SPS 2009 Application form - FAQ
Issued: 05/03/2009
Updated Q26, 32, 33 and 38 on 09/03/2009
Updated Q1 on 31/03/2009
Updated Q21a&b and added Q45 & Q46 on 15/04/2009
Updated Q2, 4 and 5 on 27/04/09
Please note Q21b, this aims to provide clarity on which woodland needs to be registered and declared on the SPS application form.
1. What is the deadline for submitting the SPS SP5 application form?
The deadline for RPA to receive the SP5 application form is midnight 15 May 2009. After 15 May additional agricultural parcels (accompanied where appropriate by corresponding payment entitlements) may be added, and the use or aid scheme relating to already declared parcels may be changed without penalty until midnight on Monday 1 June because 31 May falls on a Sunday. Late applications will be accepted up to 9 June 2009, but will be subject to late claim penalties. Applications received after 9 June will be rejected.
2. I have not received an SPS 2009 application pack, what should I do?
All SPS forms will be sent out by the end of March. If you are eligible to receive a form you or your agent should have received your form by 6 April.
If you have authorised an Agent to act on your behalf please check whether they have received your pack. Once you have checked with your agent you should contact the RPA Customer Service Centre (CSC) on 0845 603 7777. You will be asked for your SBI and business name.
Blank SP5 forms and guidance notes can be collected from an RPA Drop-in Centre 8:30 am - 5:00pm Monday to Friday from 6 April to 15 May 2009, except Bank Holidays. Drop-in centres will also be open
Saturday and Sunday, 9 and 10 May and 6 and 7 June, from 9.00am – 4.00pm.
3. Can I submit my own computer generated field data sheets?
For 2009, RPA will only be able to accept field data information submitted on original RPA Field Data Sheets. In previous years, field data submitted on non-original forms caused difficulties and delays as data had to be manually keyed in, which increased the risk of errors.
4. I have run out of space on my field data sheets (SP5 Section C or CA). Where can I get continuation sheets from?
Continuation sheets can be requested by calling the Customer Service Centre on 0845 603 7777, or can be collected from an RPA Drop-in Centre 8:30 am to 5:00pm Monday to Friday from 2 March to 9 June 2009, except Bank Holidays. Drop-in centres will also be open Saturday and Sunday, 9 and 10 May and 6 and 7 June, from 9.00am – 4.00pm. Photocopies and non-RPA computer generated field data sheets will not be accepted.
5. Will I be able to deliver my 2009 SP5 form to an RPA office?
RPA Drop-in Centres are open for customers to deliver their 2009 SP5 forms 08:30 am to 5:00pm Monday to Friday from 2 March to 9 June 2009, except Bank Holidays. Drop-in centres will also be open
Saturday and Sunday, 9 and 10 May and 6 and 7 June, from 9.00am – 4.00pm.
6. Will staff at Drop-in Centres carry out checks on my SPS form?
Some initial checks may be carried out but you should note that these do not indicate that your application is complete or that it will be paid. It remains your responsibility to ensure that your application is correct and complete.
7. Will I be issued with a receipt when I had my form into a Drop-in Centre?
When a completed 2009 SP5 form is handed into a Drop-in Centre the staff will perform basic manual checks. You should note that these are reception checks and they do not indicate that your application is complete or that it will be paid. They will then accept the form and issue you with a bar-coded acknowledgement of receipt card.
8. If I send my 2009 SP5 form through the post will I receive an acknowledgement of receipt?
You will receive a personalised acknowledgement of receipt card in the post. If you do not receive an acknowledgement you must assume that your application has not been received If you have not received a receipt within 10 days of posting your application you can telephone the RPA Customer Service Centre on 0845 603 7777 to confirm it has been received.
9. Will my 2009 SP5 form be sent to my agent?
If you have empowered an agent to receive mail on behalf of your business they will receive your 2009 SP5 form and application pack.
10. How can I get a duplicate of my pre populated 2009 SP5 form?
After 6 April call the Customer Service Centre (CSC) on 0845 603 7777 and we will arrange for a copy of your pre populated 2009 SP5 form to be sent to you.
11. Will I be contacted if there is anything wrong with my form?
Basic checks will be made on all 2009 SP5 forms on receipt. You should note that these do not indicate that your application is complete or that it will be paid. It remains your responsibility to ensure that your application is correct and complete, full details can be found in the SPS 2009 handbook..
12. What are the English area codes?
England outside the upland SDA – EOUT
English upland SDA – ESDA
English moorland within the upland SDA – EMOR.
13. I would like to include some supporting evidence and additional information with my 2009 SP5 form. Is there anywhere I can indicate what I have enclosed?
Part F allows you to tell us what documents you are enclosing with your SPS 2009 application. Supporting documentation should be labelled ‘2009 supporting information’. Please attach an SBI barcode label to it or clearly write your SBI and business name on the document(s).
14. What should I check before I submit my form?
You should thoroughly check all of your form before submitting it. You are advised to keep a copy. Part H provides a check list which suggests areas for particular attention before you submit your form.
15. I believe that my entitlements statement is incorrect. What general advice can you give me on the completion of my SP5 form for the 2009 scheme year?
If you think that your entitlement statement is incorrect you should list all of your entitlements on the SP11 form. We will then investigate your allocation. You should also indicate at F11 of the SP5 form that you have submitted an SP11 with the form.
Please remember, you must ensure that we receive your 2009 SP5 application, together with any covering letter or SP11 form by midnight on 15 May 2009. Applications received after that date, but before midnight on 9 June 2009, will be accepted but penalties will be applied. Applications received after 9 June 2009 will be rejected.
16. I have not received my Entitlements Statement. How should I complete the 2009 application form?
As you may not receive a 2008 Entitlements Statement before you submit your 2009 SP5 application, you should use your own personal records to complete the SP11 form. The SP11 form should be used to declare the entitlements you hold.
We will activate your payment entitlements against the eligible land your declare on your SP5.
We will automatically activate your entitlements in the following order: Normal entitlements, with the highest value entitlement being activated first, then Special entitlements of which whole entitlements are activated in ascending order of value. If you wish to activate your entitlements in a different order from the list above you will need to specify this in the SP11 form.
Please remember, you must ensure that we receive your 2009 SP5 application, including the SP11 if you are submitting one, by midnight on 15 May 2009. Applications received after that date, but before midnight on 9 June 2009, will be accepted but penalties will be applied. Applications received after 9 June 2009 will be rejected.
17. Because of recent mapping changes, the area of my land parcels has been changed, but this is not shown on my SP5 form. What should I do?
Complete the field data sheets for your SP5 form using the most recent digitised parcel details for your holding amended by you to ensure that your application accurately reflects the situation on your holding.
If you believe that the number of entitlements that you have been allocated is incorrect you will need to complete an SP11 form.
Please remember, you must ensure that we receive your 2009 SP5 application, including the SP11 if you are submitting one, by midnight on 15 May 2009. Applications received after that date, but before midnight on 9 June 2009, will be accepted but penalties will be applied. Applications received after 9 June 2009 will be rejected
18. Do I need to submit a sketch map if I am splitting a field on my field data sheet?
Sketch maps are only required where a field is split in 2009 into two or more parts and where one of those parts is:
Growing protein crops for the Protein Crop Premium;
Growing nuts for the Area Payment for Nuts; or
Being used for crops for Aid for Energy Crops payment is being claimed.
All sketch maps showing temporary splits must be clearly marked ‘temporary split’. Please attach an SBI barcode label to them or clearly write your SBI and business name on them.
19. I have submitted a RLE1 form, but I have not had a response from RPA. Will approval be sent to me and the buyer once the 6 week period has expired?
Approval will be notified to both buyer and seller shortly after the transfer of entitlements is to be effected; this would normally be after the expiry of the 6 week period.
20. Can land be transferred using the SP5 form without filling in an RLE1 form?
For 2009, land can be transferred using the SP5 form as long as it is registered on the RLR. To transfer a land parcel out it should be deleted from part C of the SP5 form by marking X in C9 for the relevant land parcel (or do not include in part C if the form is not pre populated).
To transfer a land parcel in, details should be entered on the SP5 in the next available blank line in part C of the SP5 form. The SP5 form can only be used to transfer land, not entitlements. Land with entitlements should be transferred using an RLE1 form and should be submitted to RPA by 2 April 2009 for this to take effect for the 2009 scheme year.
Q21a. What land do I need to include on the SP5?
Any agricultural land that forms part of your holding, including; land that could be considered eligible for SPS, regardless of whether or not you are using it as part of your claim, and/or any land receiving aid from a Rural Development Programme for England (RDPE) agri-environment or forestry scheme, regardless of whether or not it is eligible for SPS, must be
21b. Do I need to include woodland/forests on my SPS application?
Woodland/forest should be included on the SPS application if it meets one or more of the following criteria:
- it is being grazed (including pannage);
- there are fewer than 50 trees per hectare and it's capable of being grazed;
- it is short rotation coppice; or
- it is in a Rural Development Programme for England (RDPE) scheme (such as English Woodland Grant Scheme, Farm Woodland Premium Scheme or Entry Level Stewardship).
In these cases it is counted as agricultural land (whether or not it is eligible for SPS), therefore it is subject to cross compliance requirements.
Please note SPS eligibility requirements for woodland are shown in paragraphs C24 to C30 and C41 to C46 in 2009 SPS handbook.
22. Do I have to complete an SP9 form for 2009?
The SP9 (Agent Authorisation form) only needs to be completed if there is a change to the details of the person who you wish to be empowered for your business. If an SP9 has been submitted before and there has been no change, you will not need to submit another SP9 form unless you included a 2009 expiry date on the form.
23. If the pre-printed information is correct, do I need to amend the data or reproduce it?
No. Where an answer printed in green is correct, you do not need to alter or copy the information. You can however, change the answer by completing the adjacent boxes. If the data which needs correcting is at Part C you can mark a cross in column C9 or CA4 to delete the line in question.
24. I have not got any SBI barcode labels – can I still submit my SPS form with supporting documentation?
Yes. Please ensure that your SBI and business name are clearly written on each document which does not have a barcode. You can order additional barcode labels from the Customer Service Centre on 0845 603 7777.
25. If agricultural land is transferred in the calendar year, who is liable for cross compliance?
Please refer to Section E8 to E12 of the SPS 2009 handbook for full details. It is the SPS applicant who is responsible for making sure the cross compliance requirements are met for the whole calendar year, on all the agricultural land that forms part of their holding on 15 May. This applies even if the applicant is not in occupation of the land for the entire year.
For liability in animal identification, traceability and welfare, please refer to Section E10 SPS 2009 handbook for full details.
26. Why is there no section of the 2009 SP5 that shows my total entitlements I want activated as there was on the 2006 & 2007 SP5 claims in section E?
We have provided you with the number of the entitlements you hold at part G2. We will automatically activate a customers entitlements in the following order:
Normal entitlements, with the highest value entitlement being used first.
Special entitlements, only whole entitlements are activated in ascending order of value
However, a customer can fill out an SP11 form if they wish to change the order or number they want activated. The SP11 form is available to download from the
RPA website or by phoning the Customer Service Centre on 0845 603 7777.
Please remember, you must ensure that we receive your 2009 SP5 application, including the SP11 if you are submitting one, by midnight on 15 May 2009. Applications received after that date, but before midnight on 9 June 2009, will be accepted but penalties will be applied. Applications received after 9 June 2009 will be rejected
27. Will ALL entitlements be activated on the 2009 SP5 even if the customer has not completed C8 or CA8 to indicate the area against which they wish to activate payment entitlements ?
No, we will take the information from C8 and/or CA8 and only use the area shown in C8 and/or CA8 against which to activate entitlements. Entitlements will be activated in the order shown above.
28. I am new to SPS and have just taken over a holding so I do not have the land use code for column C6 for 2003. Can I leave this blank?
No. You must obtain this information from the previous occupier.
29. I have completed my 2009 SP5 application in blue ink not black can I still submit this?
Yes, we will still accept the application. However black ink is recorded better on the scanners and is therefore less likely to cause any processing problems.
30. The 2009 SP5 application form does not ask if I have an ELS or OELS rotational option as in past scheme applications. Do I still need to supply this information?
No, this information is not required.
31. I have entitlements in more than one English Region do I need to separate my land on different 2009 field data sheets for each type of region?
Separate field data sheets for each English region should be used and a separate sheet should also be used for each different holding number.
32. What is an SP11 form?
This is an Entitlement declaration form that can be used to either declare the correct number of entitlements that you hold and wish to use in the scheme year or change the order of activation of your entitlements. It is available from the
website and the Customer Service Centre on 0845 603 7777.
Please remember, you must ensure that we receive your 2009 SP5 application, including the SP11 if you are submitting one, by midnight on 15 May 2009. Applications received after that date, but before midnight on 9 June 2009, will be accepted but penalties will be applied. Applications received after 9 June 2009 will be rejected
33. What is an SP13 form?
This is a payment assignee details form, this is available from the Customer Service Centre on 0845 603 7777. The form is available from the
website and from phoning the Customer Service Centre on 0845 603 7777.
34. Can I hand my SP11 or SP13 into a drop-in centre?
Yes. You will be given a receipt for them.
35. Can I hand in my SP11 or SP13 into a drop-in centre separately to my 2009 SP5?
Yes, you will be given a receipt for them. However, the SP11 should be submitted before the 15 May application deadline. The SP13 can be submitted after the deadline without penalty, however it must be submitted before a payment can be made.
36. If I have already submitted my 2009 SP5 into a drop in centre before 15 May but I have had to submit my SP11 or SP13 after the deadline will I be penalised for this?
The SP11 must be submitted before the deadline as this forms part of the application form. If it is handed in after the deadline, you may receive a reduction to your SPS claim. The SP13 can be submitted after the deadline without penalty, however it must be submitted before a payment can be made.
37. With the SP13 form can I assign my tenant to receive the flat rate of payment while I still receive the historic element?
No, it is not possible to split the historic and flat rate components of an entitlement.
38. How do I request an SP11 or SP13 form?
The forms are available on our
website or you should phone the Customer Service Centre on 0845 603 7777.
39. If the pre-populated details on my field data sheets are incorrect can I alter them?
Yes. It is your responsibility to ensure that the pre-populated details are correct. If they are incorrect you must change the data by completing the adjacent boxes. If the data which needs correcting is at Part C you can mark a cross in column C9 or CA4 to delete the line in question.
40. If the pre-populated details of my business are incorrect can I alter them?
Please phone our Customer Service Centre to advise them. They will advise whether a new form needs to be sent to you.
41. What is column C13 farmers own use in the 2009 SP5 field data sheets for?
This has been provided as a check box for you to complete once you are happy that the line is complete. We will not use this information.
42. Why are columns C10 and C11 on the application form left blank?
Columns C10 and C11 (which previously concerned set-aside and so are no longer relevant) have been left blank as we did not want to change the column numbers for the other columns. We have tried to keep the number of changes to the form to a minimum.
43. Can I carry out non-agricultural activities on land used to support an SPS claim?
The eligibility of land which is used for non-agricultural activities depends on the type of activity it is used for. Non-agricultural activities are divided into three categories:
Category A – activities permitted without restriction
Category B – activities permitted for up to 28 days within the calendar year
Category C – activities inconsistent with the land being considered as remaining in agricultural use.
Guidance on the types of activities which are included within each category are given in paragraphs C48-C54 of the 2009 SPS Handbook.
44. What crop code should be used for land used to grow wild bird cover?
Land used to grow wild bird cover or game cover should be coded as OT1.
45. Will I penalised if I include more land than entitlements on my SPS application form?
No, we will only be able to activate up to the number of entitlements held on 15 May 2009. If you have more agricultural land than entitlements your land should still be declared on the application form.
46. Do set-aside entitlements have to be activated first for the 2009 scheme year?
Set-aside entitlements have been abolished for the 2009 scheme year, instead they have been converted to Normal Entitlements. They will still be valued at the relevant flat rate for the scheme year and unless notified with an SP11 we will activate them after higher value Normal Entitlements. We will be activating entitlements in the following order:
- Normal entitlements, with the highest value entitlement being used first; and
- Special entitlements; only whole entitlements are activated in ascending order of value (a requirement of EU Regulations).
Contact information:
If you cannot find the answer to your question here, then please ring the Customer Service Centre on 0845 603 7777.
If your enquiry is not urgent please e-mail us at csc@rpa.gsi.gov.uk or write to us at:
Rural Payments Agency
PO Box 1058
Newcastle upon Tyne
NE99 4YQ
Normal CSC Opening hours: Monday to Friday 8.30am – 5.00pm
(Closed weekends and bank holidays)
Page published: 8 December 2011