RPW Online: how to register [HTML]

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Customer Registration

Introduction

Following registration in One Login, customers will have the ability to register for a Customer Reference Number (CRN).

RPW Online provides a quick and simple way to do business with Rural Payments Wales (RPW).

Once you have registered with RPW you will be able to use your RPW Online account to:

complete Expressions of Interests (EOIs) and Applications
be notified by text or email message for any important updates
check the status of any live or ongoing claims
ask and respond to queries from RPW, including uploading documents
update your business details
give permission for Farming Union representatives and Agents to complete business on your behalf, if you so wish
add and manage Country Parish Holdings (CPH).

Logging in to RPW Online

You should access the sign in page via www.gov.wales/RPWOnline

You can find the latest user guidance and updates on the Rural Payments Wales section of the Welsh Government website

To access RPW Online, you may need to upgrade your operating system or internet browser. If you have any queries, please contact the Customer Contact Centre, contact details can be found in the Further Guidance and Support section of this guide.

GOV.UK One Login

The GOV.UK One Login allows you to use RPW Online safely and securely. When you click on the “Access RPW Online” link you will be redirected to the GOV.UK One Login Page. You may already have a GOV.UK One Login account or you may need to set one up. You will need to sign into GOV.UK One Login to access RPW Online.

Creating a GOV.UK One Login Account

To register an account online, you will need to provide an email address that will be linked to your account as this will allow you to manage your account online.

You should access the sign in page via www.gov.wales/RPWOnline.

You will be directed to the RPW landing page, and you should select sign in or register using GOV.UK One Login. To register you will need to select this option and then continue.

You will need to select ‘Create your GOV.UK One Login’ and continue, then enter your email address and select Continue. By selecting continue you confirm you agree to the GOV.UK One Login privacy notice and the terms and conditions.

A six-digit security code will be sent to the email address. Enter the code and press Continue (please note this code will expire after 1 hour).

Create your password (this must be 8 characters and include letters and numbers), click Continue.

You will need to enter a security code when you sign into GOV.UK One Login, select whether you wish to receive the code via text message or authenticator app and press Continue.

If you have selected text message, then enter your mobile phone number and press Continue. When you receive your 6-digit code enter the code and select Continue

Confirmation the account has been created will be displayed.

Once you have completed these steps on screen your GOV.UK One Login account will be created.

When you continue, you will be redirected to the RPW Online homepage. You will be asked to agree the RPW Online terms and conditions, to view these, click on the link on screen.

To agree to the terms and conditions, click in the box and select Continue.

Starting the Customer Registration Form

Once you have accepted the terms and conditions, you will need to create a new CRN for your business.

Please select. ‘I need to create a new CRN’

This will launch the Start Registration Form screen where you will be presented with information regarding the form.

Please note, the CRN you have been temporarily created can be found on the top of the page in the grey bar. This is a unique reference number starting with an ‘A’ followed by a 7-digit number.

Please note the CRN will not be confirmed until the Customer Registration form has been submitted and RPW have completed all business checks.

Click ‘Start’ to continue.

The next page will provide you with some key messages before you progress with your registration.

Completion of the Customer Registration form

The menu on the left-hand side of the screen allows you to:

view your CRN. You will need this if you need to contact the Customer Contact Centre for assistance with completing your form. Contact details can be found in the Further Guidance and Support section of this guide
click the “Help” link, which will direct you to the RPW Online guidance section
navigate between sections of the form by clicking on the one you wish to complete
a green tick indicates the section has been fully completed
a red cross indicates the section either has not been fully completed or there is an error in the information provided
change the form to Welsh by clicking Cymraeg.

You will notice the following symbol (?) next to some of the questions in the form, clicking on the symbol will give you some help when completing the question.

All mandatory questions in the form will be marked with *. You will be unable to submit the form until these have been answered.

The Previous and Next buttons allow you to navigate to the previous or next page of the form. The Save button will save all the information you have entered so far.

The Exit button on the bottom left of the page will direct you to the Continue Registration Form screen. All of the information you have previously entered will automatically save, even if you have not clicked the Save button.

You can decide to continue with the Customer Registration by clicking ‘Continue’, or you can click ‘Log off’ if you wish to exit the form. Clicking ‘Back’ will take you to the Customer Account Activation or Customer Registration screen.

The form will automatically save all data that is input, so if you accidently close your browser whilst completing the Customer Registration you will not have to re-enter the information when you log back in.

Remember, you will not be able to access RPW Online until you have submitted your Customer Registration form.

Once you have reviewed the information, click ‘Next’ to continue.

Selecting your account type

The first question in the General Details section of the Customer Registration form will ask you to select your account type. It is important to consider what type you require:

a customer could be an organisation, business or individual who wishes to submit Expressions of Interests (EOIs), make claims, add or manage their County Parish Holding (CPH) etc
an agent is a third party that has permission to undertake actions on behalf of a customer or business, including submitting claims
A farming union provides support to customers, undertaking actions on behalf of the customer or business

The questions within the form are tailored for the different account types. Your information will be kept and managed in accordance with our General Data Protection Regulation (GDPR): privacy notice.

Please refer to the relevant section of this guide if you have selected Agent or Farming Union.

Customer account

If you have selected an account type of Customer, you will need to provide the reason you would like a customer account. Please select the option that is relevant to you

If you wish to apply for grants and submit claims / EOI’s you should select “I intend to apply for grants or make claims”.
If you are completing the Customer Registration solely so you can add and manage a CPH or to register your information only, you should select ‘I intend to manage my CPH or register my information only’. You will not need to supply bank details for this option.
If you want to do both you should select “I intend to apply or claim and manage my CPH”

Please refer to the relevant section of this guide for your selected option to continue.

Completing the Customer Registration Form – Customer who wishes to apply for grants or make claims

Now you have confirmed you are a customer and the reason why you would like an RPW Online account, you will need to answer a series of questions before your registration can be submitted.

General details

What is your customer type

You should select the option that most closely represents your main activity. A Group of Businesses should only be selected if you are intending to submit an Expression of Interest (EOI) for a grant that allows applications from separate customers coming together to form a group.

Please note a Single Application Form (SAF) can only be processed by RPW if your Customer Type is an agricultural business or Woodland/Forestry.

What is your business / legal status

Select the option that most closely represents your main legal status.

Date business formed

You can enter the date your business was formed by typing it into the box in the format of dd/mm/yyyy or clicking the calendar.

Has this business been established by splitting an existing business

If this is a new business you have not received a CRN for yet, has it been formed by splitting an existing business?

Company Registration Number and Charity Registration Number

If your business/legal status is Registered Company or Registered Charity, please provide us with the relevant valid registration number.

Select “Next” to navigate to the Correspondence Details section of the form.

Correspondence details

Trading title/business/name

This is the name that will appear on all correspondence.

Correspondence postcode and address

This is the address you wish all correspondence to be sent to. If you enter your postcode and click “Find Address” you can select your address from the list. If your address is not found, you can type it in.

Telephone number

Please enter the main correspondence telephone number

Preferred method of notification

You can choose how RPW Online contacts you to inform you a new document/letter has been added to your account.

Depending on your preferred method of notification, you will be prompted to provide an email address, mobile number or both. We will use these to send you notification a new document/letter is available for you to view via your RPW Online account.

Is your main farm / premises address the same as your correspondence address?

If you are not registering a farming business, this is the address where the main business activity takes place. If you select “No” you can enter your address or use the postcode look up.

Is your trading address the same as your correspondence address?

This is the address that appears on your business accounts. If you select “No” you can enter your address or use the postcode look up.

Once complete, click ‘Next’ to proceed.

Main Contact

The main contact is the person who we should deal with in the event of any queries.

First name / middle name(s) / last name

Please provide the full name of the main contact

Role in business

Select the option that most closely represents the role of this individual within this business. The annex’s listed below outline the business roles, and the level of access in RPW Online associated with them. Further information and definitions on roles are provided in the Annexes noted below.

Annex 1 – Business Roles and Definitions

Annex 2 – Administrator Permissions and Restrictions

Annex 3 – Levels of Access Based on Business Role

The business roles below will automatically give the individual full access to all areas of RPW Online and administrative powers. There must be at least one individual registered in this role for your CRN if you intend to apply for Grant Awards. Only these roles have the access to accept or decline a Grant Award:

owner/sole trader
business partner
director
executor
chair/trustee
personal administrator
company secretary
employee with delegated authority

The roles listed below are for individuals who are not members of your business, but you require them to have access to your online account. You will be required to set the access level for these individuals.

private individual
spouse / family member
guardian
employee
treasurer / committee member
manager
business administrator
receiver
contractor
agent / third party
online user
secretary

Where does this individual live?

If the address the main contact lives at is one of those you have already given us for the Correspondence, Main Farm/Premises or Trading address select the appropriate box. If they live elsewhere, you can select the “Other” box, this will allow you to enter their address or use the postcode look up.

Date of Birth

Enter the date of birth of the main contact in the format dd/mm/yyyy. Alternatively, you can click on the calendar.

National Insurance Number

Enter the National Insurance Number of the main contact.

Email address

The email address will automatically be set to your Gov.UK One Login email address.

Telephone number/mobile

You only need to enter these if they differ from the correspondence details that were provided in the Correspondence Details section of the form.

Other business interests telephone number/mobile

The information provided will be subject to checks by RPW to ensure the business(es) the main contact has other interests in are separate from the business you are registering.

Paying agency

Clicking on the “Other Business Interest” button will take you to the Main Contact – Other Business Interests screen. You will firstly need to confirm which of the four Paying Agencies the other business is registered with.

Reference

If you know what your reference with the other Paying Agency is, you should provide it. It could be known as your Customer Reference Number (CRN), Business Identification Number (Business ID), Single Business Identifier (SBI) or Business Reference Number (BRN).

Trading title

You will need to confirm the trading title of the other business.

Postcode/correspondence address

You can use the postcode look up or enter the correspondence address of the other business.

Role

Select the option that most closely represents the role of this individual within this business.

A record of the other business interest will be shown on the Main Contact screen. You can add multiple other business interests for the Main Contact by clicking the “Add Other Business Interest” button.

Other individuals

The other individuals section allows you to add individuals, these can be members of the business or individuals you nominate to have access to your account in RPW Online. Only the individuals within the business will be contacted by RPW in the event of any business-as-usual processes, e.g. changes to business details. If you do not wish to add any other individuals, you can click “Next” to skip to the Submission section.

Add individual

To add an individual, click on the “Add Individual” button.

Enter the individual’s details, , you must include the email address they will use to set up their One Login account and once complete, click ‘Save and Return’.

Once you have checked the summary of the details click ‘Next’ to continue and follow the on-screen instructions.

If you wish to add another Individual, click on ‘Save and Add Another’. A record of the individual/s added will be shown. You can make amendments to the other individual/s information by selecting “Modify” or you can delete the individual/s by selecting “Delete”.

Once completed, click ‘Next to Return’

Once you have submitted your application, to enable the individuals added to your CRN to access RPW Online you will be required to invite them to set up a GOV.UK One Login account. See section below “Inviting Individuals to your CRN”.

Declaration and undertakings

You must agree to the declarations and undertakings by clicking in the box before you are able to submit the Customer Registration form. The Next button will be greyed out until you have ticked the box.

Submit

If you are content the information in your form is correct you can click the “Submit” button. Once you have submitted your Customer Registration you will be unable to make any changes to it. A message containing a copy of your submitted Customer Registration will be available in your online messages page within one working day.

Submission confirmation

If you are unable to print a copy please contact the Customer Contact Centre, contact details can be found in the Further Guidance and Support section of this guide. Your Customer Registration cannot be fully processed until we receive a hard copy of your bank details. The form must be signed by all individuals that have been declared as being part of the business for it to be processed by RPW.

It is not necessary for you to submit any documentation online to support your Customer Registration; if you want to print the Submission Confirmation you can click the “Print this Screen” button, otherwise you can click “Exit”. This will take you to your RPW Online homepage. The homepage is different for Customers and Agent/Farming Unions.

Inviting individuals to your CRN

To invite an individual to your CRN, you need to log into your GOV.UK One Login account. On the RPW Online Home Page click CRN details and then select ‘Manage Individuals.’

Within the manage individual screen it will list the individuals associated with your CRN.

Select the individual you wish to invite and check the business information is correct for that individual. Amendments can be made by using the ‘Update this information’ button.

Select the “Invite” button.

You will be asked if you want to invite this individual to have online access to your CRN, click yes and continue.

The role in the business you have allocated to the individual will determine their level of access in RPW Online. See Annex 3

If the role you have allocated to the individual is a “Non-Business Member” you will need to select the level of access for this individual and can select one of the following options:

Full Access

Custom Access

No Access

Please refer to Annex 3 for further information regarding access levels.

Once the access level is set, select continue and check that the information displayed is correct.

If the information displayed is correct, please select continue.

An Invitation code will be displayed, please ensure you make a note of it. You will then need to share this code with the individual you want to invite to your CRN.

Please note, this code will only be active for 7 days.

Completing the Customer Registration Form – Customer who intends to manage their CPH only or register their information only

Now you have confirmed you are a customer and the reason why you would like an RPW Online account, you will need to answer a series of questions before your registration can be submitted.

What is your customer type

You should select the option that most closely represents your main activity.

Select “Next” to navigate to the Correspondence Details section of the form. Alternatively, select “Correspondence Details” in the menu on the left side of the screen.

Correspondence details

The information provided in this section is used to identify your business.

Trading title/business/name

This is the name that will appear on all correspondence.

Correspondence postcode and address

Telephone number

Please enter the main correspondence telephone number

Preferred language

Please indicate your preferred language for all correspondence (English or Welsh).

Preferred method of notification

You can choose how RPW Online contacts you to inform you a new document/letter has been added to your account.

Is the primary address where you keep your livestock the same as your correspondence address

This is the address where most of your livestock is kept. If you select “No” you can enter the address or use the postcode look up.

Select “Next” to navigate to the Main Contact section of the form. Alternatively, select “Main Contact” in the menu on the left side of the screen.

Main contact

The main contact is the person who we should deal with in the event of any queries

First name / middle name(s) / last name

Please provide the full name of the main contact

Email address

The email address will automatically be set to your GOV.UK One Login email address

Telephone number / mobile number

You only need to enter these if they differ from the correspondence details that were provided in the Correspondence Details section of the form.

Select “Next” to navigate to the Other Individuals section of the form. Alternatively, select “Other Individuals” in the menu on the left side of the screen.

Other individuals

As you have confirmed you only wish to manage your CPH through your RPW Online account, you do not need to provide us with any information in this section. RPW will contact the main contact in the event of any business-as-usual processes, e.g. changes to business details.

Select “Next” to navigate to the Submission section of the form. Alternatively, select “Submission” in the menu on the left side of the screen.

Declaration and undertakings

Submit

Submission confirmation

The Submission Confirmation will give you some information on your submission, including who has submitted the Customer Registration and when

Completing the Customer Registration Form – Customer who intends to apply or claim and manage their CPH

Now you have confirmed you are a customer and the reason why you would like an RPW Online account, you will need to answer a series of questions before your registration can be submitted.

General details

What is your customer type

Please note a Single Application Form (SAF) can only be processed by RPW if your Customer Type is an agricultural business or Woodland/Forestry.

What is your business / legal status

Select the option that most closely represents your main legal status.

Date business formed

You can enter the date your business was formed by typing it into the box in the format of dd/mm/yyyy or clicking the calendar.

Has this business been established by splitting an existing business

If this is a new business you have not received a CRN for yet, has it been formed by splitting an existing business?

Company Registration Number and Charity Registration Number

If your business/legal status is Registered Company or Registered Charity, please provide us with the relevant valid registration number.

Select “Next” to navigate to the Correspondence Details section of the form.

Correspondence details

Trading Title/Business/Name

This is the name that will appear on all correspondence.

Correspondence postcode and address

Telephone number

Please enter the main correspondence telephone number

Preferred method of notification

You can choose how RPW Online contacts you to inform you a new document / letter has been added to your account.

Depending on your preferred method of notification, you will be prompted to provide an email address, mobile number or both. We will use these to send you notification a new document / letter is available for you to view via your RPW Online account.

Is your main farm / premises address the same as your correspondence address?

If you are not registering a farming business, this is the address where the main business activity takes place. If you select “No” you can enter your address or use the postcode look up.

Is your trading address the same as your correspondence address?

This is the address that appears on your business accounts. If you select “No” you can enter your address or use the postcode look up.

Once complete, click ‘Next’ to proceed.

Main contact

The main contact is the person who we should deal with in the event of any queries.

First name / middle name(s) / last name

Please provide the full name of the main contact

Role in Business

Select the option that most closely represents the role of this individual within this business. The annex’s below outlines the business roles, and the level of access associated with them.

Annex 1 – Business Roles and Definitions

Annex 2 – Administrator Permissions and Restrictions

Annex 3 – Levels of Access Based on Business Role

owner/sole trader
business partner
director
executor
chair/trustee
personal administrator
company secretary
employee with delegated authority

The roles listed below are for individuals who are not members of your business, but you require them to have access to your online account. You will be required to set the accesses level for these individuals.

private individual
spouse / family member
guardian
employee
treasurer / committee member
manager
business administrator
receiver
contractor
agent / third party
online user
Secretary

Where does this individual live?

Date of birth

Enter the date of birth of the main contact in the format dd/mm/yyyy. Alternatively, you can click on the calendar.

National Insurance Number

Enter the National Insurance Number of the main contact.

Email address

The email address will automatically be set to your GOV.UK One Login email address

Telephone number / mobile number

You only need to enter these if they differ from the correspondence details that were provided in the Correspondence Details section of the form.

Other business interests

If the main contact has interests in any other business(es) that are registered in any of the four UK Paying Agencies, declare these by clicking the “Add Other Business Interest” button and complete the sections on screen. If they do not have other business interests, you can skip to Other individuals.

The information provided will be subject to checks by RPW to ensure the business(es) the main contact has other interests in are separate from the business you are registering.

Paying agency

Reference

Trading title

You will need to confirm the Trading Title of the other business.

Postcode / correspondence address

You can use the postcode look up or enter the correspondence address of the other business.

Role

Select the option that most closely represents the role of this individual within this business.

Other individuals

Add individual

To add an individual, click on the “Add Individual” button.

Enter the individual’s details, which must include the email address they will use to set up their One Login account and once complete, click ‘Save and Return’.

Once you have checked the summary of the details click ‘Next’ to continue and follow the on-screen instructions.

Once completed, click ‘Next to Return’

Declaration and undertakings

Submit

Submission confirmation

It is not necessary for you to submit any other documentation online to support your Customer Registration; if you want to print the Submission Confirmation you can click the “Print this Screen” button, otherwise you can click “Exit”. This will take you to your RPW Online homepage. The homepage is different for Customers and Agent/Farming Unions.

Inviting an individual to your CRN

To invite an individual to your CRN, you need to log into your GOV.UK One Login account, click CRN details and then select ‘Manage Individuals.’

Within the manage individual screen it will list the individuals associated with your CRN.

Select the individual you wish to invite and check the business information is correct for that individual. Amendments can be made by using the ‘Update this information’ button.

Select the “Invite” button.

You will be asked if you want to invite this individual to have online access to your CRN, click yes and continue.

The role in the business you have allocated to the individual will determine their level of access in RPW Online. See Annex 3

If the role you have allocated to the individual is a “Non-Business Member” you will need to select the level of access for this individual and can select one of the following options:

Full Access

Custom Access

No Access

Please refer to Annex 3 for further information regarding access levels.

Once the access level is set, select continue and check that the information displayed is correct.

If the information displayed is correct, please select continue.

An Invitation code will be displayed, please ensure you make a note of it. You will then need to share this code with the individual you want to invite to your CRN.

Please note, this code will only be active for 7 days.

Completing the Customer Registration Form – Agent or Farming Union

Now you have confirmed you are an Agent or a Farming Union, you will need to answer a series of questions before your registration can be submitted.

General details

There are no further questions for you to answer in the General Details section of the form.

Select “Next” to navigate to the Correspondence Details section of the form. Alternatively, select “Correspondence Details” in the menu on the left side of the screen.

Correspondence details

The information provided in this section is used to identify your business.

Trading title/business/name

This is the name that will appear on all correspondence.

Correspondence postcode and address

Telephone number

Please enter the main correspondence telephone number

Preferred language

Please indicate your preferred language for all correspondence (English or Welsh).

Preferred method of notification

You can choose how RPW Online contacts you to inform you a new document/letter has been added to your account.

Main contact

The main contact is the person who we should deal with in the event of any queries.

First name / middle name(s) / last name

Please provide the full name of the main contact

Email address

The email address will automatically be set to your GOV.UK One Login email address

Telephone number / mobile number

You only need to enter these if they differ from the correspondence details that were provided in the Correspondence Details section of the form.

Select “Next” to navigate to the Other Individuals section of the form.

Other individuals

As you have confirmed you are an Agent or Farming Union, you do not need to provide us with any information in this section. RPW will contact the person named as the main contact in the event of any business-as-usual processes, e.g. changes to business details.

Select “Next” to navigate to the Submission section of the form. Alternatively, select “Submission” in the grey bar on the left side of the screen.

Submission

Before you submit your Customer Registration form you will have the opportunity to review the information you have provided. The summary will also let you know if there are any errors in the form. You will need to resolve any errors identified before you can submit the form.

Scroll down the page to review the summary.

Select “Previous” to navigate to previous sections of the form if you wish to make changes or select the relevant section in the menu on the left side of the screen.

When you are content the information in the form is correct, you can select “Next” to navigate to the Declaration and Undertakings section of the form.

If errors have been identified in the form the following screen will appear

You can scroll down to view the errors; they will be highlighted in red.

Select “Previous” to navigate to sections of the form that have errors or select the relevant section in the menu on the left side of the screen (the sections with errors will have a red cross next to them rather than a green tick).

When all errors have been resolved and you are content the information in the form is correct, you can select “Next” to navigate to the Declaration and Undertakings section of the form.

Declaration and undertakings

Submit

Submission confirmation

The Submission Confirmation will give you some information on your submission, including who has submitted the Customer Registration and when. If you are a customer who intends to apply for grants and make claims, it is important you print a copy of a Bank Details Form, the link is below. If you are unable to print a copy please contact the Customer Contact Centre, contact details can be found in the Further Guidance and Support section of this guide. Your Customer Registration cannot be fully processed until we receive a hard copy of your bank details. The form must be signed by all individuals that have been declared as being part of the business for it to be processed by RPW.

RPW Online Homepage - Customers

This is the first page you will see when you access your RPW Online account. Please note as a provisional customer, any applications or EOI’s submitted will not be fully processed until you have received confirmation your Customer Registration checks have been completed by RPW.

If you are a customer who only wishes to maintain your CPH, any applications or EOI’s you submit will not be processed as you have indicated you do not wish to apply for grants or make claims.

If you have more than one CRN, then you will have a homepage where you will be able to select each CRN. If you wish to return to the select screen, press the ‘Your profile’ button and select the ‘Access or create a CRN’ option.

Menu bar

The green Menu bar along the top of the screen has the following options:

CRN details

You should choose this option to view or make changes to your customer details. This includes adding individuals, changing contact information and adding business interests. You can find information on your entitlements and which ones are currently available and not available for payment.

You can view your banking information and details of payments made. Contact details can be found in the Further Guidance and Support section of this guide. You can change your Online Preferences or add or change any associations with agents, advisors or farming union representatives.

While you are a provisional customer you are unable to make amendments to your customer details. You will be notified when your Customer Registration has been fully processed via your RPW Online Account.

Land

This is where you can view and submit Manage my Land. You can manage your existing County Parish Holding (CPH) information and add new CPH details. You can also find information on your SAF map and Interactive Map.

Correspondence

All your recent Rural Payments Wales documents can be found here. You can answer queries and upload supporting information from the Messages page. The number to the right of the Messages title shows you how many unread messages you have.

Forms

You should choose this option to make a new application or claim or to track the progress of an existing application.

Contracts and small grants

This is where you can find a list of your contracts and what status they are in. You can create or view Expressions of Interest. There is also a Document Upload function that allows you to supply supporting documents for your claims. Other key features of the RPW Online home page include:

Woodland plans

This is where you can view and update your woodland plan.

Messages

Your messages can be viewed from your Messages tab.

Useful links area

To the right of the Home page is the Useful Links section.

Start a form

Quick links to some applications and claims are available at the bottom of the home page. For anytime applications, visit the Forms page.

RPW Online Homepage – Agents and Farming Unions

The first page you will see when you enter RPW Online is the Select Customer screen. This screen will display all the customers you are associated with.

As you are a new Agent or Farming Union you will not have any current associations. Associations cannot be made until you have been through the RPW business checks, you will be notified when these have taken place via your chosen preferred method of communication.

Further guidance on associations can be found at Rural grants and payments | Sub-topic | GOV.WALES

Like a customer, an agent with multiple CRNs will open on a screen to select individual CRNs.

Click on the ‘Agent Home’ button to access Agent details:

Menu bar

The green Menu bar along the top of the screen has the following options:

CRN Details

You should choose this option to view or make changes to your customer details. This includes adding individuals, changing contact information and adding business interests.

You can find information on your entitlements and which ones are currently available and not available for payment. You can view your banking information and details of payments made. To change any banking information, you should complete a bank details form as changes to bank details cannot be made online.

This is available at RPW Online: bank details | GOV.WALES or from the Customer Contact Centre. Contact details can be found in the Further Guidance and Support section of this guide. You can change your Online Preferences or add or change any associations with agents, advisors or farming union representatives. While you are a provisional customer you are unable to make amendments to your customer details.

You will be notified when your Customer Registration has been fully processed via your RPW Online Account.

Correspondence

Further guidance and support

More detailed guidance is available online at www.gov.wales/rpwonline.

Our Customer Contact Centre can be reached on 0300 062 5004. Their opening hours are:

Monday to Friday 9:00am to 4:00pm

You can also send them a message via your RPW Online account.

Our Customer Contact Centre can also talk to you about workshops and one to one support available during the SAF window and at other key times.

For further information on Rural Payments Wales run schemes, please visit www.gov.wales/farming

Computer access or training

The website www.computercourseswales.co.uk lists public access computers as well as training courses available across Wales.

There are also a limited number of computers available at some Welsh Government offices.

Broadband availability

Fast-fibre broadband is being introduced throughout Wales or you can apply for a grant to access high speed broadband through other means.

Visit Superfast broadband | GOV.WALES for more information.

Annex 1: business roles and definitions

Owner / sole trader: individual who is the owner of the business with no associated business partners

Business partner: individual who is co-owner of the business

Director: individual who oversees the running of the business and its objectives

Private individual: individual who is not associated with a business

Spouse/family member: husband/wife or other immediate family member

Guardian: individual legally responsible for the care of someone who is unable to manage their own affairs e.g. child under the age of 18

Employee: individual employed by the business

Employee with Delegated Authority: individual given the formal authority by the business to perform tasks and make decisions on behalf of the business

Executor: individual who is legally responsible for carrying out duties of a will.

Chair/trustee: individual who takes responsibility for managing money or assets that have been set aside in a trust for the benefit of the business

Treasurer/committee member: individual appointed to administer or manage the financial assets and liabilities of a business/a member of a committee

Manager: individual responsible for controlling or administering an organisation or group of staff

Company secretary: individual with expertise in corporate governance, legal compliance and administrative management

Business administrator: individual who undertakes actions on behalf of the business but is not a member of the business (not a partner/director etc.)

Personal administrator: individual representing the business following notification of a death

Receiver: individual associated with the business should the business enter administration

Contractor: individual or firm that undertakes a contract to provide a service or do a job

Agent / third party: individual who acts on behalf of another person or group/business

Online user: individual with restricted online permissions

Secretary: individual employed to carry out administrative tasks

Annex 2: administrator permissions and restrictions

Member role

Business member roles are all automatically online administrators

owner/sole trader
business partner
director
executor
chair/trustee
personal administrator
company secretary
employee with delegated authority

Non-business member roles - Online Administrator Access is managed by the administrator of the business

private individual
spouse/family member
guardian
employee
treasurer/committee member
manager
business administrator
receiver
contractor
agent / third party
online user
secretary

Business and non-business member roles

Administrative permissions

the first One Login User to enrol for a CRN will be an administrator regardless of business role. (The Individual that created or migrated the CRN)
an administrator has the authority to invite individuals and customise the access/permissions given
administrators are responsible for issuing administrative access to online accounts
administrators can revoke administrative rights of individuals in Non- Member Roles
administrators can amend business roles of non-business members to business members.
business member roles can only be changed to another business member role
a non-business member can remove themselves from the online business
an administrator can remove any non-business member from the online account

Business and non-business member roles

Administrative restrictions

individuals that have a business member role cannot have their administrative access removed online by another administrator
the administrator cannot amend an individual’s business member role to a non-business member role
a business member cannot remove themselves from the business online
an administrator cannot remove a business member from the CRN.

For further guidance in relation to the above restrictions please contact the Customer Call Centre.

Annex 3: levels of access based on business role

Security access and administrator

Business member

Full access and is Online Administrator.

Only a business member can accept or decline grant awards.

Customer business roles

Owner/Sole Trader
Business Partner
Director
Executor
Chair/Trustee
Personal Administrator
Company Secretary
Employee with delegated authority

Permissions

A business member has full access and can view and change any details associated with the CRN in RPW Online including:

business / individual details
forms and applications
grant awards – including the ability to accept/decline.
financial documents and payment history
woodland plan
messages

Security access and administrator

Non-business member

Full access (excluding accepting / declining grant awards).

The administrative access for a non-business member is managed by the administrator of the business.

Customer business roles

private individual
spouse/family member
guardian
employee
treasurer/committee member
manager
business administrator
receiver
contractor
agent / third party
online user
secretary

Permissions

A Non-Business Member with Full Access has the same permissions as a Business Member, except; they will not be able to accept or decline grant awards. They can view, change and submit details for the CRN including:

business/individual details
submit forms and applications.
financial documents and payment history
woodland plan
messages

Security access and administrator

Non-business member

Custom Access

This option allows permissions to be tailored to each individual, (excluding accepting / declining grant awards).

The Administrative Access for a non-business member is managed by Administrator of the business.

Customer business roles

private individual
spouse/family member
guardian
employee
treasurer/committee member
manager
business administrator
receiver
contractor
agent / third party
online user
secretary

Permissions

When you select ‘Custom Access,’ you will see the ‘Change Access Page’ with the following titles:

customer
grant awards (view only)
applications
claims
financial information
plans
messages

There are three access levels available under the Custom Access option they are:

Restricted Access which is view only.
Full Access which allows Applications and Claims to be selected with or without submission . It also allows them full access to the other areas of the business as shown in the above list.
No Access will deny them complete access.

The permissions for each access level can be found by selecting the blue link under each drop- down box, on the Custom Access page.

When you select Custom Access, you are able to tailor the permissions for each individual. You can give authority for an individual to submit Applications and Claims by selecting the appropriate option. Application and Claim Permissions are shown below.

Applications With Full Access - including submission

Start / Continue / Submit a form (non-claims)
View documents (non-financial)
Upload documents
View Maps
Transfer BPS entitlements (including submission)
Manage CPH
Create and submit Small Grants Environment Project
Start / Continue / Submit a Manage my Land

Applications With Full Access - without submission

Start / Continue a form (non-claims)
View documents (non-financial)
Upload documents
View Maps
Transfer BPS entitlements (no submission)
Manage CPH (no submission)
Create Small Grants Environment Project
Start / Continue a Manage my Land

Claims With Full Access - including submission

Start / Continue / Submit a form (claims)
View documents (non-financial)
Upload documents

Claims With Full Access - without submission

Start / Continue a form (claims)
View documents (non-financial)
Upload documents

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