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Geen diatitel

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tickets from your own money. 3. ... 4. Train tickets. Financial Administration. Travel and Accommodation (continued) - travel by car ... – PowerPoint PPT presentation

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Title: Geen diatitel


1
The Audit..
2
Overview
  • Partner Level
  • Transnational Level
  • Timetables Activity Report and Finance Report
  • Auditor Buy In
  • Accountant Buy In

3
Reporting
4
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6
Tips
  • Templates
  • Workshops
  • Peer Review
  • Test
  • Mark yourself
  • Good understanding INTERREG rules and procedures
    needed by all partners
  • Adequate resources assigned to the task of
    financial management
  • Early and frequent reminders to project partners
    about financial reporting deadlines
  • Strict INTERREG financial reporting requirements
    require well-developed internal
  • reporting systems
  • Need standard budget and report forms (provided
    by programme or developed by
  • project)
  • Clear demonstration and justification of all
    costs using the above forms
  • Costs for project management and coordination
    should be shared by all partners

7
Financial Administration Keep a sound SEPARATE
project administration for all payments -
Offers - Orders - Invoices - Proof of payment -
CVs of experts involved For the separate
budget lines this means the following
8
Financial Administration Partner Staff 1.
Signed time sheets per month for each staff
member working on the project including a
specification of the project activities 2.
Copies of the payslips of the involved staff
members 3. Copies of the pay-sheets from
finances department, highlighting the
project related invoices that are paid to be used
as proof of payment
9
Financial Administration External Experts 1.
Curriculum Vitae 2. Offers indicating -
fee per day (maximum fee for SENIOR is 600 -
700) - expected number of days necessary
- activities to be carried out - financial
specification per activity - expected costs
for travel (when, where, how much?)
10
Financial Administration External Experts
(continued) 3. Copies of signed offers to be
considered order 4. Copies of invoices
indicating number of days worked fee per day,
a specification of activities carried out
and costs involved, specification of travel
costs (necessary because the use of different
budget lines) 5. Copies of pay-sheets from
finances department, highlighting the project
related invoices that are paid to be used as
proof of payment
11
Financial Administration Travel and
Accommodation - travel by plane 1. Copies of
invoices 2. If applicable copies of declaration
forms in case you have paid for tickets from
your own money 3. Copies of pay-sheets from
finances department, highlighting the project
related invoices/declarations that are paid to
be used as proof of payment 4. Copies of
plane-tickets 5. Boarding Passes
12
Financial Administration Travel and
Accommodation (continued) - travel by train 1.
Copies of receipt 2. If applicable copies of
declaration forms in case you have paid for
tickets from your own money 3. Copies of
pay-sheets from finances department, highlighting
the project related invoices/declarations
that are paid to be used as proof of payment 4.
Train tickets
13
Financial Administration
Travel and Accommodation (continued) - travel by
car 1. Copies of distance for example from
internet route planning 2. Copies of declaration
forms for mileage allowance 3. Copies of
pay-sheets from finances department, highlighting
the project related declarations that are
paid to be used as proof of payment GENERAL
REMARK please indicate in Enumerative List the
date, location and the kind of meeting for
travel and accommodation!
14
Financial Administration Travel and
Accommodation (continued) - accommodation DSA is
to be used for hotel accommodation and meals -
maximum UK 199 / Belgium 150 / Netherlands
148 - only incurred expenses can be claimed 1.
Copies of invoices from hotel and meals 2. If
applicable copies of declaration forms 3. Copies
of pay-sheets from finances department,
highlighting the project related
invoices/declarations that are paid to be used as
proof of payment
15
Financial Administration Meetings, seminars and
publicity - Meetings and seminars All costs
relating to organising and participating in
meetings / seminars, including rent of premises
and catering 1. Specified offers indicating
costs for example - room rent per day or
catering per person 2. Copies of signed offers
to be considered order 3. Copies of invoices
16
Financial Administration Meetings, seminars and
publicity (continued) - Meetings and seminars
4. If applicable copies of declaration
forms 5. Copies of pay-sheets from finances
department, highlighting the project related
invoices/declarations that are paid to be used as
proof of payment
17
Financial Administration Meetings, seminars and
publicity (continued) - publicity Costs
relating to all aspects of promotion and
publicity 1. Specified offers indicating costs
for example - number of prints of publication
costs per print - costs for development
- activities to be carried out - financial
specification per activity
18
Financial Administration Meetings, seminars and
publicity (continued) - publicity 2. Copies of
signed offers to be considered order 3. Copies
of invoices 4. Copies of pay-sheets from
finances department, highlighting the project
related invoices/declarations that are paid to
be used as proof of payment
19
Financial Administration Equipment 1. Specified
offers indicating costs, for example - sort
of equipment, quantity and costs per piece -
delivery date 2. Copies of signed offers to be
considered order 3. Copies of invoices 4.
Copies of pay-sheets from finances department,
highlighting the project related
invoices/declarations that are paid to be used as
proof of payment
20
Financial Administration Investment 1.
Specified offers indicating for example -
activities to be carried out - financial
specification per activity 2. Copies of signed
offers to be considered order 3. Specified
invoices, indicating the activities carried out
and a financial specification per activity
21
Financial Administration Investment
(continued) 4. Copies of pay-sheets from
finances department, highlighting the project
related invoices/declarations that are paid to
be used as proof of payment
22
Financial Administration General Costs Costs
such as stationary, rent, electricity and
insurance, clearly demonstrating relation to the
project. Calculated on a pro-rata basis. 1.
Invoices indicating for example costs for rent,
electricity or insurance 2. Calculation
indication percentage and following costs related
to the project 3. Copies of pay-sheets
from finances department, highlighting the
project related invoices/declarations that
are paid to be used as proof of payment
23
Financial Administration General Remarks with
regard to the costs Payment date Date of
payment of invoices by your organisation is dates
to be used for your financial report. Offers Plea
se include also all offers that you did not
choose, in your project administration as proof
of a transparent and competitive
process Relation invoice - project Please make
sure that invoices always refer to the project
(number)
24
Financial Administration VAT Costs presented in
the payment claim must be exclusive of VAT unless
the VAT cannot be recovered. VAT recoverable by
whatever means (for example from a
VAT-compensation fund) cannot be considered
eligible. In case the VAT cannot be recovered -
the VAT on the invoices can be included in the
enumerative list - a statement of
non-recoverable VAT from the concerning office
has to be submitted
25
Financial Administration Public
Procurement Purchase of goods, works and services
by public services or other bodies is subject to
Community and National procurement rules. gt
transparent and fair conditions for
competition Thresholds set by EC are
(2003) Goods and services
249.681 Works 6.242.028
26
Joint Actions Questions that need to be
discussed and answered 1. Who will receive and
pay the invoices for these costs? 2. When will
part of the costs be invoiced to the other
partners? 3. How do we handle sub-activities, for
example website e-news who is
responsible who can send orders who will
receive and pay invoices and how will those
costs be passed on to the other partners
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30
Project Audits
  • Keep copies of
  • Photos
  • Videos
  • Agendas
  • Publicity Material
  • Minutes
  • Contracts
  • Equipment

31
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