A PDF of these frequently asked questions is also available.
Is my hospice eligible to apply?
Can hospices, including children’s hospices, apply for funds to build or refurbish young adult areas?
If we have a children’s unit and an adult unit on the same site, can we apply for two different grants?
Can the grant be used to improve services for children who are patients?Are NHS hospices eligible to apply?
Can we apply for more than one grant?
How much can we apply for?
If we received a significant grant last time, will it affect our application this time?
If successful will my application be funded in full?
Will our hospice reserves be taken into account when decisions are made?
Is the Department of Health looking for match-funding?
Will we need any other match-funding in place by 1 April 2010?
Are you expecting tender documents to be submitted with the application?
Can we claim for project costs incurred between 8 January and 1 April 2010?
Can professional fees be included with the grant? For example architect fees, designer, consultancy/Kings Fund fees.
Can VAT on professional fees be included in the grant budget?
Can we include the cost of a project manager in our grant application?
Will projects need PCT endorsement?
Can contributions to new builds and large projects be considered?
Can we apply for a grant to purchase land for a new build?
Would a new building for our finance and fundraising team be eligible?
Can we apply for a grant to refurbish or renovate a building leased from the NHS?
Can grants be awarded to projects that were given a grant previously?
Can we still apply for a grant if we do not have planning permission in place before April 2010?
More specifically, can grants be awarded for the following work?
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Refurbishment of kitchens, in order to produce more nutritious food and/or increase catering to include visiting families/carers as well as patients?
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The purchase and installation of Electronic Patient Record systems?
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Improvements to car parks to increase spaces?
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Purchase of a new patient transport vehicle?
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A project including costs for piped oxygen?
If successful how will the grant be paid?
Eligible hospices are:
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Independent charitable hospices
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Marie Curie hospices
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Sue Ryder Care hospices
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NHS hospices (subject to Public Dividend Capital restrictions)
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Children's hospices (to support capital projects specifically aimed at building or refurbishing young adult areas).
The Department of Health (DH) is willing to consider proposals focussing on transitional young adult services, but they would have to be discrete young adult projects where the beneficiaries are 16 years old and above.
Yes you can as long as they are in separate buildings. In addition you will need to demonstrate that you have the capacity to complete two separate capital projects within the timeframe of the grant programme.
The end of life care strategy focuses on adults. Therefore proposals for work focusing on children below 16 years old are not eligible. However the grant can be used to improve facilities for children of adult patients of the hospice.
Yes, in principle, they can submit a bid for a capital grant. However, as ever, Trusts' eligibility to receive Public Dividend Capital follows the rules of the capital regime and plan process. You are advised to liaise with your Finance Department to ensure you will be able to access funding from this scheme.
No, only one application will be considered from each hospice, however if your hospice has multiple sites we can consider separate applications from each site.
We are looking to support applications that may include a number of improvements to the physical environment in different areas, which are combined into one overall project demonstrating improved care provision for patients, carers and their families.
There is no absolute upper limit but we do not expect to award grants of more than £600,000 and then only in exceptional cases. As the aim is to benefit the greatest possible number of people, large grants are likely to be few in number.
You may apply for more than £600,000 but, as with all applications, you will need to demonstrate that the project will complete within the timeframe of the programme. The minimum grant will be £25,000.
Multi-million pound applications are unlikely to succeed.
No, any decisions on projects funded by a DH grant in the last round are not taken into account this time.
Wherever possible, grants will be made for the full amount requested. However if we receive more applications than the amount of funding available, then the panel may choose to recommend funding a project in part.
If this happens you will be asked to demonstrate that you will be able to scale the project back to within the funded amount or raise the capital funds needed to complete the project within the time frame of the programme.
No, the Department of Health wants to support as many hospices as possible so decisions will be made on the merits of the proposed work as described in the application.
Not necessarily. They may fund projects in full. However if your proposed work costs more than the grant allocated, then the DH are looking for evidence that you will be able to meet the difference in order to complete the work by 31 March 2011.
Your application will be stronger if other funding, if applicable, is in place before the work starts. However it is recognised that a DH grant could lever in other funding, so if it is demonstrated in your application how this will happen, then your application will be considered. There needs to be strong evidence that extra funding will be obtained in order to complete the proposed work within the timeframe of the grant round.
No, you need to show evidence that you have undertaken a costing exercise but it is not necessary to call for tenders at this stage.
Reasonable costs relating to professional fees between these dates can be included within applications where this relates to necessary preparation to ensure effective delivery of the project within the defined timescale of the fund.
However, guidelines from DH Finance indicate that this should only relate to projects that would happen anyway at some point in the future. You should therefore indicate that your organisation is planning to take forward the proposed project, or an adapted form of it, at some time in the future, even if it is not successful in securing funding from this scheme.
Yes, professional fees can be included in the grants and these should be itemised in the project budget.
There is no limit on the amount of the requested grant allocated to professional fees but obviously the majority of the grant should be spent on capital items to improve the physical environment of hospices.
VAT on professional fees cannot be included in a grant as this is considered to be a revenue expense. However VAT on the capital works element of the project can be included in the budgeted project costs.
Yes, the costs of a project manager can be included in the grants and should be itemised under the heading of professional fees. Where a project manager is appointed it must be an external appointment. The grant cannot be used to cover the time of a member of staff from the hospice to project manage the work.
Yes, endorsement from your local PCT will be required. This is to assure the Department of Health that the proposed improvement project fits in with the wider strategic plan for end of life care in the hospice’s area. A template letter and proforma to request PCT endorsement is available for your use.
Yes, an application for funds to contribute towards new builds and large capital projects will be eligible. However, planning permission must already be in place or will be by 1 April 2010. Applications should state the expected date when planning permission will be obtained.
For large projects, it will be necessary to identify discrete elements within them for which to apply for funding. These discrete elements must be complete within the timeframe of the programme. However the DH appreciates that the overall project itself may not be complete before the end of March 2011.
It may be possible as part of a larger project but you will need to demonstrate that it will be completed within the timeframe of the programme. In the view of the Department of Health this is most likely to happen if there are already fully worked up projects being developed.
However in these situations the DH would have to consider the value for money of funding something that is going to happen anyway.
The proposed work needs to demonstrate a direct impact on patients, carers and their families. Therefore the relocation of staff facilities to improve patient areas could possibly form part of a larger project but it should not be the main focus.
Yes as long as there is a significant lease term remaining and it is substantial renovation, i.e. not just decorating which on its own, is not capital expenditure.
Yes, an application for funding towards a new phase of a large project or a continuation of the initial scheme that was funded previously by the Department of Health is eligible. Please note the point above concerning contributions to new builds and large projects.
As the total grant has to be claimed and the work completed by 31 March 2011, then it is necessary to have planning permission in place if required. This is to ensure that the work will be completed in the timeframe of the programme, particularly for larger projects.
Refurbishment of kitchens, in order to produce more nutritious food and/or increase catering to include visiting families/carers as well as patients?
Kitchen refurbishment can be included in the grant as long as it forms part of a coherent scheme. For example, an application to refurbish dining areas in order to provide improved facilities for patients, their families and carers can include kitchen refurbishment costs. However a kitchen refurbishment as a stand alone project would not be eligible.
The purchase and installation of Electronic Patient Record systems?
Applications for funding to purchase and/or install electronic patient record systems are not eligible under this programme. The primary focus of the scheme is work to directly benefit patients, their families and carers.
Improvements to car parks to increase spaces?
Yes, car parks can be included in an application for funding as long as they form part of a coherent scheme. It will be necessary for the application to show evidence of the need for the improvement and the benefit to patients, their families and carers.
Applications to improve or create staff car parks will not be eligible.
Purchase of a new patient transport vehicle?
Yes, as long as it is part of a larger coherent improvement scheme.
A project including costs for piped oxygen?
Yes, as long as it forms part of a larger coherent scheme improving the caring environment for patients, their families and carers.
Due to Department of Health finance best practice guidelines, payments will be made in arrears on receipt of evidence of expenditure. If your grant application is successful we will ask you for a Schedule of Payment indicating when you would like payments to be made. Payments can be spread as and when required from April 2010 to early March 2011.
In special circumstances we can make advance payment available.
In order to release a payment, you would need to send to the Help the Hospices grant team:
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an invoice made out to Department of Health for the requested amount
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a grant claim form, detailing the evidence of expenditure enclosed, signed by the chief executive and/or director of finance
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evidence of expenditure, such as the original copies of receipted invoices, for the total amount of the requested payment as outlined in the payment schedule
All grants must be claimed within twelve months of the award date.
The Department of Health reserves the right to withdraw funding, so it is important that you keep us up to date with progress.
