Partner Paperwork Presentation

1. Partner Paperwork Presentation

2. Agenda • Welcome and Introduction • Paperwork Walkthrough • Claims Walkthrough • Questions • AOB

3. Welcome and Introduction

4. The West of England Works Project Team Matt Hempstock – WoEW Project Manager Becky Morris – Operations Manager Becca Metcalfe – Account Coordinator Cath Lewis – Account Coordinator Rebecca Clark - Administrator Nick Phillips – Partnership Development Manager Zoe Tingle - Partnership Development Manager

5. Questions • Opportunities to ask questions throughout the sessions, but we have lots to cover and need to progress through the agenda; • If any questions arise following the session please forward them to: • enquiries@westofenglandworks.org.uk

6. Paperwork Walkthrough

7. Annex H - Participant Entry form • Initial Assessment and entry form survey • Annex I – Participant progress form • Progress Review and survey • Annex N – Participant expenses allowances and incentives form • Annex J – Participant Exit form • Exit form and Survey

8. Annex H - Participant Entry form These are constant details that are used throughout the Participants journey • By ‘start’, we mean the learning or support that has actually begun, not any induction, needs testing or other enrolment activities that have been carried out. • Typically, this will result in two different dates: • the date the participant first engages with the project (called ‘enrolment’ for purposes of this Guide) • the date they start their first activity (their official start date for the purpose of reporting to us). For the time being this should be left blank • The participant entry form must be completed before the individual can start on the project.

9. Annex H - Participant Entry form

10. To be eligible for support from the ESF the participant must be: • Legally resident in the UK • Able to take paid employment in a European Union member state

11. This declaration should be supported by evidence relating to their employment status. • Participants who are registered unemployed • A letter or document from the Department for Work and Pensions that confirms the individual is registered unemployed. • Participants who are unemployed but not registered: • A letter or document from a government agency, such as the Careers Service, that gives their status as unemployed. • Participants who are economically inactive: • In addition: A letter or document to support this, such as a doctors letter, letter of entitlement to state pension or correspondence from an educational establishment. • You must see an original and retain a photocopy. • This must be signed and dated by an appropriate member of the project staff, such as the legally responsible contact, as a true copy of the original and kept securely in the individual’s participant file.

13. the ‘prefer not to say’ options on the participant entry formconfirms that there has been an attempt to collect the information from them. • Evidence • Education – Certificates • Household situation – No evidence required • Other information – No evidence required

15. Questions?

16. Initial Assessment and Entry Survey • The participant details should mirror those on Annex H • Participant ID = National Insurance Number • This section will help you to understand the participants previous experience of working and/or education

17. Does not have to link to previous learning/career paths • Should specific to the participant • Should be short and long term • There is no set catalogue of barriers • They could be perceived barriers

18. This needs to provide details on what has been discussed • What are the participants goals and expectations • Note any discussions about how their goals from the programme will aid them to overcome their identified barriers • What can be achieved in the short term • Could be a stepping stone • Does not have to be something specific to the long term goals • What is the end goal • What would they like to achieve

19. The Survey should be completed by the Participant • The Survey will allow you to assess progress later • There is no wrong or right answer • This is an opportunity to list any other information that the participant has shared during your assessment

20. Questions?

21. Annex I – Participant progress form • Part one acts as a register for activity undertaken during the programme • Evidence of your own register would be accepted as evidence • Details of the activity need to be logged • Signatures need to be recorded • You can keep adding to this list

22. Part two is a log of the activities that have been undertaken against the objectives and actions that was previously agreed by the participant • You should up date the form after every progress meeting • It is ok to have things as incomplete on the form as long as they are reviewed and updated • It should be viewed as a way of tracking what has been accomplished at different stages of the programme

23. Questions?

24. Progress Review and Survey • You should complete a form after every progress meeting • It is ok to have things as incomplete on the form • It should be viewed as a way of tracking what has been accomplished at different stages of the programme • The participant details should mirror those on Annex H • Participant ID = National Insurance Number • The SMART targets will form the basis of your next review meeting so make sure that they are clear

25. Progress Review and Survey • Section Three allows the Participant and the Reviewer to make any additional comments • Remember this form is used as part of the Participant evidence requirements so it is important that they are completed as regularly as required

26. The Progress Survey will need to be completed at every progress review • It must be signed and dated by both the partner and participant • Progress may not be linear

27. Questions?

28. Annex N – Participant expenses, allowances and incentives form Part one: Summary This form must be completed whenever a participant is reimbursed for their expenses, or where they are given an allowance or incentive of some kind.

29. Part two: Expenses • Description needs to be as detailed as possible • You will need copies of any receipts • If you are unsure an expense is eligible please refer to Building Better Opportunities Guide to Delivery European Funding October 2015 - Part Four: Expenditure • Evidence • A record of the activities undertaken which resulted in these expenses (such as dated and signed attendance sheets, course materials and original certificates). • A record of childcare costs, including evidence and a dated receipt for any contributions from participants towards these. • Receipts or invoices for every item of expenditure. • Dated and signed declarations of reimbursement for expenses or other costs that have been met on their behalf (see 8.4). • Note that childcare costs are only eligible where the child-minder/childcare provider is appropriately registered.

30. Part three: Allowances and Incentives

31. Part Four: Participant Declaration Part Five: Project Officer Declaration

32. Questions?

33. Annex J – Participant Exit Form • The participant details should mirror those on Annex H • By ‘leave’, we mean the point at which the participant has finished their last activity on the project

34. In the results section of the annex you must tick all the achievements that are relevant • Result can only ever be achieved once and it must be recorded within four weeks of the date that a participant leaves the project • In order for you to ‘count’ a result against your targets, you must have retained evidence to prove that the result has actually been achieved.

35. Evidence • Participants who move into education or training • A letter or document from the school, college, university or learning provider demonstrating that the participant has formally registered and started the education or training. • Note that the start of education or training must be within four weeks of the leaving date of the participant.

36. Evidence • Participants who move into employment • A letter or document from the employer confirming that the participant has started their new job. • A payslip. • A signed contract of employment. • Note that the date of starting employment must be within four weeks of the leaving date of the participant. • Participants who move into self-employment • A letter or document showing that the business activity is registered with HMRC for tax, VAT or National Insurance purposes. • A record showing that the business activity is active and operating, such as a bank statement or a lease/purchase agreement on equipment and premises. • If registered with Companies House, a record listing the participant as a company director. • Note that the date of starting self-employment must be within four weeks of the leaving date of the participant.

37. Evidence • Inactive participants who move into job-search • A declaration from the participant that they are engaged in job searching with a description of what steps they have taken to search for a job, together with evidence of job-search such as: • a CV and a list of jobs applied for • a letter or document from the Department for Work and Pensions that confirms the individual is registered unemployed • a letter or document from a government agency showing the person has newly engaged with mainstream support and is working with them to apply for jobs • a bank statement showing benefit payments. • Note that the date of any documentation must be within four weeks of the leaving date of the participant.

38. Unemployed, includinglong-term unemployed • The participant is without work, and is available for work and actively seeking work. To be eligible for support, the participant must not be in paid employment of any kind. This means an individual with a part-time job or a zero hour contract is ineligible even if they are in receipt of Jobseeker’s Allowance. • Inactive • If someone is economically inactive the participant is not in paid employment or self-employment and is not available for, or not seeking work. • They may be in receipt of certain benefits, such as Incapacity Benefit (IB) or Employment and Support Allowance (ESA) and could also be in training or education of some kind. This category includes participants who are: • full-time students, even if registered unemployed • retired, disabled or a full-time carer • receiving Employment Support Allowance, Incapacity Benefit or Income Support (IS) • Universal Credit claimants who are placed in the Work Preparation Requirement or Work Focused Interview Requirement conditionality groups • not in receipt of benefits • on full-time parental leave (understood as absences from work to bring up a child of young age for a period which does not fall under the classification or maternity or paternity leave), unless they are already registered as unemployed • distant from the labour market and need additional support, skills and confidence to enable them to move towards employment.

40. Exit Form and Survey

41. Questions?

42. Closing the participant file • Ensure the participant file presents a complete and accurate picture of their journey through the project • Before the Participant has completed their last activity ensure you have evidence for: • Eligibility • Progression • Expense claims • Results • If we find that a participant file is incomplete, we may recover the money that has been spent on that individual • You must retain the closed participant file until the end of your project monitoring period and closure of your project

43. Claims Walkthrough • Annex O – Financial Monitoring Spreadsheet • Annex L – Participant Monitoring Spreadsheet

44. Annex O Financial Monitoring Spreadsheet • The financial monitoring spreadsheet (Annex O) is used to report your expenditure. You must complete and maintain your own spreadsheet each quarterly period. • The spreadsheet: • collects information for each transaction • categorises transactions using the cost headings outlined earlier in this section • requests various details about the payments we need to report to the Managing Authority. • Bear in mind that: • you must retain the correct evidence to prove the expenditure is eligible, otherwise we will be unable to pay for it • each transaction must have a clear enough description to enable us to determine its eligibility, without the need to view the original invoice • the money must have been paid out from your bank account within that quarterly period • expenditure must be paid and claimed in full pence. With the exception of the project quarter the information on this sheet will remain the same

47. Where a line is related to a procured contract, the Procurement Register reference must be entered here Type “VAT exempt” If a supplier is VAT Exempt This must match the date on the invoice you are claiming This is the actual date the invoice was paid from your bank account • Costs that are directly related to a project activity, such as staff salaries. • These costs are usually incurred on an item-by-item basis. • All documents should be given a separate unique reference number (URN) • For invoices – add the month and year (in the format MMYY) to the supplier invoice number, separated by a dash, for example: 0216 – 12345 • For salary costs – add the month and year to the staff payroll number. • For participant expenses, incentives and allowances – add the month and year to the receipt or expense number. A free-format field where the supplier name should be entered

48. This needs to give enough information to support the expenditure being eligible e.g. : • Notepads • Laptop for Fred Bloggs • Meeting with Weston College • Salary – F.Bloggs- January 2017 • Invoice or receipt value before VAT. • Values must be in full pence. If you’re unable to recover VAT, or are choosing not to, the VAT amount should be entered here. • This will need to be identifiable and the following numbers should be used: • Cash – a petty cash receipt number. • Cheque – the cheque number. • Credit card – the bank account reference for the relevant monthly statement. • Online – the bank account payment reference. You should always pick more developed from the drop down

49. Any errors relating to the line will be listed here These should be blank These totals will automatically calculate This will automatically calculate These Cells should not be used These should be blank

50. When completing the financial monitoring spreadsheet bear in mind that: • you must retain the correct evidence to prove the expenditure is eligible, otherwise we will be unable to pay for it • each transaction must have a clear enough description to enable us to determine its eligibility, without the need to view the original invoice • the money must have been paid out from your bank account within that quarterly period • expenditure must be paid and claimed in full pence. • You must provide an additional note describing any apportionment methodology used if the amount claimed is not identical to the amount included within the payslip / invoice provided as evidence