EU-TURKEY CHAMBER FORUM II GRANT SCHEME PROJECT FINAL REPORTING Burcu Atılgan-Grant Expert

This programme is co-financed by the European Union and the Republic of Turkey

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EU-TURKEY CHAMBER FORUM II EU-TURKEY CHAMBER FORUM II GRANT SCHEME GRANT SCHEME

PROJECT FINAL REPORTINGPROJECT FINAL REPORTING

Burcu Atılgan-Grant ExpertBurcu Atılgan-Grant ExpertTOBB EU DepartmentTOBB EU Department


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Content

• Project Documentation and Accountancy

• Reporting Requirements


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PROJECT PROJECT DOCUMENTATION AND DOCUMENTATION AND

ACCOUNTANCYACCOUNTANCY


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DOCUMENTATION AND ACCOUNTANCYFinancial documentation

Expenditure Documents

All expenditure

Proof of purchase such as invoices and receipts

Proof of payment such as bank statements, debit notices, proof of settlement by the contractor

Proof of delivery of services such as approved reports, proof of attending seminars, conferences and training courses (including relevant documentation and material obtained, list of attendees, certificates), etc

The Beneficiary Accounting records (computerised or manual) such as general ledger, sub ledgers and payroll accounts, fixed assets registers and other relevant accounting information


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Human Resources

CVs of all experts,Contracts, Staff and payroll records, Salary statements,Monthly time-sheets (prepared in detail, signed by the experts and the representative of the Grant Beneficiary) of all project staff, Bank statements/receipts for payments,Per diem ledgers.Board Decision if the staff of the Beneficiary and/or Partners assigned to the Action


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Travel

Public transport: Transport tickets (including boarding passes in case of travel by air)

Rented transport: Invoice from supplier and summary list of distance covered

Car: For fuel and oil expenses, a summary list of the distance covered, the average fuel consumption of the vehicles used, fuel costs.



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Expenditure Documents

Subcontracted supplies, services

or works

-Proof of procurement procedures such as tendering documents, bids from tenderers and evaluation reports, -Proof of commitments such as contracts and order forms, -Proof of receipt of goods such as delivery slips from suppliers, -Certificate of origin, -Pictures and/or video records of the events, -Attendance sheets, etc.


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Technical documentation

• Examples of project documents for some of the project activities.Surveys /studies • ReportsPublications • Copies of publicationsSeminars, 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)


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• Technical documentationExamples 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 reportExperts• Timesheets• Copies of the outputs • Activities reports


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DOCUMENTATION AND ACCOUNTANCY

Accounting requirements

The Financial Report should be properly and easily reconciled to the Grant Beneficiaries accounting and bookkeeping system.


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REPORTING REQUIREMENTS


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REPORTS

•Final narrative and financial report •Expenditure verification report


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FINAL NARRATIVE REPORT • 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 report is provided in

www.etcf.org.tr


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FİNAL NARRATIVE REPORT should contain:

•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


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FINAL FINANCIAL REPORT

•The bank letter indicating that no interest rate has been applied to the project account and account summary that indicates that the account covers only the project implementation period.•Templates for the final financial report is provided in www.etcf.org.tr


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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.


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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 per diems

payments are made


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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


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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


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Other costs, services expenditure list:

Expenditures documents (invoices and an explanation letter indicating the aim of the contract) for :

PublicationsSurveysExpenditure verificationTranslation serviceConference expenditureVisibility actions


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Expenditure Verification Report by

External Auditor


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EXPENDITURE VERIFICATION REPORT

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


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PAYMENT PROCEDURES

• Final payment: CFCU’s 45 day approval procedure of the final narrative and financial reports, Expenditure Verification Report and the Request for Payment


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• You should prepare the final report in 3 hard copies and 4 CD:

- 2 hard copies and 3 CDs to SU (TOBB)

- 1 copy for their records• SU (TOBB) will send one copy of the reports and 2

CD to the CFCU with a cover letter.• One of the CDs will be sent to EUD by CFCU.


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• You should put your cover letter (indicating the related annexes) and the final report cheklist to your final report while sending them to TOBB.


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IMPORTANT NOTE:

You can design a notification (related with budget, action plan etc.) in order to be approved in your final report.


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Please send your final reports (narrative and financial reports) by e-mail to [email protected] address so that we as the Support Unit can rewiev the report and give the necessary recommendations before sending it by post to TOBB.


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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.


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Thank you for your attention

BURCU ATILGAN

Date post:	04-Jan-2016
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