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EU-TURKEY CHAMBER FORUM II GRANT SCHEME PROJECT FINAL REPORTING Burcu Atılgan-Grant Expert TOBB EU Department. Project Documentation and Accountancy Reporting Requirements. Content. PROJECT DOCUMENTATION AND ACCOUNTANCY. DOCUMENTATION AND ACCOUNTANCY Financial documentation.
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EU-TURKEY CHAMBER FORUM II GRANT SCHEME PROJECT FINAL REPORTING Burcu Atılgan-Grant Expert TOBB EU Department
Project Documentation and Accountancy Reporting Requirements Content
Examples of project documents for some of the project activities. Surveys /studies Reports Publications Copies of publications Seminars, conferences, working meetings Programme List of presentations / conference reports Handouts List of participants List of speakers Minutes (if applicable) Press clippings Feed-back questionnaires (if applicable) Technical documentation
Technical documentation Examples of project documents for some of the project activities. Training A detailed description of the training – training modules, training hours per subject, methods, etc. Training schedule List of participants /Attendance sheets List of trainers / lecturers Feed-back questionnaires Training evaluation report Experts Timesheets Copies of the outputs Activities reports
Accounting requirements The Financial Report should be properly and easily reconciled to the Grant Beneficiaries accounting and bookkeeping system. DOCUMENTATION AND ACCOUNTANCY
Final narrative and financial report Expenditure verification report REPORTS
Narrative section:Project activities/management, participation of partners, relations with key stakeholders, visibility, progress on performance indicators, assessment of the project and notifications about minor contract changes and addenda Templates for the final narrative reportis provided in www.etcf.org.tr FINAL NARRATIVE REPORT
FİNAL NARRATIVE REPORT shouldcontain: Minor /major change requests and CFCU’s approval letters Copy of the printed materials Contracts (supply/service), invitation letters, tender offers (applications), letters to unsuccessful tenderers,evaluation reports Visibility material samples “Performance Indicators Documents” Training/conference/visit programmes, reports, participants list For the external experts -Training/conference reports, presentations, surveys
The bank letter indicating that no interest rate has been applied to the project account and account summary that indicates that the account covers onlythe project implementation period. Templates for the final financial reportis provided in www.etcf.org.tr FINAL FINANCIAL REPORT
Human Resources Expenditure List For every project expert: Work contract or Letter of nomination by the chamber / Copy of the Permission letter Monthly Time sheet CV Payrolls Documents explaining the cost of social security charges and other remuneration-related costs are being retained.
Travel and perdiems Expenditure List Transport tickets (including boarding passes in case of travel by air) Related with per diems: Hotel invoices or the copy of the documents that indicates the round trip dates The copy of the document indicating that the perdiems payments are made
Equipment Expenditures List For every equipment in a separate dossier: Invoice or the document that indicates the payment is made to buy the equipment. Certificate of the Origin, Contract, market survey document
Local Office Expenditure List Copies of the invoices of vehicle costs, office rent, consumables - office supplies, other services (tel/fax, electricity/heating, maintenance), contract or payment document
Other costs, services expenditure list: Expenditures documents (invoices and an explanation letter indicating the aim of the contract) for : Publications Surveys Expenditureverification Translation service Conference expenditure Visibility actions
Expenditure Verification Report by External Auditor
Consist of: TOR for an Expenditure Verification of a EC financed Grant Contract for External Actions- should be completed by the (Grant) Beneficiary and be agreed with the Auditor Annex 1: Information about the Subject of the Expenditure Verification Annex 2: Scope of Work – Procedures to be performed 2. Report of Factual Findings for an Expenditure Verification of an EC financed Grant Contract for External Actions-should be provided by the Auditor The template can be found at www.etcf.org.tr EXPENDITURE VERIFICATION REPORT
Final payment: CFCU’s 45 day approval procedure of the final narrative and financial reports, Expenditure Verification Report and the Request for Payment PAYMENT PROCEDURES
Youshould prepare the final report in 3hard copiesand 4 CD: - 2 hard copiesand 3 CDs to SU (TOBB) - 1 copy for theirrecords SU (TOBB) will send one copy of the reports and 2 CD to the CFCU with a cover letter. One of theCDswill be sent to EUD by CFCU.
Youshould put yourcoverletter (indicatingtherelatedannexes) andthefinal reportcheklisttoyour final reportwhilesendingthemto TOBB.
IMPORTANT NOTE: You can design a notification (related with budget, action plan etc.) in order to be approved in your final report.
Please send your final reports (narrative and financial reports) by e-mail to etcf@tobb.org.tr address so that we as the Support Unit can rewiev the report and give the necessary recommendations before sending it by post to TOBB.
Within 1 month following the completion of the project the GB should send it to the SU (TOBB) for checks. SU should review the reports within 10 working days unless additional information/clarification is requested from the Grant Beneficiary. The Grant Beneficiary should provide the requested information and/or revise the Report(s) according to the comments, made by the SU, if any. Within 3 months following the completion of the project the report should reach the CFCU.
