Project Guidance

G ETTING 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 datesProject 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 wont be able to reimburse you for costs that werent approved. Expenditure 4,000 Award 2,000 F UNDING RULES AND ELIGIBILITY

And if in doubt, always ask your Project Officer EligibleNot 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 duration Project dates and duration Participant numbers and ages Partner numbers Project changes

Eligible 4,000 Request 2,000 Claim what you are entitled to: we wont be able to award more than you request

T RACK YOUR B UDGET - R ECEIPT LIST 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 wont be able to cover those costs.

F INAL R EPORT

1. E SSENTIAL I TEMS 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 F INAL REPORT How much is it worth? What would missing this out cost me?

… and very important… All signatures must be original

I NVOICE 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)

Q UESTIONS ? Final report forms Receipt list template Invoice template Final report guidance Find the following on our website: