How to prepare for an RPA inspection (Sustainable Farming Incentive)

How does the RPA check SFI agreements?

The RPA is the Rural Payments Agency. Section 12.3 of the SFI26 scheme rules (opens in a new tab) says "the RPA may use a combination of the following approaches to check you're complying with your SFI26 agreement":

How much notice will I get of an RPA site visit?

The RPA will first try to agree a time with you. "If it's not possible to agree a suitable date and time, the RPA will give you at least 48 hours' notice before the site visit." It may give no notice at all if it "reasonably suspect[s]" a serious breach of your agreement, fraud or a related offence (section 12.3.1 (opens in a new tab)).

What can an RPA inspector ask to see?

Under condition 19 of the SFI26 agreement terms (opens in a new tab), you must let a person sent by the RPA visit. They can see "any Agreement Land, premises, livestock, trees, crops, plants, machinery, equipment, documents or records". In real life, expect questions about:

• the fields in your agreement, and whether what's on the ground matches your maps;
• the proof for each action: records of field work, invoices, photos and other papers;
• proof that you control and manage the land.

See SFI evidence: what to keep, and for how long for what each action asks you to keep.

How can I get ready for an SFI inspection?

This checklist is our own advice, based on the scheme rules above. It is not an official RPA list.

1. 1Your digital maps in the Rural Payments service match what's on the ground: fields, areas and land cover. If not, ask for changes through Land then Request rural land changes (section 5.1.2 (opens in a new tab)).
2. 2You know which actions are on which fields, with the areas or lengths you entered.
3. 3Every action has its proof filed by field: field work records, invoices and photos.
4. 4Photos are dated, taken in the right field and show the action itself.
5. 5Your annual declaration for each agreement year has been sent.
6. 6If you have rotational actions, your rotational actions declarations have been sent.
7. 7Limited-area actions stay within 25% of your farm's agricultural area.
8. 8You have proof that you control every field in the agreement.
9. 9Records go back at least to the start of the agreement, and you're keeping them for 7 years after it ends.
10. 10You know where everything is. Then you can send it quickly if the RPA asks for an office check.

What happens if something is missing?

Section 13.5 of the scheme rules (opens in a new tab) says: "There are no set actions that the RPA will take for particular breaches of your SFI26 agreement." If it decides to act, it may:

• let you put the problem right;
• issue a warning letter;
• change, remove or replace a payment condition, your SFI actions or timescales;
• delay, reduce, recover or withhold payments, or ask you to repay some or all of what you've received.

For a serious breach, the RPA may end the agreement early. It may also stop your payments under any financial assistance scheme for up to 2 years. Not sending evidence when asked can count as a breach (section 13.1).