Transcript GSP Powerpoint Template

Project Guidance
GETTING STARTED
- Know your Project Officer
- Read the final report form before the
activity
- Make information gathering and
evaluation part of the activity
- Schedule the report writing
- Set up good filing and record keeping
KEY POINTS IN YOUR GRANT AGREEMENT
- Amount awarded
- Project dates
- Exchange rate
- Final report due date
- Legal representative
FUNDING RULES AND ELIGIBILITY
Understand your award: You will not be able to claim over the
amount awarded (principle of co-funding for all Youth in Action grants)
Make sure you spend the grant in what you planned in your application as
otherwise we won’t be able to reimburse you for costs that weren’t approved.
Expenditure
€ 4,000
Award
€ 2,000
Read your Programme guide (your rule
book): there you will find all the minimums and maximums
for
Eligible
i.e. Costs incurred
within your project
dates
Not
Eligible
i.e. Costs incurred
outside your project
dates
Activity duration
Project dates and duration
Participant numbers and ages
Partner numbers
Project changes
And if in doubt, always ask your Project Officer
Claim what you are entitled to: we won’t be able
to award more than you request
Eligible
€ 4,000
Request
€ 2,000
TRACK YOUR BUDGET- RECEIPT
LIST
Final Report Receipt List
Please complete a full row for each receipt being submitted, then print and submit this list with your final report. Each receipt should be allocated a reference number in
column A; please then write this reference number on the receipt itself (or on the paper it's stapled to). This helps the assessor of the report match the description on this
list to the actual receipt itself. Receipts in a language other than English must have key components translated, with each translated receipt signed in original as being a
true translation by the legal representative (written on each receipt or next to it). For more information on this or any other reporting issue please download our Reporting
Guidelines document, available on our website under the 'Manage & Report' heading: www.britishcouncil.org/youthinaction.
Project Reference number: GBProject Dates: from
Receipt
Number
Please also
write this
number on the
receipt itself.
Example
1
2
3
4
5
6
7
8
9
10
Click here for European Commission Exchange Rates
then select a Month and Year.
to
Category the receipt is being claimed
under
See Part V (Section A Budget Summary) in the final report
for the list of possible categories.
Advanced Planning Visit - Travel
1) The official European Commission exchange rates must be used to convert currencies.
For applications submitted from 2010 Round 2 onwards, please use the month of the date of
the last signature on your grant agreement. For prior rounds, please contact us.
2) Please use one exchange rate for all receipts of the same currency.
Description of what the receipt/invoice is for
Include reference number stated on receipt/invoice
Include date stated on receipt/invoice
If a travel receipt, include the passenger name(s) and departure/arrival locations
Euro
Amount
John Smith - 27/10/2011 - Flight Heathrow to Berlin - HT444892300
99.00
Other
Other
Currency Currency
amount
code
Euro
Exchange
Rate Used
Only complete Only complete if
if not in Euros
not in Euros
Only complete if
not in Euros
99.00
GBP
0.87566
Total Euro
(100%)
Promoter
State promoter name and country
If the receipt is non Euro,
ensure the currency
conversion calculation
result below is correct
GER - Jugendheim
€ 99.00
€ 0.00
€ 0.00
€ 0.00
€ 0.00
€ 0.00
€ 0.00
€ 0.00
€ 0.00
€ 0.00
€ 0.00
Travel (not during the activity) – costs listed here.
Insurance – normally expect this to be paid from your activity costs
Quality of receipts – translation, legible, identifiable what cost, for whom, when etc.
Exceptional costs – list these here too.
Translations please! – ask your partner to help with these and then sign the translation
Description – include an accurate description of each receipt
Exchange rate – check the exchange rate you should you as that can lead you to claim the
wrong amount.
And if there is no receipt… we won’t be able to cover those costs.
FINAL
REPORT
1. ESSENTIAL ITEMS
•
Legal Representative signature
(as named in the application form)
•
Completed Final Report
(correct form, narrative, budget request)
•
Participant signature list (so collect during
activity!) (Action 2.1: volunteer report and allowance signature)
•
Final programme of activity
•
Receipts and receipt list (on our website)
FINAL REPORT
Participant signature list
… and very important…
All signatures
must
be original
INVOICE STANDARDS – template available on our website
•
Addressed to the beneficiary organisation or group
•
Clear description of service which details what service or
item has been given.
•
Includes a date as well as any dates of service provided
•
Amount
•
National Insurance number (individuals)
•
Statement: responsible for own tax, permission to work in
UK (individuals)
•
Original signature (individuals)
QUESTIONS?
Find the following on our website:
Final report forms
Receipt list template
Invoice template
Final report guidance
http://www.britishcouncil.org/youthinaction-report-forms-and-guidance.htm