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Housing renewal assistance policy 2026 - 2030: 1. Introduction 11. Payment for completed work and completion timescale

11.1 Overview

The following conditions apply to ALL applications for financial assistance under this policy. The assistance will only be paid:

  • if the housing assistance works are completed within six months from the date of approval or such further period extended as agreed by the council following notification in writing (For statutory DFGs this period is 12 months),
  • if the works are carried out in accordance with the schedule of work/specifications set out in the formal approval or as varied with the written agreement of the council,
  • if the work has been carried out by the contractor(s) on whose quotation the assistance was based unless the council has given written agreement to the use of different contractor(s), 
  • if the works are executed to the reasonable satisfaction of the council and specified documentation is submitted. For example, electrical safety or gas certificates, 
  • if the council is provided with a bona fide invoice or receipt for payment of works, professional fees and other charges in an acceptable format. The invoice must contain sufficient detail for the council to identify in full the works carried out and the price charged and it must not be provided by the applicant or a member of his/her family, 
  • if the applicant has provided a signed undertaking as to future owner occupation or availability for letting where relevant.

11.2 Paying contractors

The council will normally only pay contractors (not applicants) for completed works.

The council has the right to make stage (interim / stage payments) should it consider that these are appropriate, typically only for large scale projects, for example an extension. The decision to make interim payments rests solely with the council. The council will not make interim payments that amount to more than 90% of the total value of the grant works.

Stage payments will only be made where the council is satisfied the value of the work completed exceeds the value claimed.

The council will not make advance payments in any situation.

11.3 Inspections

In some cases the council will need to inspect the works and it will seek to do this as promptly as possible. Contractors (and applicants) should contact the council to arrange this in good time and not leave this to the ‘last minute’. The council seeks to make payment within 30 days of receipt of a valid invoice and all relevant documentation. Note this is receipt of all documentation and not from date of the invoice and may depend upon whether an inspection of the works has been able to be undertaken. The council will not pay for works that it considers are unsatisfactory.

The council will determine whether it needs to inspect the works or not. This decision rests solely with the council. Where an inspection is required the applicant must allow relevant access to the property to enable it to take place.

The council will not normally inspect works until an applicant has also completed, or been given the opportunity to complete, a customer satisfaction form provided by their contractor.

11.4 Work variations and retentions

If the cost of the work varies because of changes agreed in writing to the schedule of work/specification the council may vary the amount of assistance payable. The applicant will receive written confirmation of the varied amount and a copy will be sent to the contractor for their information (usually by e-mail).

Circumstances where the amount of financial assistance will vary typically involve cases where unforeseen works arise such as the exposure of rotted timbers or excavation showing that drains need to be replaced or more substantial foundations are required.

Where assistance is payable but the works have not been executed to the satisfaction of the Council, the Council may withhold payment to the contractor.

11.5 Applicant contributions towards grant or related works

In some cases the grant (and in particular DFGs) that is approved does not cover the full cost of the works. This can occur in situations such as;

  1. Where, as a result of a Test of Resources, the applicant must make a contribution towards the cost of the works. The applicant must pay the difference to their contractor themselves and this is solely a private matter between contractor and applicant;
  2. Where the quotation submitted by the contractor is considered ‘high’ / excessive for the proposed works. The council has a right to consider what an appropriate cost for the proposed works is. In doing this we use a detailed schedule of rates that have been produced as a result of a major tendering activity. If the quotation is above the level at which the council considers is appropriate then the applicant will need to fund the difference. This is solely a private matter between contractor and applicant but we will make it clear to both parties at grant approval stage.

The council has no grants or other funding to help in either of the above situations and the applicant and contractor must agree how they are going to deal with paying the shortfall before the works start and it remains a private matter between the two parties (and not the council).

There are also situations where an applicant may ask their contractor to undertake works in addition to those that are being considered or eligible for grant assistance. This is solely a private matter between the applicant and their contractor. The council will not help with the cost of these additional works.