Student support and financial reporting Therese Rantakokko International Science Programme,

Presentation overview Student support by ISP - Visa/residence permit - Payments of subsistence allowance - Insurance - Events for students Financial reporting - Guidelines - Check-list - FAQ

Visa/Residence permit 3 important documents are needed when applying for visa/residence permit: - Letter of support - ISP - Insurance certificate – ISP - Letter from supervisor – Host institution Application for residence permit should be done as early as possible, the waiting time at the Swedish migration board is 3-6 months or longer All information, forms etc can be found at our webpage: www.isp.uu.se/allowance

Payments Payments of subistance allowance is done by ISP Students need to confirm their arrival to ISP Payments are made once a month (around 25th each month) either by deposit at: - ICA Maestro card - Bank account in Sweden (make sure that your bank account is active to avoid late payments)

ICA maestro card Ica Maestro card – For students without a Swedish bankaccount Cards will be sent to supervisor with clear instructions that needs to be followed Transfer will be made each month, only Uppsala university can transfer money to the card The card can be used all over the world in shops that accepts Maestro card and that are online “Mini-internetbank” available to see balances and withdrawals. No payment of invoices

Insurance All students are insured via Kammarkollegiet The insurance covers: - Emergency medical care - Emergency dental care (max 3000 SEK per year) - Prescribed medicines - Property coverage (not exceeding 20 000 SEK) Claim forms should be sent to ISP with original receipts/invoices to ISP Kammarkollegiet will decide on reimbursement Accompanying family

Events for students Sida Bilateral program and ISP core programs joint seminar ”Building future networks” 21 Ocotber 2016

Financial reporting Financial reporting (Financial report, audit and management respons) shall be submitted to ISP no later than 30 September by e-mail and in original ISP will summarize all reporting into one report and submit that report to the Swedish embassy in Kampala. The embassy in Kampala will approve all reports Transfer of funds for 2016/2017 will be made only after the approval of all reports for 2015/2016 Budgets for 2016/2017 have been approved

Guidelines ”Guidelines 2008 -­‐ Support to National Research Development, Sida” page 44.

Financial reporting checklist The financial report shall compare outcome for the current reporting period with the approved budget for the same period. If applicable, cumulative outcome from the start of the programme shall be compared with the cumulative approved budget. The notes shall include comments to the variance between budget and actual costs for the reporting period and total project period. For significant variance the variance analysis shall include comments on i) causes of the variance ii) impact on the overall programme implementation iii) actions the cooperation partner intends to undertake to address delayed implementation if applicable. The notes shall include principles for calculation of salary costs allocated to the project. The notes shall include principles for calculation of exchange rate differences, if applicable. Any exchange rate gains or losses shall be reported in the financial report. Accrued interest from the Sida funds shall be reported annually as income in the financial report.

Financial reporting checklist The management of ORG shall sign the financial report. ORG´s accounting records shall be prepared in accordance with generally accepted accounting standards in compliance with national rules and regulations or in compliance with IFRS . The notes shall include information about which accounting standard that has been used. ORG shall comply with national laws regarding taxes and social security fees. All costs must have supporting documentation. If procurement is included a procurement plan should have been made which should be followed up in the financial follow up process. This should include a budget and actuals variances analyses including comments.

Thank you! FAQ 2015/2016 budget and transfer of funds from ISP What should the management respons include? More questions? Thank you!