1. This programme is co-financed by the European Union and the Republic of Turkey 1 EU-TURKEY CHAMBER FORUM II GRANT SCHEME PROJECT FINANCIAL REPORTING 2 July 2013 Burcu Atılgan-Grant Expert TOBB EU Department

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

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

4. This programme is co-financed by the European Union and the Republic of Turkey 4 DOCUMENTATION AND ACCOUNTANCY Financial documentation ExpenditureDocuments 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

5. This programme is co-financed by the European Union and the Republic of Turkey 5 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

6. This programme is co-financed by the European Union and the Republic of Turkey 6 Travel Public transport: Transport tickets (including boarding passes in case of travel by air) 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. DOCUMENTATION AND ACCOUNTANCY Financial documentation

7. This programme is co-financed by the European Union and the Republic of Turkey 7 DOCUMENTATION AND ACCOUNTANCY Financial documentation ExpenditureDocuments Subcontracted supplies or services 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.

8. This programme is co-financed by the European Union and the Republic of Turkey 8 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)

9. This programme is co-financed by the European Union and the Republic of Turkey 9 Technical documentation 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

10. This programme is co-financed by the European Union and the Republic of Turkey 10 Accounting requirements Aappropriate accounting and double-entry book- keeping system Accounts and expenditure should be easily identifiable and verifiable separate accounts for the action a simple accounts ledger together with other useful templates.

11. This programme is co-financed by the European Union and the Republic of Turkey 11 DOCUMENTATION AND ACCOUNTANCY Accounting requirements The Financial Report should be properly and easily reconciled to the Grant Beneficiaries accounting and bookkeeping system.

12. This programme is co-financed by the European Union and the Republic of Turkey 12 REPORTING REQUIREMENTS

13. This programme is co-financed by the European Union and the Republic of Turkey 13 REPORTS Final narrative and financial report Expenditure verification report

14. This programme is co-financed by the European Union and the Republic of Turkey 14 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 www.etcf.org.tr

15. This programme is co-financed by the European Union and the Republic of Turkey 15 FINAL NARRATIVE REPORT You should prepare the final report in 4 hard copies an 4 CD: - 2 copies to SU - 1 copy to EUD - 1 copy for their records SU will send one copy of the reports to the CFCU with a cover letter and the checklist

16. This programme is co-financed by the European Union and the Republic of Turkey 16 Within 1 month following the completion of the project the GB should send it to the SU for checks. Within 3 months following the completion of the project the report should reach the CFCU.

17. This programme is co-financed by the European Union and the Republic of Turkey 17 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 (Annex3) For the external experts -Training/conference reports, presentations, surveys Copy of the “transfer of title of equipments”( Ekipman Mülkiyet Devri Belgesinin kopyası)(Before the approval of the notariate) (Annex 4)

18. This programme is co-financed by the European Union and the Republic of Turkey 18 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. “Project Expenditure Summary” and “Account Ledger”

19. This programme is co-financed by the European Union and the Republic of Turkey 19 Human Resources Expenditure List For every project expert: 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

20. This programme is co-financed by the European Union and the Republic of Turkey 20 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

21. This programme is co-financed by the European Union and the Republic of Turkey 21 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

22. This programme is co-financed by the European Union and the Republic of Turkey 22 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

23. This programme is co-financed by the European Union and the Republic of Turkey 23 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 exp. Visibility actions

24. This programme is co-financed by the European Union and the Republic of Turkey 24 Expenditure Verification Report by External Auditor

25. This programme is co-financed by the European Union and the Republic of Turkey 25 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

26. This programme is co-financed by the European Union and the Republic of Turkey 26 PAYMENT PROCEDURES Pre-financing: %80 of the sum is paid within 45 days of receipt of the Request for Payment (by CFCU) Final payment: CFCU’s 45 day approval procedure of the final narrative and financial reports, Expenditure Verification Report and the Request for Payment

27. This programme is co-financed by the European Union and the Republic of Turkey 27 MONITORING AND SUPPORT ACTIVITIES

28. This programme is co-financed by the European Union and the Republic of Turkey 28 MONITORING FRAMEWORK In Procedures, Compliance with procurement rules Eligibility of costs Compliance with publicity and visibility rules Documentation and Archiving Bookkeeping and Accountancy Reporting obligations Contract Modifications Non-Compliances and Irregularities In Progress, Financial and Technical progress Performance indicators and Problems And Needs of the beneficiaries

29. This programme is co-financed by the European Union and the Republic of Turkey 29 MONITORING FRAMEWORK Monitoring tools: Monitoring visits, declaration reports and final report. Monitoring visits will be conducted by SU using checklists, monitoring reports etc. SU experts will review and give advice on draft notification letters, addendum requests andfinal report. Monitoring and/or Spot visits by CFCU

30. This programme is co-financed by the European Union and the Republic of Turkey 30 MONITORING RESPONSIBILITIES OF GBs To make key staff of project be present. To provide up-to-date information To define performance indicators To define needs To clarify major dates in procurement To inform SU in case of unavailability To archive all documents for 7 years

31. This programme is co-financed by the European Union and the Republic of Turkey 31 MONITORING The following information will be monitored by SU Project Management Adequacy of Documentation Progress of Activities Risks and Problems Project Indicators Procurement Matters and Records Visibility of the Project

32. This programme is co-financed by the European Union and the Republic of Turkey 32 Thank you for your attention BURCU ATILGAN