1. PAYMENT RECORDS & REPORTING  TEMPUS TEACH kick off meeting  18-20 February 2014  Vrsac, SERBIA 

2. GENERAL REMARKS  Funds belong to donor until justified  3-folded strict rules: TEMPUS + national legislation + institutional rules/procedures  Partners are authonomous in managing their share whereas lead institution is responsible for entire budget and corespondance with the donor  Uniform rules & procedures for keeping and reporting

3. Internal consortium procedures: what & why? Our internal procedures related to: recording the payments production of supporting documentation delivering documentation to lead institution in order to: provide for comperable and easily redable financial documentation - source of information for fin. reporting simplify/ease the process of preparing project financial reports and auditing help us to help you fix things in case you unintentionally confronted/didn’t follow TEMPUS rules Very much needed: confidence among partners no barriers in communication/consultations among partners regarding financial issues self-help mechanism among ’’peers’’

4. STARTING WITH: BANK STATEMENTS  All payments (money outflaw) has to be recorded (bank statements) and documented (supporting doc’s)  Project dedicated bank accounts:  SI-EUR  UK–GBP  HU-HUF  RS-RSD  Bank statements (fr. no. 1 till last BS)

5. DELIVERY OF DOCs Delivery date: after spending of last installment; postal delivery together with new installment request PAPER DOCUMENTS (original):  Staff convention (TEMPUS form)  Time sheet (TEMPUS form)  IMR (TEMPUS form)  Bank statements (project dedicated account in local curr.) SCANNED DOCs:  All other supporting docs incl. BSs  Latest grant monitoring sheet

6. MOBILITY: CASH PAYMENTS  Petty cash report (internal consortium form):  specification of all travel costs paid in cash (bus, train or claimed fuel allowance) + claimed stay allowance in EUR + local currency For delivery: Bank statement (CD)  Scanned filled form + travel receipts paid in cash (bus, train) (CD)

7. KEEPING THE DOCs  Each bank statement to be compiled with supporting documents for all transactions indicated in that BS  Bank statement on the top, all ather documents underneath  After completing the BS with all supporting doc’s - stapple it and scann as 1 doc (save in PDF)

8. KEEPING OF SCANNED DOCs  1 BS+ supporting docs = 1 yellow folder  Name the folders in the following way: year (2014) – no. of BS (01)

9. Thank you for your attention! marko.stojanovic@wb-institute.org www.wb-institute.org www.facebook.com/wbinstitute