Project Guidance

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

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

FUNDING RULES AND ELIGIBILITY

And if in doubt, always ask your Project Officer

Eligible Not Eligible

i.e. Costs incurred within your project dates

i.e. Costs incurred outside your project dates

Read your Programme guide (your rule book): there you will find all the minimums and maximums for

Activity durationProject dates and durationParticipant numbers and agesPartner numbersProject changes

Eligible€ 4,000

Request € 2,000

Claim what you are entitled to: we won’t be able to award more than you request

TRACK YOUR BUDGET- RECEIPT LIST

Receipt NumberPlease also

write this number on the receipt itself.

Category the receipt is being claimed under

See Part V (Section A Budget Summary) in the final report for the list of possible categories.

Euro Amount

Other Currencyamount

Only complete if not in Euros

Other Currency

codeOnly complete if

not in Euros

Euro Exchange Rate Used Only complete if

not in Euros

PromoterState promoter name and country

Total Euro (100%)

If the receipt is non Euro, ensure the currency

conversion calculation result below is correct

Example Advanced Planning Visit - Travel 99.00 99.00 GBP 0.87566 GER - Jugendheim € 99.00

1 € 0.00

2 € 0.00

3 € 0.00

4 € 0.00

5 € 0.00

6 € 0.00

7 € 0.00

8 € 0.00

9 € 0.00

10 € 0.00

Click here for European Commission Exchange Ratesthen select a Month and Year.

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: GB-

Final Report Receipt List

Project Dates: from to

Description of what the receipt/invoice is for Include reference number stated on receipt/invoice

Include date stated on receipt/invoiceIf a travel receipt, include the passenger name(s) and departure/arrival locations

John Smith - 27/10/2011 - Flight Heathrow to Berlin - HT444892300

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.

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)

Participant signature list

FINAL REPORT

€How much is it worth?

€What would missing

this out cost me?

… and very important…

All signatures

mustbe 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?

Final report formsReceipt list templateInvoice templateFinal report guidance

http://www.britishcouncil.org/youthinaction-report-forms-and-guidance.htm

Find the following on our website: