The Highlands and Islands Partnership Programme

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.

- Last Modified 27/01/2005 13:09:07

© Highlands and Islands Partnership Programme 2005

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