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PAYMENT RECORDS & REPORTING

PAYMENT RECORDS & REPORTING.  TEMPUS TEACH kick off meeting  18-20 February 2014  Vrsac, SERBIA . GENERAL REMARKS. Funds belong to donor until justified 3-folded strict rules : TEMPUS + national legislation + institutional rules/procedures

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PAYMENT RECORDS & REPORTING

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  1. PAYMENT RECORDS & REPORTING  TEMPUS TEACH kick off meeting  18-20 February 2014  Vrsac, SERBIA 

  2. GENERAL REMARKS Funds belong to donor until justified 3-folded strict rules: TEMPUS + national legislation + institutional rules/procedures Partners are authonomous in managing their share whereas lead institution is responsible for entire budget and corespondance with the donor Uniform rules & procedures for keeping and reporting

  3. Internal consortium procedures: what & why? Our internal procedures related to: recording the payments production of supporting documentation delivering documentation to lead institution in order to: provide for comperableand easily redable financial documentation - source of information for fin. reporting simplify/ease the process of preparing project financial reports and auditing help us to help you fix things in case you unintentionally confronted/didn’t follow TEMPUS rules Very much needed: confidence among partners no barriers in communication/consultations among partners regarding financial issues self-help mechanism among ’’peers’’

  4. STARTING WITH: BANK STATEMENTS All payments (money outflaw) has to be recorded (bank statements) and documented (supporting doc’s) Project dedicated bank accounts: SI-EUR UK–GBP HU-HUF RS-RSD Bank statements (fr. no. 1 till last BS)

  5. DELIVERY OF DOCs Delivery date: after spending of last installment; postal delivery together with new installment request PAPER DOCUMENTS (original): Staff convention (TEMPUS form) Time sheet (TEMPUS form) IMR (TEMPUS form) Bank statements (project dedicated account in local curr.) SCANNED DOCs: All other supporting docs incl. BSs Latest grant monitoring sheet

  6. MOBILITY: CASH PAYMENTS Petty cash report (internal consortium form): specification of all travel costs paid in cash (bus, train or claimed fuel allowance) + claimed stay allowance in EUR + local currency For delivery: Bank statement (CD) Scanned filled form + travel receipts paid in cash (bus, train) (CD)

  7. KEEPING THE DOCs Each bank statement to be compiled with supporting documents for all transactions indicated in that BS Bank statement on the top, all ather documents underneath After completing the BS with all supporting doc’s - stapple it and scann as 1 doc (save in PDF)

  8. KEEPING OF SCANNED DOCs 1 BS+ supporting docs = 1 yellow folder Name the folders in the following way: year (2014) – no. of BS (01)

  9. Thank you for your attention! marko.stojanovic@wb-institute.org www.wb-institute.org www.facebook.com/wbinstitute

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