where to switch
Opting for alternatives without compromising on quality can result in major savings to your carbon footprint.
This might involve changing the project scope, redesigning the approach, choosing different materials, or technologies that are more eco-friendly.
Sustainable Materials: Using recycled or recovered materials can significantly reduce the carbon emissions associated with the production of new materials.
Low Carbon Technologies: Leveraging technologies that are more energy-efficient or that have a lower environmental impact, e.g., using electric plant vehicles used in construction.
Nature-Based Solutions: Taking advantage of nature-based solutions, like creating green corridors which not only facilitate active travel but also enhance biodiversity.
Permeable pavements: Using permeable pavements can aid in water management, reducing the need for separate drainage systems.
Loans to Troon Railway
In partnership with South Ayrshire Council and Ayrshire Roads Alliance, an all-new traffic-free route to join the settlements of Loans and Troon was completed in 2023. As well as providing a key active travel link, the Loans to Troon route is notable for being constructed from almost entirely recycled paving materials. This serves to create an affordable, long-lasting but also sustainable connection between key trip generators, such as Marr College and Troon train station.
How to improve
Increasing the sustainability of the materials being used for construction can sway the carbon output of a project significantly.
This can involve thinking about the longevity and durability of the materials being used and, ultimately, planning for its reuse or recycling.
Circular Economy Principles: Applying circular economy principles might mean designing assets that can be easily dismantled and the materials reused or recycled, thereby reducing waste.
Long-life, low maintenance materials: Reducing the need to maintain and increasing time before resurfacing is needed in the future will help reducing carbon emitted during the lifetime of an asset.
Native landscaping: Integrate local plants alongside paths. These require less water and maintenance, sequester carbon, and enhance the appeal of the path, encouraging more use.
Inclusive Design and Aesthetic Design: Ensuring the pathway is accessible to people of all ages and abilities not only promotes inclusivity but also encourages more people to use the pathway, potentially reducing carbon emissions from reduced car use. Making the pathway attractive, possibly through the inclusion of art installations or well-designed green spaces, can encourage more people to use it, fostering a sense of community while also reducing carbon emissions through reduced car usage.
Roseburn to Union Canal
With the City of Edinburgh Council, work is underway to link the Union Canal with the North Edinburgh Path Network via a new traffic-free route. Inaccessible areas of decaying shrubland will be restored via tree planting and community gardens. This not only delivers a valuable connection from north to south, but also a new green corridor.
The above guidelines have been categorised according to the PAS 2080 Carbon Management in Infrastructure standard, which supports organisations wanting to lower emissions from their construction activities.
In our major cities, this figure rises to 46% of households in Glasgow and Dundee, and 41% in Edinburgh.
So what can we do to give everyone in Scotland fairer choices in how they get around? And how are we supporting communities in moving towards lower carbon, healthier and happier journeys?
Convenient access to transport hubs plays a key role in how people choose to make everyday journeys. Credit: Sustrans (2023).
Increasing and improving the opportunities to walk, wheel and cycle for short, everyday journeys has a huge role to play.
But good, reliable public transport is vital for longer journeys to work, education, everyday amenities, and friends.
And most of these longer journeys already start and end with a walk, wheel or cycle to a stop or station.
With Scotland aiming to reduce car kilometres travelled by 20 per cent by 2030, we take a look at some of the ways we’re better connecting walking, wheeling and cycling with public transport across Scotland and making it easier to leave the car at home.
Stirling train station transformation
The regeneration of Stirling train station is a primary example of how access to train stations can be dramatically improved for walking, wheeling, and cycling.
More than 200 bike spaces a now available at Stirling station, including for cargo bikes and adapted cycles. Credit: Sustrans (2023).
With funding provided through Places for Everyone and working closely with ScotRail, the ambitious £5m Stirling Station Gateway project delivered a complete re-design of the station forecourt.
Completed in June 2023, major changes include widened footways, comfortable seating areas, landscaping works, as well as improved signage and wayfinding points.
Another key feature is the increased provision of secure covered cycle storage, offering more than 140 additional cycle parking spaces and increasing the total number of cycle spaces at the station to more than 200.
A large portion of the space required for these improvements was been created via changes to the carriageway and the reallocation of the taxi rank to an adjacent street.
Importantly, access for blue badge holders has been entirely retained at the station, with additional spaces even being provided.
Perhaps one of the biggest successes of the project, however, is how well it interconnects with the wider Walk Cycle Live Stirling project via segregated cycleways along Gooscroft Road.
Taken together, all this has helped transform the area from an unappealing vehicle-dominated environment to one which creates space for safer, and more accessible active travel options.
Bike spaces on Borders buses
Bike storage on the X62 service, serving the Tweed Valley and Scottish Borders.
The work which Sustrans delivered with Borders Buses highlights how public transport can assist cyclists in making longer journeys without having to leave the bike behind.
With the novel creation of bike storage spaces on board, the X62 service, which serves Tweed Valley and the Scottish Borders, was able to become a fully bike-friendly route.
This involved retrofitting bike storage onto buses so that every bus operating on the X62 route would have space for a minimum of two bikes.
It also involved a change in livery, marketing and promotional materials with the aim to increase the catchment area of the bus service.
The money Sustrans provided resulted in a fully bike-friendly bus service that runs from Edinburgh to the Scottish Borders. By making buses bike-friendly, they become accessible to more people.
Carole Patrick, Portfolio Director at Sustrans Scotland, Minister for Active Travel, Patrick Harvie MSP, City Convener for Transport Cllr. Angus Millar, and representatives from community organisations attend the South City Way celebration event.
The South City Way has hit a major milestone by reaching Glasgow city centre.
To mark the occasion, the 2.5km route was officially opened by the Minister for Active Travel and members of the community on the 6 July 2023.
The fully-segregated, two-way cycle path has provided a high quality, direct and safe link between Glasgow’s southside and the city centre.
It’s making it easier than ever for more people in the area to leave the car at home and make healthier and happier everyday journeys.
The route is also expected to benefit trade through improved access to the area.
The project was made possible by over £3.5 million of funding from the Scottish Government through Sustrans Scotland’s Places for Everyone/Community Links PLUS programme.
Glasgow City Council used their own funding as a partial match, bringing the project total to around £7m.
Construction work started on the project in December 2017 and was completed up to the Clyde in June 2023.
What is the South City Way?
The new segregated route has created a vital and accessible active travel link for local communities.
The South City Way has connected key destinations such as hospitals and medical centres, parks, businesses, academic institutions and places of worship along the cycling corridor.
The project has also improved access to public transport in the area.
To make it safer and easier to walk and wheel, pavements have been resurfaced along large parts of the route, with new crossing points installed, existing crossings improved and traffic speeds slowed through the addition of raised tables on side roads.
These changes will make everyday walking, wheeling and cycling journeys safer, easier and more convenient for everyone.
This opens up the possibility of longer trips heading east from Glasgow to Uddingston, East Kilbride and Rutherglen, and west to Clydebank, Bowling, Dumbarton, Loch Lomond and the Trossachs.
The South City Way has connected key destinations such as hospitals and medical centres, parks, businesses, academic institutions and places of worship along the cycling corridor. Credit: Sustrans/McAteer Photography
An innovative approach to active travel infrastructure
These were the first protected junctions trialled in Scotland.
Protected junctions are road junctions that separate people travelling on foot, by cycle, and in vehicles.
The trial was successful, with our Research and Monitoring Unit finding that between March 2019 and September 2021, the total cycle traffic through the junctions almost doubled.
More than 935,000 cycle journeys have now been recorded on Glasgow’s South City Way cycle route in the past two years.
A project with community at its heart
The South City Way is about much more than the new connection to the city centre.
Businesses, community organisations and individuals have been at the heart of the project from the outset.
The creation of a Community Projects Trail featuring murals, bike locking facilities, planters and much more was supported by the South City Way Small Grants Fund and led by local groups.
This has helped make the active travel corridor an attractive, inclusive and welcoming space for everyone.
Representatives from the Hidden Gardens, Govanhill Baths Trust, Bike for Good, South Seeds and Crossroads Youth and Community Association joined the Minister for Active Travel, Patrick Harvie MSP, and officials from Glasgow City Council and Sustrans Scotland to celebrate the South City Way launch event on 6 July.
Businesses, community organisations and individuals have been at the heart of the project from the outset. Credit: Sustrans/McAteer Photography
A cause for celebration
Speaking ahead of the event, Minister for Active Travel, Patrick Harvie MSP, said:
“I’m pleased to welcome the completion of the South City Way to Glasgow City centre.
We will soon see over a million cycle journeys on this new active travel corridor, which is yet another example of segregated infrastructure making it easier for people to walk, wheel and cycle for everyday journeys.
With the eyes of the world on Scotland for the first ever UCI 2023 Cycling World Championships, it’s schemes like this which demonstrate the shared intent of Government and Local Authorities to make cycling safer and more convenient as a means of everyday transport.
For our health, wellbeing and environment, our ambition to deliver more infrastructure like this, right across the country, has never been higher.
That’s why the Scottish Government has committed to spending at least £320 million, or 10% of the total transport budget, on active travel by 2024‑25.”
Patrick Harvie MSP, Minister for Active Travel
Councillor Angus Millar highlighted the newly released cycle journey figures as clear evidence of the demand for improved cycling infrastructure in Glasgow:
“It’s great to see the difference the South City Way is making to cycling in the southside area of Glasgow.
The cycle journey figures are remarkable and show without doubt that people want to get about Glasgow more sustainably when infrastructure is available for them to do so.
Now that the South City Way has reached the city centre, I am confident the number of people cycling on the route will continue to grow.
Concerns about safety are the number one barrier to cycling and our work to ensure safe, segregated routes in all areas of Glasgow will support more people to choose cycling for everyday journeys across the city.
We will continue to work closely with the Scottish Government, Sustrans and communities across Glasgow as we deliver our commitment to create a comprehensive City Network for active travel over the course of the decade.”
Cllr Angus Millar, Glasgow City Council
Carole Patrick, Portfolio Director for Sustrans Scotland, added:
“The South City Way is about so much more than the new safe and direct connection to the city centre.
Working in partnership with Glasgow City Council through our Scottish Government-funded Places for Everyone programme, we are so proud of the fact that local communities have been at the heart of the project.
Businesses, community organisations and individuals have really embraced the opportunities for the southside.
The community-led projects supported by the Small Grants Fund have had such a powerful impact in making the South City Way corridor an attractive, inclusive and welcoming space for everyone.
Putting communities at the heart of projects and investing in safe, high-quality infrastructure which makes it easier to leave the car at home and walk, wheel or cycling for everyday journeys is a winning combination.
Monitoring in 2019 and 2021, before and after the innovative protected junctions were installed, recorded a 100% increase in cycling journeys – and recent sensor figures show that the South City Way is supporting and encouraging more and more people to make healthier and happier journey choices.
“We look forward to continuing to work with our partners at Glasgow City Council and the Scottish Government to build on the success of the South City Way and make it easier for even more people to walk, wheel and cycle.”
A community-led design project to transform a busy area of Dundee into a more valuable and attractive space to travel through and spend time in is now complete.
The permanent pocket park on Craigie Street. Image: Sustrans Scotland
The Stobswell Forum community group has worked in partnership with Sustrans Scotland, Dundee City Council and Scottish Water to design and install permanent enhancements on five routes off Albert Street.
The team effort means there is now better signage and wayfinding links to benefit those living, working and travelling through the district.
Area brought to life
Residents and visitors can now enjoy an incredible mural of artist and suffragette Ethel Moorhead by Alloa artist Michael Corr on Langlands Street.
Painted paving, a new bench made from climate-friendly materials and cycle parking have also been installed on the busy route.
Craigie Street has been transformed through the installation of a permanent pocket park which features rain gardens and new street furniture including a tree planter and a mural by the Wellcome Centre for Anti-Infectives Research at the University of Dundee.
Rain gardens have also been installed on both Balmore Street and Arthurstone Terrace.
A mural of artist and suffragette Ethel Moorhead by Alloa artist Michael Corr has been installed on Langlands Street.
Increased accessibility
Accessibility for those using the informal crossings on these streets as well as Park Avenue has been improved by the installation of tactile surfaces.
Craigie Street has been resurfaced, with dropped kerbs installed to increase accessibility.
Accessibility for those using Balmore Street is improved by the installation of tactile surfaces.
Putting people at the heart of decisions on local spaces
Robin Burns, Project Lead, Co-Design, for Sustrans Scotland, said:
“We are very pleased to see work complete on this exciting project delivered in partnership with the local community, Stobswell Forum, Dundee City Council and Scottish Water.
“The changes brought about by the local community will enable residents and visitors to the area to travel actively while accessing key services and calm, green and vibrant spaces.
“Seeing these changes happen highlights the value of putting people at the heart of decisions on their local spaces.
“We hope Michael Corr’s mural of Ethel Moorhead will encourage more visitors to Stobswell and that the installations make it safer and easier for more people to walk, wheel and cycle through this dynamic part of the city.”
Langlands Street has been upgraded with painted paving, a new bench made from climate-friendly materials and cycle parking.
Mark Flynn, convener of Dundee City Council’s city development committee, said:
“We have always been keen to ensure that communities across the city are strong and make their own unique contribution to creating a greener city.
“Projects such as this one demonstrate that people in Stobswell feel empowered, safe and proud to live there.”
Stobswell Forum Chair, Colin Clement, said:
“The Stobswell Forum see positive physical change to the lived environment as one of the keys to delivering increased wellbeing across the neighbourhood and the Albert Street shopping centre is central to that.
“Local residents have proven that they want change and the Stobswell Forum working along with our partners are determined to deliver that change for the community.”
Project partners pictured at Craigie Street pocket park in Stobswell, Dundee.
Transport Scotland (TS) recently wrote to project partners regarding the current financial climate and expectations for reporting on those receiving funding via Places for Everyone.
As such, all partners are now required to provide monthly financial updates via the project portal for all projects, due by the end of the 3rd week of each month.
You will need to provide the following information:
A forecast of total project expenditure for the next 3 months
Actual spend-to-date for the current financial year for the whole project
A forecast of the grant claims to be submitted each quarter
Having a clear, detailed and accurate picture of project positions allows the PfE team to make quicker decisions on use of that budget in year, reallocating budget as appropriate (to allow further grant awards and/or change requests to be progressed) and giving assurance to TS that the full budgeted award will be spent within the year.
Support
To support you with this, the PfE team has produced guidance which is now available on the Sustrans Scotland.
You can also catch up on this short webinar recording. We heard from Nico Jensen, Project Accountant at Sustrans, who introduced the guidance, provided more information on the process and answered questions from partners.
Q: In order to have an accurate number against the forecasts, what do you suggest for Local Authorities who experience delays with spend?
Each organisation has their own internal financial processes and we understand the timings may not be ideal for everyone. As we are mostly asking for forecasts, we suggest you provide your best estimation given the information you have available at that time.
Q: What day of the month do we need to submit the forecasts and the actuals to meet your reporting deadlines?
Partners will receive a reminder each month (on the 1st and 3rd weeks of the month) and the deadline for this will be the last day of the month, and this will be done one month in arrears.
So, for example, we are currently in July, and you would fill in the actual spend from April, May and June (Q1) and the forecasts for July, August and September (Q2), by the last day in July.
Q: While my forecast may have information for the three months, if we do not spend within the quarterly claim, does that have any impact and what are the consequences for any over or under spend?
We are working on extending the thresholds on the portal so that it picks up claims that were submitted maybe two weeks after the quarter ends. We’ll come back to you on once finalised.
Q: What is the impact or what is the monitoring process and the reason for the three month spend profile?
These are both monitoring tools and will be used to manage information and support our decision making. While we expect the three months spend to be aligned with the quarterly claims, they wouldn’t always be the same of course. And, the claims that you forecast won’t always match the actual claims that you submit.
The idea is for us to have an insight on when you think you’ll be submitting claims and a ballpark figure of what those claims are going to be, so that we know when we must make payments and when money is going to be out the door. If some projects are delayed or going to be claimed later in the year, that will allow us to fund other projects earlier in the year. There aren’t really any hard implications on this, it’s just a tool for us to have a better way to track project finances.
Q: Can we still complete quarter one spend, or is it blanked out at the moment?
At the moment, it is greyed out. It should include your claims that you submitted before the end of June. We are working with our development team so that it also includes any claims that were submitted a week or two after the June close, so that it aligns better with what your claims were.
Q: Is the forecast for the following month, or the project as a whole?
The spend forecast is three months in advance. For example, in July, you would forecast July, August and September. For the claims, we are asking for the whole year, but on a quarterly basis, not a monthly basis.
Q: Will the actual and projected spend include partnership funding as separate figures from Sustrans funding?
For spend, we ask you to submit anything that you are spending on the project, either from Sustrans or other funding you may have. We just need to have an indication of how the project is spending basically.
Q: When you say ‘Spend’, you mean invoices and internal costs that appear on ledgers etc. You’re not talking about level of effort, earned value type things. You’re just talking about actual invoices received – is that fair?
Yes, that is correct.
Q: Every month our cost consultant produces interim certificates for us. Is it good enough to show issue the interim certificate which basically shows the money that’s been passed on to the contractor. Is that the sort of evidence you’re looking for?
Yes, but at the same time, we are not asking for evidence here. We just need a flat number – the evidence will need to be submitted when you claim, as always. Here, we are just asking for your actual spend as a number, or the forecast of what you think you will spend. There is no need to submit any documentation to back up your spend. When you submit claims, you will be asked to provide the relevant information as always.
Q: If we’re claiming staff time, should these be included within the monthly and quarterly returns?
Yes. Anything that you would normally claim, please include on the spend.
Q: How does it work in Q4 then? We might only get our valuations at the end of quarter, but Sustrans usually have a cut-off point at some point towards the end of Q4.
Please submit your expectations for what you will claim in Q4 (normally will be the remainder of your award). When claims are submitted, they will override anything that you submitted in your forecast. As we approach the end of the year, new quarters will appear for the first few quarters of the new year, and you can input your expectations to claim there. If you think you’ll need to move funds, put those in the following quarters, but still do submit your change control as usual, as that is the formal process for you to change your award.
Q: With the spend profile, what do we if there is an underspend? Do we pass it on to the next quarter, or does it go into minus?
We ask you to realign anything within that financial year. If you underspend, please input the actuals of your spend, and move the spend forward if you think you’ll use it in another month.
Q: I learn by doing. Will I have the opportunity to play about with the spend and claim profiles in draft form in the portal?
We are working on this on a phased period, and don’t expect everyone to pick it up straight away. The idea is to start using it, try it out, see how it goes, and direct any questions or feedback to your Grant Advisor in the first instance.
Q: Given that we haven’t yet received our Sustrans funding award letters, are you expecting us to submit these profiles as of July?
Please check with your Grant Advisor. In some cases, some projects have funds that remain from last year and what you’re expecting is approval to move it onto this year. In those cases, please do start submitting your expectations on claim and spend. But if it is a new award that you requested, please wait until that’s approved.
ArtRoots, supported by funding from the Scottish Government through Sustrans, works in partnership with local community groups to make artistic and aesthetic improvements in conjunction with PfE infrastructure projects in Scotland.
Do you have a PfE infrastructure project that could benefit from some artistic input?
Think about your project, is it community-led?
Are you a community organisation? To process an application we would need to see: 1. A signed constitution and 2. the required number of board members in accordance with your constitution.
Do you think that the inclusion of an artwork could help the local community to become more interested in the project?
Will an artwork such as a mural, sculpture or decorative seating for example encourage your local community to walk, wheel or cycle along your new path?
Find out more about the ArtRoots to see how your project could benefit and download the guidelines and application forms below
