Guidelines for Sponsors

Purpose of these instructions

These guidelines are for sponsors applying to The Edith Ashby Support Fund for someone they are assisting. Sponsors confirm the applicant's circumstances, gather the required information, and submit a clear, complete application on the applicant's behalf.

The sponsor organisation must accept any successful grant payment by BACS or e-voucher; payments cannot be made directly to applicants. Sponsors are responsible for ensuring receipts for grant purchases are provided to the Fund.

About the Emergency Grant Programme

Applicants must be disabled and in financial difficulty. A grant of up to £300 is available for essential equipment, including white goods and bedding.

Once registered as a sponsor

• Keep your username and password secure and confidential.
• If you suspect unauthorised access, change your password and contact the Secretary as soon as possible.
• The Edith Ashby Support Fund may suspend or delete a sponsor account where there is reason to do so.

Before you start

• Check that the applicant needs financial help because of a debilitating health condition or disability, or is caring for someone with one.
• Confirm that the applicant receives a disability-related benefit or has limited income and has explored appropriate statutory or local support.
• Make sure the request is for a specific essential need, such as white goods, beds, bedding, flooring, school uniform, carer's breaks, or items that aid daily living.
• Obtain the applicant's consent to share their personal and financial information for the application.
• Applicants previously awarded an Emergency Grant cannot reapply. Applicants whose application was rejected cannot reapply for six months.
• Applicants must reside in the UK with settled status.

Information to collect

• Full name, address, telephone number, National Insurance number, date of birth, and email address where available.
• Household composition, including dependants and caring responsibilities.
• An explanation of the applicant's current situation and why support is needed.
• Income, benefits, savings, debts, housing costs, regular household expenses, and details of other funding applied for or received.
• The exact item or support requested, the estimated cost, and a quotation or supporting evidence where possible.

Supporting documentation

• Medical evidence: medical letters, NHS app screenshots, prescriptions, or medication packaging that shows the applicant's name.
• Benefit evidence: relevant DWP letters, including a full UC breakdown (the first three pages), PIP/DLA, Employment and Support Allowance, Carer's Allowance, or pension-income documentation.
• Bank statements: two recent months showing benefits received are not mandatory but will strengthen an application.

Using the online form

1. Each form section turns green when its required information is complete.
2. The Next button is available once the current section is green.
3. You may select another tab when information is incomplete and return to finish it later.
4. The form can be saved and completed later.
5. The application cannot be submitted until medical evidence and relevant benefit documentation are attached.
6. You will receive a confirmation email after a successful submission.

After submission

• A copy of the completed form is stored in the sponsor portal but cannot be edited after submission.
• If clarification or further evidence is needed, you will receive an email and can update and resubmit the returned application in the portal.
• Respond promptly to requests for information and allow four weeks from receipt of a fully completed application for a decision.
• Tell the applicant of the decision as soon as it is received.
• For an awarded grant, confirm that it is still required and provide the preferred payment method: BACS to the sponsor organisation, e-vouchers to the sponsor, or BACS directly to a supplier with a matching reference.
• After the items are purchased, upload itemised receipts to the case in the portal. Inadequate receipts may result in a risk-register entry, and repeated failures may lead to account suspension.

Data protection and safeguarding

Information is collected to run a fair application process under consent and legitimate interests. Successful application information is retained for six years. Unsuccessful application information is removed after one full financial year unless the law requires otherwise.

Sponsors must comply with their organisation's safeguarding and data-protection policies, assess safeguarding concerns appropriately, and take reasonable measures to safeguard children, young people, and vulnerable adults.

Right to appeal

There is no right of appeal against an unsuccessful application. Trustee decisions are final and binding.

Final sponsor checklist

• The applicant has consented to the application.
• The need is clearly explained.
• The requested amount is accurate and supported by evidence where possible.
• Financial circumstances are complete and up to date.
• All required supporting documents are attached.
• The application has been checked for accuracy before submission.