Grant Recipient Reporting
Grant Recipients are subject to various reporting requirements. This section will detail each report type that may be necessary to complete. To understand when you are required to submit a report, please refer to your Schedule 1- Payment Schedule Process.
Participant Report
The participant report gathers participant data for your completed mobilities. Upon completion of your mobility the participant report must be updated. The report is saved in your individual reporting folder, along with a guidance note to help you submit your participant report. Please make sure you read through the guidance document before completing the report. All required data fields must be completed, the guidance document lists the mandatory fields. Where data is not required for a certain participant, the cell will turn grey as an indicator.
The participant report is designed to report information without identifying the participant, however, it is expected that Grant Recipients are able to identify project participants and provide further information where requested. To ensure that Grant Recipients are able to do this, it is advised that each individual participant is allocated a unique identifier (reference) so that this can be used for any queries. This can be aligned with Grant Recipients’ own referencing system such as a student number.
Where a participant takes part in more than one mobility, they should have the same participant identifier for every mobility recorded. This will enable Taith to report the actual number of individuals taking part as well as the number of mobilities that have taken place.
For example, if a participant is given the reference 1234 and they go on more than one mobility, the same reference should be used for the participant.
No names should be recorded within the reporting tool.
A template for the document can be found here- Participant report template
For any queries, please contact the team at support@taith.wales
Actual Cost Process
Uploading Receipts
Your reporting folder includes an Actual Costs section.
Please use this area to upload receipts for all actual cost budget categories, including:
- Project Management
- Dissemination
Upload each receipt into the relevant folder.
For staff costs, please upload all supporting documents, such as timesheets, into the Staff Costs folder.
Completing the Actual Cost Spreadsheet
Once a receipt has been uploaded, please record it in the Actual Costs Spreadsheet.
The spreadsheet includes three sections:
1. Sterling Receipts
Please provide:
- Name of the item (matching the uploaded receipt)
- Description of the cost
- Value (exactly as shown on the receipt)
2. Non-Sterling Receipts
For costs in other currencies, please enter:
- Name of the item
- Description of the cost
- Value
- Date of the receipt
- Currency used
Taith will complete the exchange rate.
3. Original Award
This section is pre‑populated by Taith and contains the items awarded at application stage.
Review and Approval
After the receipt has been uploaded and logged on the spreadsheet:
- Taith will review the cost.
- The approval section of your spreadsheet will be updated.
- If further information is needed, Taith will contact you by email.
- If a cost is rejected, we will explain why it is considered ineligible.
- Approved items will not receive additional email confirmation, please check the spreadsheet for updates.
Receipts should be uploaded within 30 days of the cost being incurred.
Please see a video below to outline the process-
Interim Report
Some Grant Recipients may be required to submit an interim report. Please read Schedule 1 to know when your interim report is due. The Taith team will upload your interim report into your reporting folder and get in touch by email with a deadline to complete your report.
The report contains 5 sections these include:
Guidance– Please make sure you read through this section before completing your interim Report
Overview– This section is auto-populated with information on your project.
Progress Report– This section asks a series of narrative questions regarding your project, please answer with as much detail as possible
Spend Against Budget– Taith will complete the unit costs for the Grant Recipient using the data from the participant reports. Any actual costs will need to be completed by the Grant Recipient.
Grant Activity Reporting– Accurately complete your participant data, this should match the figures on your participant report.
Forecast– Please provide a project forecast for the remainder of your project, as accurately as you can.
Please see a template to the document here- Interim Report
Final Report
All projects will be required to submit a final report. The aim of the final report is to provide a full picture of your grant activities and to demonstrate the impact the project has had on both your organisation and the broader community. The final report must be submitted within 30 days following your project’s end date, the report will be uploaded into reporting folder. Please upload receipts/supporting evidence to the designated folder and complete them in conjunction with the actual costs template. Ensure you read the guidance included in the template prior to completion.
The final report contains:
Overview– This section is auto-populated with information on your project.
Progress Report– This section asks a series of narrative questions regarding your project, please answer with as much detail as possible.
Spend Against Budget– Taith will complete the unit costs for the Grant Recipient using the data from the participant reports. Any actual costs will need to be completed by the Grant Recipient. Scanned receipts to be uploaded into the reporting folder.
Grant Activity Reporting– Accurately complete your participant data, this should match the figures on your participant report.
A template of your final report can be found here- Final Report