<p> LEONARDO TRANSFER OF INNOVATION UK/10/LLP-LDV/TOI-386 IENE 2 Intercultural Education of Nurses in Europe</p><p>Instructions for Financial Record Keeping and reporting</p><p>These instructions offer guidance and support in financial record keeping in accordance with Lifelong Learning Programme (LLP) Guide 2010 Part I: General provisions </p><p>It includes instructions on: 1. How to calculate staff costs 2. How to evidence staff costs 3. How to record Staff Costs 4. How to report Staff Costs 5. What financial records and copies of supporting evidence should be sent to the promoter 6. How to order and file their financial records 7. How long to keep financial records relating to the project LEONARDO TRANSFER OF INNOVATION UK/10/LLP-LDV/TOI-386 IENE 2 Intercultural Education of Nurses in Europe</p><p>1. How to calculate staff costs The partners should base the declared staff costs on real daily staff cost rates, which cannot exceed the maximum rates indicated in the “Lifelong Learning Programme (LLP) Guide 2010 Part I: General provisions Extract”. Any surplus will be considered as ineligible. The veracity of these costs may be the subject of an audit. Real daily staff cost rates are based on average rates corresponding to the partner's usual policy on remuneration, comprising actual salaries plus social security charges and other statutory costs included in the remuneration. Non statutory costs like bonuses, lease car, expense account schemes, incentive payments or profit-sharing schemes are excluded.</p><p>For each individual the total staff costs for the project are calculated by multiplying their daily rate by the number of days spent on the project.</p><p>1. How to evidence staff costs Each partner must keep evidence proving the basis of staff costs charged to the project. If the project is audited, the partners will need to show for your own staff:  A list of all personnel employed on the project giving the exact dates of their work plus their position  Employment contracts for both permanent and temporary staff  Official document or internal accounting record displaying National Insurance Numbers  Payroll/salary slips for the project duration  Calculation of related charges (e.g. pensions)  Bank statements showing payments made to personnel  Evidence of calculation of daily rates, named individuals’ salaries and employer contributions  Evidence proving the basis of staff costs charged to the project  Timesheets 2. How to record Staff Costs The partners will use standard timesheets to record staff costs . Timesheets should clearly show: • Individual staff member’s name; • Partner organisation name; • The time worked, preferably expressed as fractions of a day (as this is what the Interim/Final Reports request); • The daily rate; • Work Package number or task code , and (briefly) the nature of the work undertaken, and • they should be signed by the individual and the legal representative.</p><p>3. How to report Staff Costs In the the Interim and Final Report financial tables include a spreadsheet detailing staff costs, and must be completed by each partner. In this spreadsheet will be list of everyone who has worked on the project where must be provided the start and end dates of their activity, staff category (1 - Managers, 2 – Researchers, etc) the number of days worked on the project, and salary. The spreadsheet then calculates the total cost to the project for each person. LEONARDO TRANSFER OF INNOVATION UK/10/LLP-LDV/TOI-386 IENE 2 Intercultural Education of Nurses in Europe 4. What financial records and copies of supporting evidence should be sent to the promoter Partners will send to the promoter (Midlesex University): - Timesheets to record staff time spent on the project by named individuals (in original) containing information on the actual salary paid to each individual working on the project and the employer costs. - Contracts of employment for the persons working for the project(copies) - Curriculum Vitae relating to those working for the project - Copies of receipts and invoices to evidence all expenditure on the project, with the exception of indirect costs for which no supporting evidence is required to be submitted. The indirect costs should however be actual costs, and beable to be substantiated in the event of an audit. - Travel tickets and boarding passes for journeys charged to the project (copies) - Confirmation as to whether or not it is normal policy to claim subsistence rates rather than actual costs. - Confirmation as to whether or not VAT can be reclaimed. If an organisation is able to reclaim VAT, then they should not of course be including the VAT element in the costs claimed in their Progress, Interim and Final Reports. If they cannot reclaim VAT, they should provide a written declaration to this effect, with the Interim and Final Report. - Subcontracting tender documents (with responses), agreements and associated invoices(copies for partners).</p><p>The promoter will send to the partners a list of exchange rates for all relevant currencies during the lifetime of the project. 5. How to order and file the financial records</p><p>All supporting documents must be adequately and originally stamped and signed by the partner’s financial responsible, according to the following model. Otherwise those shall be considered invalid. . </p><p>IENE2- UK/10/LLP-LDV/TOI-386 Doc. no……………. Description of expenditure …………………………………………………………… Total value: €……….. VAT amount: €……………….. Exchange rate (if applicable) ……………. True and exact coppy</p><p>……………………………………………… (Signature and stamp from financial responsible} </p><p>Expenses will be lauched into descriptive lines on the EXCEL application. Here, a document can be used to support more than one expense line, since correctly indicated on its stamp, but never an expense line shall include values from more than one supporting document.</p><p>All supporting documents (such as invoices, receis or equivalents) must to be numbered in sequences so, that a number cannot correspond to any other document. Write clearly LEONARDO TRANSFER OF INNOVATION UK/10/LLP-LDV/TOI-386 IENE 2 Intercultural Education of Nurses in Europe on each document the reference number. Suggested format for the Invoice Reference no. is “Table no – number of invoice” e.g. “J4 – 001”. (J4 represents one of the worksheets in the financial table). Description of expenditure will include a translation in English so it is clear which category the receipt falls into. The full calculation should be detailed on each receipt/invoice to include (where applicable), VAT amount(s), exchange rate applied, apportionment rate, and the final figure in euro. All expens maps are exclusively presented in euro The maps and the copies of the documents of support must be sent by regulary mail (after being signed and stamped) to the promoter (Midlesex University) address. Besides, the EXCEL file must to be sent to the email [email protected]. </p><p> Please ensure that all copies are legible  Please ensure supporting documents can be easily related to the costs in the Financial Report.  Group the receipts in the order of the financial tables and reference number where applicable.  Keep boarding passes with the travel documents they relate to  If there are a number of figures on a receipt/invoice, and it is not obvious which is the relevant figure, this should highlighted on the copy. </p><p>Please ensure you send only signed and stamped copies of receipts and invoices. Please do not send original receipts and invoices. 6. How long to keep financial records relating to the project</p><p>The partners should to keep FULL FINANCIAL RECORDS for the project for 5 years after the final payment is made. If your project is audited, the partners will have to show original documents to evidence staff costs and invoices to evidence all expenditure on the project </p>