required documents for accounting and auditing albena vutsova&lora pavlova
TRANSCRIPT
Required documents for accounting and
auditing
Albena Vutsova&Lora Pavlova
Personnel costs
Employment contracts ( or other legal justification);
Ledgers/accounts, payroll records; Time-sheets; Detailed breakdown and justification of
productive hours Hourly rates include personnel salary and
overhead
Overhead costs
Documentation concerning the calculation of the overhead costs
Breakdown of incurred costs by category of expenses charged to the project;
Equipment/Consumables
Invoices; Proof of payment; In case of rented equipment*:
Rental contract Inventory list of the rented equipment Proof of the investment values of the rented equipment * rental contract should has a clause that the equipment
will be bought!
Record concerning computer usage, if aplicable
Third Party/Assistance
Sun-contracts; Invoices; Proof of payment; Original deliverables of the subcontractors; Evidence of the internal management and
supervision procedures to confirm completion of work required
Travel expenses
Invoices; Mission approval forms; A report. Record, minutes, proceedings; etc.
indicating purpose and participants of the meetings/events;
Bank Statements
In case you are coordinator of the contract, bank statements relating to the payments of EC contribution and the distribution to the contract partners
General ledger/Management accounts
Salient extracts (Clear, visible, obvious, provable) and reconciliation of costs claimed - back to the accounting records in order to facilitate easy and swift verification of costs and their eligibility
Auditor certificates
Copies of any auditors certification statements issues with a claim for cost reimbursement
Accounting principles
Albena Vutsova&Lora Pavlova
General:
Read the Commission documents No binding “Financial rules” There are Financial Guidelines that set the
main principles All organizations keep a proper account
books, documentation and records that facilitate justification of eligible costs
Main principles applied
As of 2008 – GAAP ( General Accepted Accounting Principals) are replace by IFRS ( International Financial Regulation Standard)
The auditor should comply with the IFRS principles;
Major change of FP7 is that all costs – direct and indirect must appear in the organizations book of accounts!!!
Financial statements:
Understandable – i.e. clear and simple information;
Relevant Reliable Timely Consistent, i.e. in case of changes of the
applicable accounting standards; Comparable
Participation without funding
Possible for legal entities to participate in a project without EC contribution: Their costs are recorded in the overall project
budget BUT Not subject to financial audits
Subcontracting Relate to a minimum part of the project; Duly justified; The beneficiary remains fully responsible for carrying out the
project, retains the IPR and ensure that certain provisions of the GA is reflected in the agreement with the subcontractor;
Legal entities; Subcontracting by between beneficiaries is not possible Best bid applied and following national legislation; VAT is non-eligible cost; The reimbursement rate of the costs for subcontracting depends
on the type of activities subcontracted; Subcontractors do not submit Financial statements, their costs
are identified by the relevant Beneficiary
Thank you