To help your project run smoothly and make reporting easier, we’ve highlighted some of the most common issues we come across. Keeping these in mind can help your project stay on track and run smoothly.
Reporting
Please make sure that:
- Staff days are recorded accurately and regularly.
- Staff roles are clearly identified in reports.
- Reported costs match supporting financial evidence.
- Participant reports are completed after mobility activities.
- Spending follows the approved project budget, with any changes agreed with us in advance.
Providing Evidence of Spend
When submitting evidence, please remember:
- To provide an English translation or explanation for receipts not issued in English.
- That alcohol purchases cannot be claimed as project expenditure.
- To clearly explain subsistence costs, such as meals and accommodation.
- That unit cost projects do not require supporting spend evidence, so you don’t need to provide these.
- That meeting-related costs should be clearly identified and supported by appropriate evidence.
- To only claim costs that have been approved as part of your project budget.
- To upload your receipts regularly throughout the project rather than waiting until the end. You have 30 calendar days after your project end date to submit any outstanding receipts. After this deadline, your project folder will be locked and you will no longer be able to upload additional evidence.
- To ensure receipts match approved project activities and budget lines.
- To submit actual receipts or invoices rather than quotes or proof of payment.
- That overhead and indirect costs are not eligible.
Project Outputs
To support successful delivery:
- Remember that your funding was awarded to help you develop a project output. If you’re experiencing any challenges, please let us know as early as possible so we can support you.
- Keep us informed of progress towards project outputs.
- Let us know as early as possible if there are any risks, delays, or challenges that could affect project completion.
- Contact us before making significant changes to activities, delivery plans, or budget allocations.
We’re Here to Help
If you’re unsure about any aspect of reporting, spending, or project delivery, please get in touch with us. Early communication can help resolve issues quickly and ensure your project achieves the best possible outcomes.