this programme is co-financed by the european union and the republic of turkey 1 eu-turkey chamber...
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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
This programme is co-financed by the European Union and the Republic of Turkey
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Content
• Project Documentation and Accountancy
• Reporting Requirements
This programme is co-financed by the European Union and the Republic of Turkey
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PROJECT PROJECT DOCUMENTATION AND DOCUMENTATION AND
ACCOUNTANCYACCOUNTANCY
This programme is co-financed by the European Union and the Republic of Turkey
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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
This programme is co-financed by the European Union and the Republic of Turkey
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DOCUMENTATION AND ACCOUNTANCYFinancial documentation
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
This programme is co-financed by the European Union and the Republic of Turkey
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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.
DOCUMENTATION AND ACCOUNTANCYFinancial documentation
This programme is co-financed by the European Union and the Republic of Turkey
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DOCUMENTATION AND ACCOUNTANCYFinancial documentation
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.
This programme is co-financed by the European Union and the Republic of Turkey
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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)
This programme is co-financed by the European Union and the Republic of Turkey
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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
This programme is co-financed by the European Union and the Republic of Turkey
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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.
This programme is co-financed by the European Union and the Republic of Turkey
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REPORTING REQUIREMENTS
This programme is co-financed by the European Union and the Republic of Turkey
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REPORTS
•Final narrative and financial report •Expenditure verification report
This programme is co-financed by the European Union and the Republic of Turkey
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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
This programme is co-financed by the European Union and the Republic of Turkey
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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
This programme is co-financed by the European Union and the Republic of Turkey
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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
This programme is co-financed by the European Union and the Republic of Turkey
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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.
This programme is co-financed by the European Union and the Republic of Turkey
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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
This programme is co-financed by the European Union and the Republic of Turkey
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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
This programme is co-financed by the European Union and the Republic of Turkey
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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
This programme is co-financed by the European Union and the Republic of Turkey
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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
This programme is co-financed by the European Union and the Republic of Turkey
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Expenditure Verification Report by
External Auditor
This programme is co-financed by the European Union and the Republic of Turkey
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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
This programme is co-financed by the European Union and the Republic of Turkey
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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
This programme is co-financed by the European Union and the Republic of Turkey
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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.
This programme is co-financed by the European Union and the Republic of Turkey
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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.
This programme is co-financed by the European Union and the Republic of Turkey
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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.
This programme is co-financed by the European Union and the Republic of Turkey
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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.
This programme is co-financed by the European Union and the Republic of Turkey
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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.
This programme is co-financed by the European Union and the Republic of Turkey
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Thank you for your attention
BURCU ATILGAN