Taith Pathway 2 2022 Operational Handbook

The grant funding is split into a number of cost categories, details of which can be found below. A full breakdown of the awarded budget can be found in Schedule 2 – Grant Activities and Budget Profile of your Grant Agreement Letter. Please note that the grant must be spent solely on the purpose of delivering the project. The maximum amount of funding an organisation could apply and be approved for in the 2022 Pathway 2 call was £75,000. 

Eligible project activities are as follows:  

• Staff costs  
• Project management and implementation  
• Dissemination costs  
• Translation costs 
• Mobilities  

Exceptional Costs  

Exceptional costs fall into three categories, as outlined below. 

a. Exceptional Expensive Travel – to/from a remote area 

A contribution to the cost of travel to/from a remote area (only for those eligible to receive a travel grant). Exceptional Expensive travel is defined as travel to/from an area where there is no established transport infrastructure to reach or depart from destination. Transportation infrastructure means all highways, roads, bike paths, sidewalks, airports, rail lines and docking facilities, as well as transportation and transit facilities. With regards to exceptional expensive travel from/to a remote area, all participants may be eligible for a top up. 

Participants from disadvantaged backgrounds can receive up to 100% of actual eligible costs. All other participants can receive up to 80% of the actual cost (if the original amount does not cover at least 70%). 

b. Travel to a UK Transport hub – learner participants only 

A contribution to the cost of travel to a UK transport hub as part of international mobility. A UK transport hub is defined by Taith as a departure point from which the mobility departs to its international destination. For example, an airport, train station, port or bus station. Examples of eligible modes of transport include, but are not limited to, trains, buses and boats. For train journeys, participants can claim for the actual cost of the train ticket as well as a railcard, provided that the total cost of both is lower than the original cost of the train fare alone. Participants between the ages of 16-21 who are travelling by bus are expected to use mytravelpass. The rate for petrol contribution is £0.45 per mile. 

The rates are up to £500 per group mobility, up to a maximum of £1200 per project, based on actual costs. 

c. Covid Related Exceptional Costs 

These additional costs can be claimed in instances where the status of the destination country changes during a mobility, causing the participant to incur significant additional costs owing to a requirement to quarantine in a dedicated facility, comply with enhanced testing requirements, or similar. Relevant insurance, including travel insurance, should be obtained for all mobilities; this exceptional cost is not intended to replace covid insurance.  

Inclusion Support 

This is for participants with additional learning needs (ALN), disabilities or those from a disadvantaged background. Information on additional funding can also be found in the Programme Guide, and Schedule 4 – Request for Additional Funding and Schedule 6 – Eligible Expenditure of your Grant Agreement Letter.  

Participants with Additional Learning Needs (ALN) and/or disabilities can receive up to 100% of eligible inclusion costs. This can be paid to both staff and learner participants. Funding will be held centrally by Taith at grant award stage for this purpose. 

The definition for ALN is: As defined by the Additional Learning Needs and Education Tribunal (Wales) Act 2018 (the ALN Act), the Additional Learning Needs Code for Wales 2021 (the ALN Code)  

The definition for disability is: A disabled person is defined as someone with a physical or mental impairment that has a ‘substantial’ and ‘long-term’ effect on their ability to do normal daily activities (Equality Act 2010).  

Participants from disadvantaged backgrounds can receive up to 100% of actual costs for eligible additional travel related costs e.g., visas, passports, travel insurance, luggage (where necessary). This can be paid to both staff and learner participants. 

For a participant to be considered as Disadvantaged, they must meet at least one of the criteria as outlined in column 1 in the following tables. Where possible, at least one piece of the listed evidence associated with the criteria should be provided to support claims for additional funding for a disadvantaged participant. This evidence may also be requested during the audit process. 

You can make changes to your project throughout its delivery where these are needed. Any project amendments should not change the fundamental aims and objectives or the basis by which the project has been awarded funding in the Grant Application.  

Changes that require approval from Taith should be requested via the project change request form on the members area of the website (this includes changes required due to cases of Force Majeure). Please complete the change request form at least 30 days prior to the start of the mobility or planned project activity; for unforeseen events such as early returns, short durations and Force Majeure, please inform us as soon as you are aware of the change.  

Changes that need Taith approval 

Change of legal representative or contact person 

During the lifetime of the project, changes to the legal representative or contact person(s) can be made. To do this, please complete the project change form as soon as you are aware of a change. For a legal representative change, you must also send formal notification (in a PDF document) from an authorised/verified source on headed paper to confirm that the new signatory has the authority to sign legal documents on behalf of the organisation.   

Consortium changes  

If you wish to add a new partner to an existing consortium or change the consortium partner originally named on your application form, we will need to approve this amendment. We will assess the implications of the change to the consortium, check that all eligibility criteria have been fulfilled and that there is no impact on the overall scope and quality of the consortium before confirming our decision. Please complete the project change request form as soon as you are aware of a change.  

Project duration 

If you require a reduction or extension to the original project duration, please notify Taith at least 60 days before the project end date.  

Change to the International Partner, original destination, or inclusion of another destination in a mobility 

If you wish to request a change to the original International Partner you had planned to work with on your Pathway 2 project, please submit this to Taith at least 30 days prior to any planned activity taking place. If the change in International Partner results in a change to the original destination stated on your approved application, please also include this in your project change request. If your International Partner has not changed, but you would like to change the destination, or include another destination in your planned mobility, please submit a request to Taith at least 30 days prior to any planned activity taking place. 

Travel advice provided by the UK government’s Foreign, Commonwealth and Development Office (FCDO) must be adhered to. Taith will not fund travel to countries/regions where the FCDO advises against foreign travel. Where circumstances change in a country where Beneficiaries are planning a mobility, leading to FCDO advice against foreign travel, the Beneficiary must make alternative arrangements such as rearranging the mobilities to a different destination country. Prior to making any amendments, Beneficiaries should get in touch with Taith to discuss/agree.  

The original aims, objectives and outputs of the project must still be met, or bettered, with the new International Partner, or at the new destination. If you are planning to include a second destination in a mobility activity, the minimum duration for the mobility must still be met in one of the destinations, in accordance with Table 1 Below. 

In line with Schedule 11 – Safeguarding of the Grant Agreement Letter, all Beneficiaries 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.  

All Beneficiaries 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 Beneficiaries 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. 

All Beneficiaries 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 all Beneficiaries and Consortium Participants (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 organisation with responsibility for safeguarding
• Appropriate risk assessments and checks, including where appropriate, criminal record and/or DBS checks
• Suitable insurance, to include travel insurance 

All Beneficiaries 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 include the submission of different types of reports throughout the project lifecycle.   

Interim Report  

Beneficiaries may be asked to submit an interim report based on project duration and/or project risk rating and must submit their report by the deadline as specified in Schedule 1 – Payment Schedule Process. Payments will be made subject to the Taith Programme Executive approval of satisfactory reporting. Interim reports will need to be completed and submitted electronically. Further guidance on how to complete and submit the interim report will be provided to Beneficiaries closer to the end of the reporting period. The report will be used to assess the extent to which a project is being delivered in line with the original Grant Application. Once a Beneficiary’s interim report has been reviewed, the Beneficiary will receive feedback along with confirmation regarding any further pre-payment. There may also be recommendations or action points for Beneficiaries to address within set timescales.  

Final Report  

Final reports will need to be completed and submitted electronically. The final report must be submitted within 30 days of the project end date as specified in Schedule 1 – Payment Schedule Process but can submitted as soon as all project activities have been completed. Further guidance on how to complete and submit final reports will be provided to Beneficiaries closer to project end dates. The report will be used to assess the extent to which a project was delivered in line with the original application. Once a Beneficiary’s final report has been assessed, the Beneficiary will receive feedback along with confirmation of the amount of any final payment due to the Beneficiary or any refund due to Taith.  

All Pathway projects will be required to submit a final report, a certificate of expenditure (please refer to Schedule 7 – Annual Certification of Expenditure and the section below) and a declaration from the Beneficiary that confirms that Grant Activities were delivered in line with the objectives set out in the Grant Application or approved changes during the project within a timeframe as agreed by Taith. Further guidance on how to complete and submit the final report and the declaration form will be provided to Beneficiaries closer to the end of the reporting period.  

The purpose of the final report is to provide a final complete picture of Grant Activities delivered and expenditure incurred and enable a budget reconciliation. Failure to meet the submission deadline may result in Taith exercising powers to withhold, suspend or require repayment of Grant under the Agreement. The amount of the final payment to be made to the Beneficiary will be established based on a final report to be submitted by the deadline as specified in Schedule 1 – Payment Schedule Process. In accordance with the Agreement, if a) the Grant Activities are not implemented or are implemented in a different way than planned; or b) the Eligible Expenditure actually incurred by the Beneficiary is lower than planned at application stage, or c) the quality of the realised activities/outputs is of insufficient quality, the Grant may be reduced proportionally or, where applicable, the Beneficiary may be required to repay any excess amounts already received.   

Annual Certificates of Expenditure 

All Beneficiaries who receive Grant awards in excess of £50,000 must complete the certificate statement (Schedule 7 – Annual Certification of Expenditure) and submit within 30 calendar days of the project end date alongside the final report. The Taith Programme Executive approval will trigger the Grant payment process. For projects with a duration of more than 1 year, all Beneficiaries must complete the certificate statement annually (after the project start date) and submit to Taith.  Assurance for Grants below £50,000 will be via the completion of a declaration which will form part of the Beneficiary’s final report. 

Project Feedback 

Further information will follow at a later stage to Beneficiary Organisations.  

• Beneficiaries may be selected for assurance check audits to assess their compliance with financial and programme management rules by checking relevant records, management practices and any additional conditions set out in the Grant Agreement letter. The assurance checks will audit the following areas: 
  • general administration of the Taith project 
  • banking arrangements for Taith grant awards 
  • evidence and recording of transactions 
  • timing and procedures for payments 
  • cost eligibility 
  • travel 
  • evidence of activities/meetings 
  • inclusion costs (if applicable) 
  • exceptional costs (if applicable) 

  There will be four types of assurance check audits: 

  1. Desktop check audits undertaken remotely. This is the lowest level of compliance check. 
  2. On the spot checks during an on-site visit whilst the project is live will be a heightened level of compliance check. An in-depth audit of the project and the organisation, reviewing their original records and interviewing staff. This audit can also be undertaken as a supportive visit to new organisations – to mentor their project management and to ensure their adherence to the programme guidelines. This enables organisations to undertake eligible activity and to increase their eligible budget expenditure (preventing later recoveries).
  3. On the spot checks during an on-site visit after project closure. This audit is a detailed forensic review of an organisation’s records and data, and interviews of staff. This audit is implemented where there are serious irregularities – resulting from desktop check or on the spot check during audit findings. The audit results here are immediately reported and appropriate actions taken to mitigate risk.
  4. 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   

  You are expected to keep adequate project and financial records to demonstrate that reported or planned activities have, or will, be undertaken in accordance with the approved Grant Agreement Letter. These may be checked as part of any audits undertaken.  

   For all approved additional funding you must keep all invoices, receipts, accounting records and any other documentation (including correspondence) relating to actual costs.  

   All documentation must be kept for a period of twelve years from the date on which the funding period ends.  

  The information below is designed to provide guidance for the minimum requirements to support evidencing project spend: 

   

  Unit costs e.g., Travel and Subsistence for mobility activities  

  • A declaration, statement or certificate of attendance signed and dated (date must not be prior to last date of attendance) by both the sending or receiving organisation and the participant, stating the name of the participant, the purpose of the activity, and its confirmed start and end date.  
  • For group mobilities this can be a spreadsheet noting all participants with each participant signing the spreadsheet. Where the participant is under 18 years a signed spreadsheet of attendance authorised by the accompanying person would suffice.  
  • All support evidence is required for both inward and outward participants and is the Beneficiary’s responsibility to ensure this evidence is obtained.  The participant ID for Taith reporting must be cross-referenced on all supporting evidence noted above. 
  • Full details of all partner organisations will need to be provided along with all correspondence. 
  • All documentation must be referenced with the Taith participant number and match the data on the reports 

   Actual costs 

  For all actual costs detailed below you must keep all invoices, receipts, accounting records and any other documentation (including correspondence) relating to actual costs for your project. 

   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 

   A credit card statement/receipt is not acceptable evidence as they do not itemise what the purchase relates to. 

   All receipts (including electronic receipts) must contain the cost of the item, the supplier, the date, the currency and the VAT number (where applicable). 

   Approved additional funding (this is additional funding that has been requested and approved for green travel, inclusion support or exceptional costs and are based on actual costs)  

  • Invoices and/or receipts of the related costs incurred, specifying the name and address of the body issuing the invoice and/or receipt, the amount and currency, the date, and in respect of travel, the route taken and date of travel.  
  • Evidence will need to be obtained and held regarding the participant for ALN, disabilities and disadvantaged noting their unique participant number (not their name) on the documents. 
  • For any additional costs requested proof of value for money will be required. This would take the form of written quotes for items in excess of £300 or a cost comparison of similar goods or services if under this value.  
  • We may also request any other documents that we consider relevant, and will form part of the audit trail, to verify costs and activities. This may include estimates or quotes as evidence of justification of the funding requested.  
  • If evidence of actual costs is requested, the Beneficiary must provide this information to Taith within two (2) working days to support@taith.wales  If evidence is not provided, then Taith may recover the funding that evidence has not been provided for as per Schedule 1 – Payment Schedule Process.   
  • Project and financial records, invoices and/or receipts should be retained in their original format, whether electronic or hard copy, and all records retained for at least twelve years in case of additional audits. This will include records held by subcontractors or consortium members.  
  • You are reminded that as per the Grant Agreement Letter (Clause 6.4) you agree to provide us access, as required, to all funded activities sites and relevant records. 

   A credit card statement/receipt is not acceptable evidence as they do not itemise what the purchase relates to. 

   All receipts (including electronic receipts) must contain the cost of the item, the supplier, the date, the currency and the VAT number (where applicable). 

   Recoveries  

  A recovery is the recoup by Taith of any unused or ineligible grant funds from Beneficiaries. A recovery can be initiated at any point during the project duration under, but not limited to, the following scenarios:  

  • eligible costs actually incurred by the Beneficiary are lower than those planned at application stage  
  • early final report submission due to activities finishing earlier than expected i.e., before the end date as detailed in the Grant Agreement Letter. 
  • termination of Grant Agreement by either the Beneficiary or Taith Programme Executive 
  • in cases of liquidation  
  • once a final report is submitted by the Beneficiary, at the activity end date, when full expenditure is reconciled or as a result of further audit assurance checks  

   The payment arrangement is aimed at keeping recoveries at a minimum. If a recovery is required, Taith will in the first instance seek to recover funding by off-setting (reducing the value to be repaid) against the next or final payment. Where this is not possible, or there is no imminent payment planned, a recovery invoice will be raised requesting immediate payment. You will have 10 days to repay the funds directly and reminder letters will be issued, if you fail to repay the recovery invoice, you will be sent a letter before legal action. Whether a reduction is made on your next or final payment or via a recovery invoice, it remains your responsibility to make sure that you have sufficient funds available to deliver all your approved Taith projects. 

Publicity Guidelines 

Beneficiaries should follow the guidance in the Taith Branding Guide for Beneficiaries when promoting the project, noting the requirements on bilingual promotion.