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Paperwork

Retention of Documentation

Documentation relating to approved projects needs to be retained until Programme closure (currently December 2012). In all cases paper copies are required; the European Commission does not normally accept any documentation which has been electronically saved.

ERDF, EAGGF 3rd party and ESF

Staffing

• Details of the staff name, their roles in relation to the project
• Records of the staff, including time sheets and travel expenses
• Copies of job descriptions and staff contracts
• Appraisal documentation

Financial

• Records of both expenditure and income must be retained
• All original invoice and income documentation must be retained
• Access to financial spreadsheets
• Copies of annual reports
• Details of the methods used in calculating apportioned shared costs
• Evidence of the co-financing involved

Outcomes

• Evidence of physical outputs and intermediate results achieved
• Details of any methodologies used in the calculation of outputs and results
• Copies of any evaluation work undertaken
  

ERDF and EAGGF 3rd party Specific

Project

• Records of tendering arrangements and contractual documentation. Details of systems including scoring/assessment for handling tenders (adverts, submissions, scoring sheets, justification of decisions etc.)
• Details of work specifications
• Evidence of publicity material
• Details of the management structure of the project
• Details of the quality control aspects implemented
• The original evaluation documentation, e.g. questionnaires, studies etc.
• Evidence of the methods used to access the impact of the project, e.g. how visitor numbers were recorded and assessed
• Board minutes and report, progress reports
• End beneficiaries of grant, loan and equity schemes

ESF Specific

Beneficiary

• Name, address, age, employment and disability status
• Record of the actual training and activity carried out
• Number of hours they spend on the project
• If someone leaves the project, details of why they left and what they have gone to do
• Details of any payments made to the beneficiaries, e.g. childcare, travel costs

Project

• Details of the activity provided, together with details of who provided the project
• Publicity material
• Evaluation records, including post evaluation activities needed to establish what the beneficiary is doing post project

Financial

• Details of the methods used in determining overhead costs

NB. You should also be aware of Data Protection requirements.