Online Retail Scheme Grant Claim Instructions

1. Who is Eligible?

To qualify for the ORS grant, an applicant must meet all of the following criteria:

• Registered in England, Scotland, Wales or Northern Ireland and have a valid UK company number.
• Annual turnover of less than 5 million (as per the most recent Companies House filing).
• Already operating a physical retail outlet or a servicebased business that intends to expand online.
• Not received any other ecommerce specific state grant in the past 12 months.

2. Types of Projects Funded

The grant can be used for any of the following activities, provided they directly support online retail operations:

1. Website Development design, build or redesign a commercial website.
2. Digital Marketing SEO, PPC, social media advertising, and email campaign setup.
3. Ecommerce Platform Integration migration to Shopify, WooCommerce, Magento, etc.
4. Payment & Logistics secure payment gateways, order fulfilment software, and delivery tracking.
5. Training & Support staff training on web management, analytics, and customer service.

Capital purchases such as hardware (computers, tablets) are not eligible unless they are essential to the digital project and form part of a demonstrable service improvement.

3. Funding Amount & Repayment

The scheme offers a grant of up to 30% of eligible project costs, capped at 10,000 per business. The grant is nonrepayable provided the claimant delivers the project on time and submits a compliant claim.

Important: Failure to meet the postgrant reporting requirements may result in repayment of the full amount.

4. Timeline Overview

5. StepbyStep Claim Process

5.1 Prepare Your Project Plan

• Define clear objectives (e.g., Increase online sales by 20% within 12 months).
• Provide a detailed workbreakdown structure with milestones.
• Include a lineitem budget showing eligible costs and any matched funding.

5.2 Register on the ORS Portal

Visit https://ors.grants.gov.uk and create a user account. You will need:

• Company registration number
• VAT number (if applicable)
• Contact details of the project manager

5.3 Complete the Online Application Form

Fill in the sections as they appear:

1. Business details confirm eligibility.
2. Project description use the plan prepared in 5.1.
3. Budget ensure total eligible costs do not exceed the 30% threshold.
4. Supporting documents upload the following:
   • Signed funding agreement draft (optional at this stage)
   • Current financial statements
   • Proof of address for the business
   • Evidence of any other public funding received

5.4 Submit and Await Decision

After submission you will receive an automatic acknowledgment email. The review team may contact you for clarification; respond within 5 business days to avoid delays.

5.5 Receive Grant Offer

When approved, the offer letter will detail:

• Grant amount approved
• Reporting schedule
• Conditions of receipt (e.g., invoicing format)

Sign and return the agreement electronically within the stipulated period.

5.6 Implement the Project

During execution keep a dedicated folder (digital or physical) that contains:

• All invoices and receipts (must show supplier name, VAT number, date, and amount)
• Timesheets for any labour costs claimed
• Progress reports against the milestones set in the plan

Any deviation from the approved budget must be justified and preapproved by the grant officer.

5.7 Prepare the Final Claim

At project completion, log in to the portal and complete the Final Claim module. Required uploads include:

• Finalised invoices and proof of payment
• Beforeandafter screenshots of the website or platform
• Performance data (traffic, sales lift, conversion rates) for the first 3 months postlaunch
• Signed declaration that the project was delivered as described

5.8 Submit the Claim

Click Submit. You will receive a confirmation receipt with a reference number. The grant office will process the claim within 15 working days and release the funds to the bank account you provided.

5.9 PostGrant Reporting

Two mandatory reports are required:

1. Quarterly Progress Report (due 90 days after grant receipt)
2. Annual Impact Report (due 12 months after project completion)

Failure to submit these on time may trigger a repayment notice.

6. Common Pitfalls & How to Avoid Them

• Missing invoices keep a systematic filing system; scan every receipt immediately.
• Exceeding the 30% cap use the budgeting template provided on the portal to check eligibility before purchasing.
• Late submission of reports set calendar reminders at least two weeks before each deadline.
• Incorrect VAT treatment ensure all supplier invoices show VAT; the grant covers VATinclusive costs only.
• Undocumented changes any scope alteration must be emailed to the grant officer and approved in writing.

7. Helpful Resources

• ORS Applicant Guidance PDF full procedural manual.
• FAQs answers to the most common questions.
• Contact the ORS Helpdesk phone and email support (MonFri 9am5pm).
• Business Finance Support Hub other funding options.

8. Quick Checklist Before You Submit

1. Confirm eligibility (company size, location, previous funding).
2. Complete a detailed project plan with measurable outcomes.
3. Ensure the total eligible cost does not exceed 30% of the grant cap.
4. Gather all required supporting documents (financial statements, invoices, proof of address).
5. Upload the documents in the correct format (PDF, JPG, PNG) and within size limits.
6. Review the application for accuracy; any typo in bank details may delay payment.
7. Submit and record the acknowledgment reference number.

Following this checklist dramatically improves the chance of a smooth, successful claim.