If you are awarded additional funding, you will need to evidence expenditure as this is based on actual costs rather than unit costs.
Please refer to the guidance below in terms of how to evidence your additional funding spend.
- 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 identifier (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 £20 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.
- When evidence of actual costs is requested, you must upload this information to Jotform. 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.
A credit card statement 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).
Unless specifically requested, please redact any sensitive personal data included in your documents (i.e., participant name, full address, NI number, identity document number, bank details, medical information) before uploading them to your Actual Costs folder.
Further information on how we process and use your personal data can be found in our Privacy Policy