Operational Handbook

This guide is for organisations that were awarded Taith funding from the Pathway 2 2024 funding call. Please read it along with your Taith Grant Agreement letter and the 2024 Taith Programme Guides. 

If something in this handbook doesn’t quite match your Grant Agreement or the Programme Guides, that’s okay, your Grant Agreement (and its schedules) will always take priority. 

If you have questions or want to give feedback, please email: support@taith.wales 

The Grant Agreement has a number of schedules, which are listed below. 

These are applicable to all Pathway 2 2024 projects awarded funding in March 2025.  

Taith will pay you in British pounds (GBP) and send the money to the bank account you gave us.   

To see when payments will be made, how much, and what percentage of your grant you’ll get, check Schedule 1 – Payment Schedule Process in your Grant Agreement letter. Please note that payment dates and amounts might change depending on your reports and how much of the grant you’ve spent so far. 

If your bank details change, you must tell Taith straight away by emailing support@taith.wales You’ll need to fill in a New Supplier Form and send a recent bank statement (from the last 3 months). Taith will check the new details before sending any more payments.

Grant funding overview 

The grant money is split into different categories. You can find the full budget breakdown in Schedule 2 of your Grant Agreement letter. The grant must only be used to carry out your approved project. 

The maximum grant you could apply for in the 2024 Pathway 2 funding call was £60,000. 

What You Can Spend the Grant On (Eligible Costs) 

a. Staff costs

Money to pay staff working directly on the project i.e. those involved in activities such as project planning, and the creating and sharing of project outcomes. Staff costs are based on daily rates. This funding is for internal staff costs only, not for external consultants or guest speakers. 

b. Project Management & Implementation

Covers costs to help run the project, such as: 

• Room hire 

• Refreshments 

• Facilitators 

• Translators 

• UK travel/mileage and accommodation for meetings, where necessary 

c. Dissemination (sharing the project outcomes) 

Covers costs to share your project with others in Wales and internationally. This can include: 

• Events 

• Marketing 

• Reports 

• Online resources or platforms 

• UK travel/mileage and accommodation for events and training, where necessary 

Important: Anything created with Taith funding must be free of charge to all participants and remain so for as long as they are used/shared. These resources cannot be developed or used for commercial purposes. 

d. Mobilities (international travel)

Both staff and learners can travel abroad as part of the project. 

• Staff travel: For learning, collaboration, or sharing knowledge. 

• Learner travel: Only allowed for groups, and only if they help create or test the project results. 

What’s covered: 

• Subsistence grant (for food, accommodation, etc.) 

• Travel grant, with extra support available on request for use of eco-friendly or ‘green’ travel options (please see Section 5). 

Please note that more help is available on request for participants with Disabilities, additional learning needs, or from disadvantaged backgrounds (see Section 5). 

Subsistence 

This is a set amount of money based on: 

• How long the trip is 

• Which country you’re visiting 

Countries are grouped by cost of living (high, medium, low). Each participant must get their full amount. Check your organisation’s rules to see if receipts are needed. 

Travel 

Covers the cost of a round trip abroad. The amount depends on the distance between the UK and the destination. If you choose green travel, Taith will cover the actual cost (as long as it’s good value). See Schedule 4 of your Grant Agreement letter for more details. 

All participants going abroad will get a travel grant. See Schedule 6 for exact amounts based on distance. 

Extra support 

Extra funding is available for participants with Disabilities, ALN, or who are disadvantaged. This can cover up to 100% of eligible costs (see Schedule 4). 

Choosing participants 

You are responsible for selecting who goes on mobilities. The process must be: 

• Fair 

• Clear 

• Well-documented 

Participants must meet the criteria in the Taith Programme Guide. You can’t charge them any fees or deposits to take part. 

Paying participants 

The funding amount for each outward participant was worked out using the grant calculator you submitted with your application. 

To work out the funding for inward participants (if you have any), please use the inward participant grant calculator in your project folder. 

It is essential that all participants—both outward and inward—get the full amount they’re entitled to for travel and living costs.

You can ask Taith for extra funding for: 

• Green Travel 

• Exceptional Costs 

• Inclusion Support 

Requests must be sent as soon as possible and no later than 30 calendar days after the activity happens. 

Late requests won’t be accepted unless there’s a very good reason. 

Each request must: 

• Show value for money 

• Be linked to the specific participant who needs the extra funding 

To apply: 

• Fill in the Additional Funding Request Form 

• You can find the form and guidance on the Grant Recipient area of the Taith website 

For more details, check Schedule 4 – Request for Additional Funding in your Grant Agreement letter. 

Example of a request  

Four learner participants on an individual mobility plan to travel from Cardiff to Bristol Airport. A number of transport options have been explored, with the outcome being that a public coach offers the best value for money. The total paid by the organisation for the four participants is £100, or £25 per person; one of these participants is considered as disadvantaged, so the Grant Recipient submits an application to Taith for additional funding for this participant’s coach fare (£25).  

Green Travel    

For Taith, Green Travel means using low-emission transport instead of flying.
Examples include: 

• Bike 

• Train 

• Coach 

• Minibus 

• Carsharing 

To meet the eligibility for Green Travel, you must use these options for most of the round trip (to and from the destination). Ferries are not considered green travel because they produce high emissions. 

If Green Travel costs more than the standard travel grant, you can apply for extra funding.
You’ll need to show proof of best value for money—for example, that you chose the cheapest reasonable option. 

Exceptional costs   

• Travel to a UK Transport hub – learner participants only  

This funding helps cover the cost of getting to a UK transport hub—the place where the international journey starts.
Examples of transport hubs include: 

• Airports 

• Train stations 

• Ports 

• Bus stations 

You can use different types of transport, like: 

• Train 

• Bus 

• Boat 

For train travel, participants can claim: 

• The train ticket cost 

• A railcard, if the total cost of both is less than the ticket alone 

Participants aged 16–21 travelling by bus should use mytravelpass 

If travelling by car, the petrol rate is £0.45 per mile. 

The rates are:  

Group Mobilities: You can claim £500 per mobility, up to a maximum of £1,500 per project, based on actual costs. 

This funding is available for projects in the following sectors: 

• Schools 

• Youth 

• Adult Education 

• Further Education and Vocational Education Training (FE/VET) 

It is not available for Higher Education projects. 

Individual Mobilities: Participants from disadvantaged backgrounds can get up to £100 per mobility, based on actual costs that offer good value for money. 

This funding is available for all sectors. 

Inclusion Support   

This funding is for participants who: 

• have Additional Learning Needs (ALN) 

• are Disabled 

• come from disadvantaged backgrounds 

You can find more details in: 

• the Programme Guide 

• Schedule 4 – Request for Additional Funding 

• Schedule 6 – Eligible Expenditure in your Grant Agreement 

Participants with ALN or Disabilities 

• Can get up to 100% of eligible inclusion costs 

• This applies to both staff and learners 

• Taith holds this funding centrally and releases it when needed 

ALN definition: As defined by the ALN Act 2018 and the ALN Code for Wales 2021
Disabled definition: A person with a physical or mental condition that has a serious and long-term effect on daily life (Equality Act 2010) 

Participants from disadvantaged backgrounds 

• Can get up to 100% of actual costs for extra travel needs like:  

• Visas 

• Passports 

• Travel insurance 

• Luggage (if needed) 

• In Higher Education only, staff / accompanying persons can also apply for up to 50% extra subsistence & travel funding for trips over 4000 km. Learners automatically receive this uplift in the grant calculator tool (other sectors already have inclusive travel rates). 

Check Table 1 for the full list of who qualifies as a disadvantaged participant (staff and learners). 

If you can’t get evidence 

At Taith, we understand that it’s not always easy to get certain documents. For example: 

• A participant might be an unpaid carer and not have official proof. 

• A participant might not be able to access their parents’ financial details. 

If you can’t get the usual evidence, here’s what to do: 

a. Explain your internal process

Tell Taith how your organisation identifies disadvantaged participants.
For example, if your Wellbeing, Counselling, or Pastoral Care team supports these learners, they can confirm the participant meets the criteria. 

b. Write a letter on headed paper. This letter should confirm: 

• That your internal process was followed
• That the participant meets Taith’s criteria for being disadvantaged 

c. If you don’t have a support team write a certificate on headed paper. It must be signed by: 

• Your Taith Project Lead 
• The participant 
• A parent or carer (if needed) 

d. Keep the letter or certificate. Store it with your Taith project documents for 12 years. Taith may ask to see it later. 

This process helps you support participants who need extra funding, without asking for personal or hard-to-get documents. 

Disadvantaged staff participants 

If a staff member wants to apply for extra funding because they are disadvantaged: 

• They must meet at least one of the criteria in Table 2. 

• You must keep at least one piece of evidence to prove this. 

For further information on additional funding, please contact us at support@taith.wales 

Early returns  

Please see section 7.0 Making changes to your project  

Short durations   

Please see section 7.0 Making changes to your project  

Pre-departure cancellation  

Please see section 7.0 Making changes to your project  

Force Majeure  

Force majeure means an extreme event outside your control stops you from doing your planned project activities. You can ask for force majeure support only if you can’t reschedule the activity and would lose money because of it. 

You can only ask for force majeure in clear and serious situations that affect the participant’s activity or wellbeing. These include: 

• Serious illness or injury (with a medical certificate). Make sure you have proper travel insurance. Extra funding is only a top-up, not a replacement. 

• Bereavement (death of close family like parents or grandparents). 

• Major political problems or natural disasters in the host country. 

• Traumatic experiences, like being involved in or seeing a serious accident or crime. 

• Covid-19 issues, like cancelled activities or lockdowns that were not expected. 

Force majeure does NOT cover: 

• Arguments between participants and host organisations that could be solved. 

• Cancelled classes or sessions. 

• Participants just wanting to go home. 

• Problems that could be fixed by the participant or organisations. 

• Strikes, money problems, broken equipment, or delays in getting materials. 

This list isn’t complete—Taith will look at each case individually. 

If a shorter stay is approved, update the participant’s report with the actual dates they were abroad. The grant only covers the real time spent abroad. Any extra money must be paid back by the participant. 

If a mobility is paused due to force majeure, the participant can continue later, as long as the new end date is still within the project’s final deadline. 

To make a force majeure request: 

• Send an email to us support@taith.wales  

• You can find help and guidance on the Grant Recipient area of the Taith website. 

You must give full evidence for your situation. Taith must approve your force majeure request before you send your final report. 

Interruptions/ non-funded days  

If a participant does something not related to their mobility, it won’t be funded. These days will be taken off the total mobility duration. 

For example: 

• If someone goes home for a short visit during their mobility, those days are non-funded. 

• If someone extends their stay to do unrelated activities, those extra days are also non-funded. 

Even after removing non-funded days, the mobility must still meet the minimum required duration. 

You must: 

• Report the start and end dates of the mobility. 

• Clearly show how many non-funded days there were. 

You can make changes to your project while it’s running, if needed. But the changes must not affect the main goals or the reason your project was given funding. 

There are two types of changes: 

1. Project changes – changes to the overall administration of the project. This includes changes due to Force Majeure and Project Extension requests, which must be sent by email to support@taith.wales. All other requests must be sent as a signed PDF letter on your organisation’s headed paper by email to support@taith.wales 
2. Activity changes – changes to specific mobility activities. To request activity changes in the Schools, Youth, FE/VET, and Adult Education sectors, you must fill in the Change Request Pro forma (saved in your reporting folder) at least 30 calendar days before the mobility starts. Higher Education has a different process (explained later in the guide).   

As detailed below, some but not all changes will need Taith’s approval before you go ahead.  

Project changes that do not require Taith approval  

Change of Legal Representative, Chief Financial Representative, or Contact Person 

If someone in one of these roles changes during the project, please send us a signed PDF letter on your organisation’s headed paper from an authorised source stating the nature of the change. For changes to the legal representative or chief financial officer, the letter must also confirm that the new person is authorised to sign legal documents. 

Project changes that do require Taith approval  

Consortium changes 

• If you want to add a new partner to your consortium, Taith must approve it. 

• We will check:  

• The impact of the change 

• That all eligibility rules are met 

• That the quality of the consortium stays the same 

• Send this to us in an email to support@taith.wales as soon as you know. 

Project duration 

• If you want to extend your project, please send us an email support@taith.wales at least 60 calendar days before the approved project end date. 

• If your project will end earlier than planned, let us know as soon as possible so that we can send your final report template for completion. This helps you get your final payment or return any leftover funds. Please note though that if your project finishes much earlier than expected and doesn’t match the timeline you originally gave us, it might cause a delay in your final payment.  

 Check Schedule 8 – Project Change Process in your Grant Agreement letter for more details. 

Activity changes that require Taith’s approval.  If you need to change an activity, you must: 

• Let us know at least 30 calendar days before the change is due to happen.  

Change to a project output  

Pathway 2 focuses on creating useful, clear, and measurable project outputs that benefit others in Wales. If you want to change your original project plan, you must talk to Taith before making any changes. 

Change to planned dissemination activities  

Sharing project results is a key part of Pathway 2. You must clearly show how and with whom you’ll share your outputs. Any changes to your original sharing plan must be discussed with Taith before going ahead. 

Important notes 

• If the new destination has a higher grant rate, your budget will change. 

• Taith will update your live grant calculator to reflect this. However, Taith can only fund up to your original grant award. 

• The new duration must still meet the minimum and maximum limits set by the programme. 

• You must still meet the underrepresented groups requirement by the end of the project 

• You must still meet (or improve on) the original goals and results of your project, even if you’re working with a new international partner or going to a new destination. 

For more details on budget changes, see Schedule 8 – Project Change Process in your Grant Agreement. 

Travel safety 

Follow UK government travel advice from the Foreign, Commonwealth and Development Office (FCDO) Taith will not fund travel to places where the FCDO advises against it. 

If travel advice changes, you must: 

• Make new plans (like choosing a different destination) 

• Contact Taith before making any changes 

In line with Schedule 11 – Safeguarding of the Grant Agreement letter, you will have completed a Safeguarding checklist as part of the formal acceptance of the funding. The checklist details the requirements that must be adhered to when directly working with participants who are under the age of 18 and / or at-risk adults, or when delivering work that has an impact on participants who are under the age of 18 and / or at-risk adults.   

You have a responsibility to safeguard the welfare of participants who are under the age of 18 and at-risk adults (as defined under Part 7 of the Social Services and Wellbeing (Wales) Act 2014), in accordance with the relevant legislation and accompanying guidance.   

The Wales Safeguarding Procedures can help you to understand and apply the duties set out in this legislation and guidance.  

All education settings in Wales have a legal duty to ensure that children have access to a safe learning environment. It is important that education settings are clear about how they continue to meet their statutory duties for safeguarding children and young people when making arrangements for foreign exchange visits, as set out in statutory guidance Keeping Learners Safe.  

You also need to consider the relevant legislation governing safeguarding in the country/territory to which they send any participants, and where appropriate, incorporate this into their processes/ procedures.   

It is a requirement for you and your Consortium organisations (if applicable) participating in the Taith programme to have the following in place:  

• An up-to-date safeguarding policy and other appropriate policies e.g., child protection policy, complaints policy, whistleblowing policy, anti-harassment and bullying policy, data protection policy. 

• Safe recruitment procedures.  

• Up-to-date training records. 

• A code of conduct for participants. 

• A code of conduct for staff and volunteers. 

• A clear mechanism for reporting any safeguarding concerns. 

• A clear mechanism for carrying out suitable checks on host families and appropriate procedures in place for visits and planning (where applicable). 

• A named individual who holds a senior position within the Grant Recipient Organisation with responsibility for safeguarding. 

• Appropriate risk assessments and checks, including where appropriate, criminal record and/or DBS checks. 

• Suitable insurance, such as travel and liability insurance.  

• All Grant Recipients and Consortium Participants (if applicable) who will run Grant Activities (including virtual exchanges) involving under 18-year-olds or at-risk adults are required to complete a checklist as part of the Grant Agreement letter.  All requirements which form part of the checklist must be complied with before an activity takes place. 

All Taith projects require the submission of several reports during the project lifecycle. These help monitor progress, ensure accountability, and determine payments. 

a. Participant reporting

• Purpose: Collection of data on participants after the mobilities have taken place. 
• Deadline: Must be submitted within 28 calendar days of mobilities taking place and prior to submitting your final report. 
• Location: Saved in your individual reporting folder, which includes guidance. 

 b. Interim report

• Required: Based on project duration or risk rating. 
• Deadline: As specified in Schedule 1 – Payment Schedule Process. 
• Submission: Must be completed and saved in your project folder. 
• Purpose: Assesses project progress against the original grant application. 
• Outcome:  
  • Feedback provided. 
  • May include recommendations or actions to complete. 
  • Further payments depend on satisfactory progress of your project and approval by Taith. 

c. Final report

• Deadline: Within 30 calendar days of the project end date (or earlier if all activities are complete). 
• Submission: Must be completed and submitted electronically. 
• Purpose:  
  • Provides a full overview of activities and spending. 
  • Enables budget reconciliation. 
• Requirements:  
  • Must include a digitally signed final report and a Certification Statement (see Schedule 7). 
  • Templates are available in the Grant Recipient area. 
• Consequences of Late Submission:  
  • May result in withheld, suspended, or reclaimed grant payments. 
• Final Payment Conditions:  
  • Based on actual delivery and expenditure. 
  • If the grant activities aren’t carried out as planned or cost less than expected the grant may be reduced or you may have to repay any extra money received. 

 d. Certification Statement 

• Required: Must be submitted within 30 calendar days of the project end date. 
• Purpose: Confirms completion of grant activities and triggers the final payment process. 
• Approval: Subject to Taith’s review. 

Taith may carry out audits to check your compliance with financial and programme rules. These audits will look at: 

 General project administration 

• Banking arrangements 

• Transaction records 

• Payment procedures 

• Cost eligibility 

• Travel 

• Evidence of activities/meetings 

• Inclusion and exceptional costs (if applicable) 

 Types of audits: 

a. Desktop audit 

• Done remotely 
• Basic compliance check 

b. On-Site audit (during project) 

• In-depth review of records and staff interviews 
• May be supportive if you are a new Grant Recipient 
• Helps ensure correct project delivery and spending 

c. On-Site Audit (after project ends) 

• Detailed review 
• Triggered by serious issues found earlier 
• Immediate action may be taken 

d. Reports  

• Quarterly reports will be required for very high-risk projects over the duration of the project.  
• Interim reports will be required for all projects.  
• Final reports will be required for all projects.  

Supporting evidence requirements 

You must keep clear records to prove that activities and spending match your approved Grant Agreement. 

 For all Additional Funding: 

• Keep invoices, receipts, accounting records, and related correspondence 
• All records must be kept for 12 years after the closing date of your project 

Evidence for Unit Costs (e.g., travel & subsistence): 

• Signed attendance certificate or statement with:  
  • Participant name 
  • Purpose of activity 
  • Confirmed start and end dates 

• For group mobilities:
  • Spreadsheet with participant signatures 
  • For under-18s: signed by accompanying adult 

• Applies to both inward and outward participants 

• Must include Taith participant ID and match report data 

• Include full details and correspondence with partner organisations 

Evidence for actual costs: 

• Upload receipts to the “actual cost” section of your reporting folder as soon as you can and no later than 28 calendar days after the last expense. 

• Log each cost in the actual cost spreadsheet:  
  • Use the same name as the receipt 
  • Add a description and exact value 

• Taith will review and update the approval status in the spreadsheet:
  • If rejected, you’ll be notified with reasons 
  • If approved, no further communication—check the spreadsheet for updates 

Staff costs  

• Contract of employment 
• Processed claim form if payment is for casual/variable hours staff who are paid monthly for actual hours worked 
• Timesheets where staff are not working 100% on the project 
• Transaction lists which show payments to staff employed on the grant  

 Project Management, Dissemination and Translation  

• Contract (if applicable) 
• Approved purchase order 
• Goods receipt
• Invoice 
• Entry of cost in finance system (evidenced via transaction list)
• Booking confirmation, especially when booked online 
• Rail tickets, boarding passes, hotel confirmations to evidence the trip took place  

If you need help with this process, contact support@taith.wales 

Evidence requirements 

Not accepted 

• Credit card statements/receipts are not valid as they don’t show item details. 

Receipts must include: 

• Item cost
• Supplier name
• Date of purchase
• Currency used
• VAT number (if applicable) 

Approved Additional Funding 

(For green travel, inclusion support, or exceptional costs) 

You must keep and provide: 

• Invoices/receipts showing:
  • Supplier name and address
  • Amount and currency
  • Date
  • For travel: route and travel date 

• Evidence for participants with ALN, a Disability or are disadvantaged  

• • Use participant ID, not names 

• Proof of value for money:  

• • Items over £300: written quotes
  • Items under £300: cost comparison 

• Other documents may be requested to support your claim (e.g., estimates or quotes) 

 If Taith requests evidence: 

• You must send it to support@taith.wales within 5 working days
• If not provided, Taith may recover the funding 

Record keeping: 

• Keep all records (electronic or paper) for 12 years after the project ends
• Includes records from subcontractors or consortium members
• You must allow Taith access to all funded activity sites and records (as per Clause 6.4 of the Grant Agreement) 

Recoveries  

What is a Recovery? 

A recovery means Taith may ask for unused or ineligible grant money to be paid back. This can happen at any time during the project if: 

• You spent less than what you’ve been paid so far.
• You finish your project early and submit the final report before the expected end date.
• The grant agreement is ended by you or Taith.
• Your organisation goes into liquidation.
• Your final report shows underspending or issues found during audits. 

How Recoveries Work 

We try to avoid recoveries where possible. If a recovery is needed: 

1. Offset: we will work out your final grant amount and take it off your remaining payment.
2. Invoice: If you’ve been paid more than your final grant amount, we will send you an invoice asking you to pay it back straight away.
   • You’ll have 10 working days to pay.
   • If you don’t pay the invoice, we will send you a final letter before taking legal action. 

If you don’t pay back the money you owe us, it could affect payments for your other Taith projects or stop you from getting future funding from us. 

Your Responsibility 

Whether the recovery is taken from a future payment or paid by invoice, it’s your responsibility to make sure you have enough funds to complete all approved Taith projects. 

We encourage you to actively promote your Taith funded project and share your experiences with others. To help ensure consistency and raise awareness of the Taith programme, we ask that you follow these key guidelines: 

 a. Follow Taith Branding Guidelines 

• All promotional materials (digital and print) should follow Taith’s official branding guidelines to maintain consistency and clarity in how Taith and its projects are represented. 
• Ensure the Taith and the Welsh Government logos are included and used correctly. You will find usage guidance and downloadable logo files in the branding guidelines section of the Grant Recipient area. 
• If operating bilingually (e.g., in Wales), consider using both English and Welsh in your materials where possible, in line with inclusive communication practices. 
• Ensure you have appropriate permissions and consent for any photos or videos used in promotional materials. 

b. Use Social Media to Promote Your Activities 

• Share updates, photos, videos, and reflections from your project on your organisation’s social media channels.
• Tag Taith in all posts so we can engage with and amplify your content. Taith is active on: 
  • X (formerly Twitter) 
  • Instagram 
  • Facebook 
  • LinkedIn 
  • BlueSky 
  • Threads 

• Where relevant, consider using hashtags like #Taith, #TaithWales or project-specific ones to broaden reach. 
• Ensure you have appropriate permissions and consent for any photos or videos used in promotional materials. 

 c. Share Your Story with Taith 

• Submit your experience through our ‘Share Your Story’ online form. Whether it’s a blog, case study, or participant reflection, we’d love to hear how Taith has impacted your participants and organisation.
• Your stories help showcase the real-world impact of international learning and inspire others to get involved, especially those who may not have considered these opportunities before. 

 d. Media Outreach 

• If your project garners press or local media coverage, please inform the Taith communications team so they can support or coordinate messaging.
• If you would like some help in creating a Press Release to send to the media then please get in touch.