This programme is co-financed by the European Union

This programme is co-financed by the European Union and the Republic of Turkey EU-TURKEY CHAMBER FORUM II GRANT SCHEME PROJECT FINAL REPORTING Burcu Atılgan-Grant Expert TOBB EU Department 1

This programme is co-financed by the European Union and the Republic of Turkey Content • Project Documentation and Accountancy • Reporting Requirements 2

This programme is co-financed by the European Union and the Republic of Turkey PROJECT DOCUMENTATION AND ACCOUNTANCY 3

This programme is co-financed by the European Union and the Republic of Turkey DOCUMENTATION AND ACCOUNTANCY Financial documentation Expenditure Documents All expenditure Proof of purchase such as invoices and receipts Proof of payment such as bank statements, debit notices, proof of settlement by the contractor Proof of delivery of services such as approved reports, proof of attending seminars, conferences and training courses (including relevant documentation and material obtained, list of attendees, certificates), etc The Beneficiary Accounting records (computerised or manual) such as general ledger, sub ledgers and payroll accounts, fixed assets registers and other relevant accounting information 4

This programme is co-financed by the European Union and the Republic of Turkey DOCUMENTATION AND ACCOUNTANCY Financial documentation Human Resources CVs of all experts, Contracts, Staff and payroll records, Salary statements, Monthly time-sheets (prepared in detail, signed by the experts and the representative of the Grant Beneficiary) of all project staff, Bank statements/receipts for payments, Per diem ledgers. Board Decision if the staff of the Beneficiary and/or Partners assigned to the Action 5

This programme is co-financed by the European Union and the Republic of Turkey DOCUMENTATION AND ACCOUNTANCY Financial documentation Public transport: Transport tickets (including boarding passes in case of travel by air) Travel Rented transport: Invoice from supplier and summary list of distance covered Car: For fuel and oil expenses, a summary list of the distance covered, the average fuel consumption of the vehicles used, fuel costs. 6

This programme is co-financed by the European Union and the Republic of Turkey DOCUMENTATION AND ACCOUNTANCY Financial documentation Expenditure Subcontracted supplies, services or works Documents -Proof of procurement procedures such as tendering documents, bids from tenderers and evaluation reports, -Proof of commitments such as contracts and order forms, -Proof of receipt of goods such as delivery slips from suppliers, -Certificate of origin, -Pictures and/or video records of the events, -Attendance sheets, etc. 7

This programme is co-financed by the European Union and the Republic of Turkey Technical documentation • Examples of project documents for some of the project activities. Surveys /studies • Reports Publications • Copies of publications Seminars, conferences, working meetings • Programme • List of presentations / conference reports • Handouts • List of participants • List of speakers • Minutes (if applicable) • Press clippings • Feed-back questionnaires (if applicable) 8

This programme is co-financed by the European Union and the Republic of Turkey • Technical documentation Examples of project documents for some of the project activities. Training • A detailed description of the training – training modules, training hours per subject, methods, etc. • Training schedule • List of participants /Attendance sheets • List of trainers / lecturers • Feed-back questionnaires • Training evaluation report Experts • Timesheets • Copies of the outputs • Activities reports 9

This programme is co-financed by the European Union and the Republic of Turkey DOCUMENTATION AND ACCOUNTANCY Accounting requirements The Financial Report should be properly and easily reconciled to the Grant Beneficiaries accounting and bookkeeping system. 10

This programme is co-financed by the European Union and the Republic of Turkey REPORTING REQUIREMENTS 11

This programme is co-financed by the European Union and the Republic of Turkey REPORTS • Final narrative and financial report • Expenditure verification report 12

This programme is co-financed by the European Union and the Republic of Turkey FINAL NARRATIVE REPORT • Narrative section: Project activities/management, participation of partners, relations with key stakeholders, visibility, progress on performance indicators, assessment of the project and notifications about minor contract changes and addenda • Templates for the final narrative report is provided in www. etcf. org. tr 13

This programme is co-financed by the European Union and the Republic of Turkey FİNAL NARRATIVE REPORT should contain: • Minor /major change requests and CFCU’s approval letters • Copy of the printed materials • Contracts (supply/service), invitation letters, tender offers (applications), letters to unsuccessful tenderers, evaluation reports • Visibility material samples • “Performance Indicators Documents” • Training/conference/visit programmes, reports, participants list • For the external experts -Training/conference reports, presentations, surveys 14

This programme is co-financed by the European Union and the Republic of Turkey FINAL FINANCIAL REPORT • The bank letter indicating that no interest rate has been applied to the project account and account summary that indicates that the account covers only the project implementation period. • Templates for the final financial report is provided in www. etcf. org. tr 15

This programme is co-financed by the European Union and the Republic of Turkey Human Resources Expenditure List For every project expert: • Work contract or Letter of nomination by the chamber / Copy of the Permission letter • Monthly Time sheet • CV • Payrolls • Documents explaining the cost of social security charges and other remuneration-related costs are being retained. 16

This programme is co-financed by the European Union and the Republic of Turkey Travel and perdiems Expenditure List • Transport tickets (including boarding passes in case of travel by air) • Related with per diems: Hotel invoices or the copy of the documents that indicates the round trip dates • The copy of the document indicating that the per diems payments are made 17

This programme is co-financed by the European Union and the Republic of Turkey Equipment Expenditures List For every equipment in a separate dossier: Invoice or the document that indicates the payment is made to buy the equipment. Certificate of the Origin, Contract, market survey document 18

This programme is co-financed by the European Union and the Republic of Turkey Local Office Expenditure List Copies of the invoices of vehicle costs, office rent, consumables - office supplies, other services (tel/fax, electricity/heating, maintenance), contract or payment document 19

This programme is co-financed by the European Union and the Republic of Turkey Other costs, services expenditure list: Expenditures documents (invoices and an explanation letter indicating the aim of the contract) for : Publications Surveys Expenditure verification Translation service Conference expenditure Visibility actions 20

This programme is co-financed by the European Union and the Republic of Turkey Expenditure Verification Report by External Auditor 21

This programme is co-financed by the European Union and the Republic of Turkey EXPENDITURE VERIFICATION REPORT Consist of: • TOR for an Expenditure Verification of a EC financed Grant Contract for External Actions- should be completed by the (Grant) Beneficiary and be agreed with the Auditor Annex 1: Information about the Subject of the Expenditure Verification Annex 2: Scope of Work – Procedures to be performed • 2. Report of Factual Findings for an Expenditure Verification of an EC financed Grant Contract for External Actions-should be provided by the Auditor The template can be found at www. etcf. org. tr 22

This programme is co-financed by the European Union and the Republic of Turkey PAYMENT PROCEDURES • Final payment: CFCU’s 45 day approval procedure of the final narrative and financial reports, Expenditure Verification Report and the Request for Payment 23

This programme is co-financed by the European Union and the Republic of Turkey • You should prepare the final report in 3 hard copies and 4 CD: - 2 hard copies and 3 CDs to SU (TOBB) - 1 copy for their records • SU (TOBB) will send one copy of the reports and 2 CD to the CFCU with a cover letter. • One of the CDs will be sent to EUD by CFCU. 24

This programme is co-financed by the European Union and the Republic of Turkey • You should put your cover letter (indicating the related annexes) and the final report cheklist to your final report while sending them to TOBB. 25

This programme is co-financed by the European Union and the Republic of Turkey IMPORTANT NOTE: You can design a notification (related with budget, action plan etc. ) in order to be approved in your final report. 26

This programme is co-financed by the European Union and the Republic of Turkey Please send your final reports (narrative and financial reports) by email to etcf@tobb. org. tr address so that we as the Support Unit can rewiev the report and give the necessary recommendations before sending it by post to TOBB. 27

This programme is co-financed by the European Union and the Republic of Turkey Within 1 month following the completion of the project the GB should send it to the SU (TOBB) for checks. SU should review the reports within 10 working days unless additional information/clarification is requested from the Grant Beneficiary. The Grant Beneficiary should provide the requested information and/or revise the Report(s) according to the comments, made by the SU, if any. • Within 3 months following the completion of the project the report should reach the CFCU. 28

This programme is co-financed by the European Union and the Republic of Turkey Thank you for your attention BURCU ATILGAN 29