110/25聽Action Required: On-going responsibility of European Social Fund (ESF) beneficiaries to notify Managing Authority (MA) of changes to contact details and/or business mame or closure of business and responsibilities relating to document retention
Updated 25 April 2025
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Date Issued: 聽28 February 2025聽聽聽聽聽聽聽聽聽聽聽聽聽聽聽聽聽聽聽聽聽聽聽聽聽聽聽聽聽聽聽聽聽聽聽聽聽聽
1. Who should read
础濒濒听ESF聽National and Local Co Financing Organisations, Intermediate Bodies, Beneficiary Organisations, ESF Division and the Greater London Authority.
2. Purpose
This Action Note is to inform Programme Beneficiaries of the action to take should there be any change to contact details for a project (including business name), or if the business that ran the project has, or will soon, cease trading.
3. Background
As per the Project Closure Notification letter, Programme Beneficiaries are required to:
- retain all project documents and State Aid documentation as per guidance
- retain evidence that publicity requirements were adhered to during programme delivery
- respond to all and any requests for information by the MA, European Commission or the European Court of Auditors
- notify the MA about any changes to the ongoing nature or ownership of the project
Over the last few months, the MA has undertaken regular exercises to ensure that they have the very latest contact details for each of the ESF projects.
With effect from 31 March 2025 the last of these exercises will have been completed.
4. Action
4.1 Change to Contact Details or Change of Business Name
From 1 March 2025 it will become the ESF 2014 to 2020 Programme Beneficiaries responsibility to proactively notify the MA of any changes to contact or business name details.
The Programme Beneficiary should detail the changes in an e-mail and send it to the esf.2014-2020@dwp.gov.uk email address using the email title 鈥楥hange of Details 鈥� Project Name and Project Reference Number鈥�.
4.2 Liquidation, Administration or Closure
With immediate effect if a business has ceased trading, please notify the MA immediately. Programme Beneficiaries should use the esf.2014-2020@dwp.gov.uk email address informing the MA of the date of closure, whether records are held digitally or on paper or both and attach the contact details of any appointed administrator or liquidator.
The header to be used on the e-mail should be 鈥楲iquidation, Administration or Closure (as appropriate) Project Name and Project Reference Number.鈥�
4.3 Document Retention
Finally, Programme Beneficiaries are reminded as per ESF guidance the MA must be consulted before any records are disposed.
5. Contact
For any queries on this Action Note, please contact:聽esf.2014-2020@dwp.gov.uk