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(a) Specify expenses incurred from the beginning of the relevant financial year to the end of the month to which the statement relates.

(b) Detail expenses by budget item, shown as a percentage of the Board's total budget.

(3) The statement shall be sent to the Minister.

13. Support for domestic industry in purchasing - Each Board shall follow the Government's public sector agencies purchasing requirements.

SCHEDULE

Clause 4(e)

BUSINESS DEVELOPMENT PROGRAMME SCHEMES

1. FORMS

The forms provided at the end of this schedule are to be used without amendment by each Board in relation to the Board's administration of the Business Development Programme schemes.

2. Procedures for Receiving Applications

Applications can only be accepted if they are made on the prescribed standard application forms. No regional variations or amendments are to be made to these forms. Potential applicants should be advised that they have the option of either:

(a) Lodging a letter of intent - in which case the prescribed standard forms shall be used - followed by lodging an application; or

(b) Lodging an application.

An original of the application form is required in each case, but photocopied or faxed supporting documents are acceptable. Applicants can initially fax their application to the Board but must then send in the original application within seven working days of the date of the faxed copy.

All parts of the application form must be completed and the acknowledgement/declaration section must be signed and dated.

Each application must be accompanied by a completed and signed checklist form.

3. Letters of Intent

Letters of intent are valid for a period of 90 days from the date the letter is received by the appropriate Business Development Board. Verbal notifications of intent are not acceptable under the schemes.

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4. Procedures for Considering Applications

On receiving an application or letter of intent, each Board must:

(a) Stamp the application or letter of intent with the date it is received; and

(b) Enter application details onto the prescribed register; and

(c) Allocate a number to it; and

(d) Acknowledge receipt of the application in writing within five working days of receipt.

5. Decision-Making

The Board cannot delegate the decision making responsibility to any individual/group of individuals, to any Board staff, nor to a Board subcommittee. The Board may, however, delegate the reporting function to a subcommittee or to its staff. If this function is delegated then whoever reports on the application can present and participate on any discussion on the application but cannot vote on the decision to be taken.

Once a decision is made, this should be recorded in the Board's minutes and then in the applications register.

Each applicant is to be advised of the Board's decision in writing within 5 working days of the decision having been made. The prescribed standard approval letters are to be used for all grant approvals.

6. On-going Monitoring of Approved Projects

Each Board should monitor the progress of projects and offer further assistance if necessary.

7. Payment of Claims

The only bases on which claims can be paid out are:

(a) On matching original receipts to original invoices; and

(b) If the prescribed standard claim form has been used by the claimant.

Where claims are made in respect of payments by credit card, the following evidence of payment should be provided by the claimant:

• charge docket
• statement showing the charge
• following statement showing the payment

Claimants should be advised, in writing, of what expenditure has been authorised for payment and what has not been accepted for payment. This letter should be copied to the Ministry of Commerce along with an instruction to make the payment; the Ministry will make payments within 5 working days of receipt of this instruction. The prescribed Accounts Payable Form shall be completed for each claim.