EU-TURKEY CHAMBER FORUM II GRANT SCHEME PROJECT FINANCIAL REPORTING 2 July 2013 - PowerPoint PPT Presentation

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EU-TURKEY CHAMBER FORUM II GRANT SCHEME PROJECT FINANCIAL REPORTING 2 July 2013

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EU-TURKEY CHAMBER FORUM II GRANT SCHEME PROJECT FINANCIAL REPORTING 2 July 2013
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EU-TURKEY CHAMBER FORUM II GRANT SCHEME PROJECT FINANCIAL REPORTING 2 July 2013

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  1. EU-TURKEY CHAMBER FORUM II GRANT SCHEME PROJECT FINANCIAL REPORTING 2 July 2013 Burcu Atılgan-Grant Expert TOBB EU Department

  2. Project Documentation and Accountancy Reporting Requirements Monitoring and Support Activities Content

  3. PROJECT DOCUMENTATION AND ACCOUNTANCY

  4. DOCUMENTATION AND ACCOUNTANCYFinancial documentation

  5. DOCUMENTATION AND ACCOUNTANCYFinancial documentation

  6. DOCUMENTATION AND ACCOUNTANCYFinancial documentation

  7. DOCUMENTATION AND ACCOUNTANCYFinancial documentation

  8. 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

  9. Technical documentation 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

  10. Accounting requirements Aappropriate accounting and double-entry book-keeping system Accounts and expenditureshould be easily identifiable and verifiableseparate accounts for the action a simple accounts ledger together with other useful templates.

  11. Accounting requirements The Financial Report should be properly and easily reconciled to the Grant Beneficiaries accounting and bookkeeping system. DOCUMENTATION AND ACCOUNTANCY

  12. REPORTING REQUIREMENTS

  13. Final narrative and financial report Expenditure verification report REPORTS

  14. 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

  15. Youshould prepare the final report in 4hard copies an 4 CD: - 2 copies to SU - 1 copy to EUD - 1 copy for theirrecords SU will send one copy of the reports to the CFCU with a cover letter and the checklist FINAL NARRATIVE REPORT

  16. Within 1 month following the completion of the project the GB should send it to the SU for checks. Within 3 months following the completion of the project the report should reach the CFCU.

  17. 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 (Annex3) For the external experts -Training/conference reports, presentations, surveys Copy of the “transfer of title of equipments”( Ekipman Mülkiyet Devri Belgesinin kopyası)(Before the approval of the notariate) (Annex 4)

  18. 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. “Project Expenditure Summary” and “Account Ledger” FINAL FINANCIAL REPORT

  19. Human Resources Expenditure List For every project expert: CVs of allexperts, Contracts, Staffandpayrollrecords, Salarystatements, Monthly time-sheets (prepared in detail, signed by the experts and the representative of the Grant Beneficiary) of all project staff, Bank statements/receiptsforpayments, Per diemledgers. Board Decision if the staff of the Beneficiary and/or Partners assigned to the Action

  20. 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

  21. 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

  22. 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

  23. 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 exp. Visibility actions

  24. Expenditure Verification Report by External Auditor

  25. 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

  26. Pre-financing: %80 of the sum is paid within 45 days of receipt of the Request for Payment (by CFCU) 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

  27. MONITORING AND SUPPORT ACTIVITIES

  28. In Procedures, Compliance with procurement rules Eligibility of costs Compliance with publicity and visibility rules Documentation and Archiving Bookkeeping and Accountancy Reporting obligations Contract Modifications Non-Compliances and Irregularities In Progress, Financial and Technical progress Performance indicators and Problems And Needsof the beneficiaries MONITORING FRAMEWORK

  29. Monitoring tools: Monitoring visits, declaration reports and final report. Monitoring visits will be conducted by SU usingchecklists, monitoring reports etc. SU experts will review and give advice ondraft notification letters, addendum requests and final report. Monitoring and/or Spot visits by CFCU  MONITORING FRAMEWORK

  30. To make key staff of project be present. To provide up-to-date information To define performance indicators To define needs To clarify major dates in procurement To inform SU in case of unavailability To archive all documents for 7 years MONITORING RESPONSIBILITIES OF GBs

  31. The following information will be monitored by SU • Project Management • Adequacy of Documentation • Progress of Activities • Risks and Problems • Project Indicators • Procurement Matters and Records • Visibility of the Project MONITORING

  32. Thank you for your attentionBURCU ATILGAN