Processing Applications for Approval of Funds

How to use the ESSF website to process applications for approval of funds

After the provider has successfully submitted their claim, you will receive an email titled "Approval Request Received from... {provider}"

1. The full application will be attached to this email as a PDF document. You will need this password to open the file:

2. When you are ready to process this claim, click the link in the email to add more information to it. This link is unique to this claim so you must use it to ensure you adding the information to the correct claim. You will need to add:
   1. A reference number
   2. If you need more information to process the claim
   3. If there are items that do not meet the criteria
   4. Any further comments

This information will be sent to the provider so do not include any information that you do not want to share with them.

3. By clicking the link in the email "Add Information Here", you will be directed back to the website and to a Jotform that will add information to the claim and send relevant notification emails to the provider.
4. You must select either: Approve, Part-Approve, Deny or More Information Needed.

If the application is approved/part-approved

1. The provider will be notified by email and they will be asked to upload invoices/receipts to their claim.
2. You will receive a notification email when they do. This will contain:
   1. A link to download the uploaded invoices/receipts
   2. A link to view all the submissions in the table

NB. For either of these links, you may be asked to log in to Jotform again.

If ESSF need more information for a claim

1. If you select 'More Information Needed', the provider will be notified of what information to send and instructed to email it to apply@essexsafestart.org directly.
2. You will receive an email with a reminder to expect more information from the provider regarding this claim and a link to add the information to their claim in Jotform.

3. When the provider sends you the information you need, click the link in the email to go to the Jotform Table which holds all of the reimbursement requests in tabular format. Here you can add/amend data to any of the claims.

You may be required to log into Jotform to access the table. The email address to log in is apply@essexsafestart.org.  Use the password previously set up or request a new one.

4. This application will continue via email (rather than through the ESSF website). This means that you will need to log into the Jotform table and add any information manually. This will be important for future reporting. You will need to keep the applicant updated as no more automatic emails will be sent.

If the application is denied

1. If you select "This application is denied" from the dropdown, then the applicant will notified of this by email. The email will include any reason you give in the form and the contact details for ESSF if they wish to discuss the application.