Reporting The Northern Beauty Barents visual arts in 1970-1980

FINANCIAL IDENTIFICATION FORM AUDITOR Auditor should be approved by JMA . Please send this information to Lead Partner a.s.a.p. FINANCIAL IDENTIFICATION FORM for the payments we kindly ask you to fulfill and send us the financial document Please notice that information of SWIFT-address/PIC-code is needed although it isn’t  asked in the document. The Document should be sent us by two different ways; the original by post-mail and a copy of it as a scanned version by e-mail to heli.jarvenpaa@ulapland.fi

Interim reporting material sent to the Lead Partner:  All reports should be submitted in English and follow the structure of templates. Use the same currency as in the bookkeeping records. Final report excel file convert  bookkeeper currency  into EUROS.  

Intermin report When? Costs are approximately 56 % of 1st year´s budget Costs must be declared according to budget categories (approved budget), do not add sub budget categories. Partners will report incurred costs in local currencies Indicate project budget to template

Intermin report Each partner will use the same template when reporting to Lead Partner; it helps LP to prepare the overall report. Also Norwegian costs has to be reported to JMA.Norwegian reporting will be done according to instructions of Norwegian Branch Office.Norwegian Partners do not need an audit report when sending the Interim report. The audit report has to be sent to Norwegian Branch Office (Vadsø) only when sending the Final Report. Report is prepared in English

1. Narrative report (not signed) but sent to the Lead Partner. 2. Financial report (not signed) but sent to the Lead Partner. 3. General ledger and General ledger specification (not signed), but sent to Lead Partner. 4. Expenditure verification report is signed by auditor and an original should be sent to the Lead Partner.

5. Employee list with salaries verifications is signed by employee and responsible person for personnel and originals should be sent to the Lead Partner. 6. Employment contracts (not signed) but sent to Lead Partner.  Copies is ok! 7. Salary specification (= summary of the wages paid from project) is signed and the original is sent to the Lead Partner. 8. Timesheets are signed by employee and responsible for personnel and the originals are sent to the Lead Partner.

9. Equipment list is signed by responsible for purchase in organization and the original one is sent to the Lead Partner.   10. Tendering documents (copies of offer requests, procurement decisions and contracts) are signed and sent to the Lead Partner. 11. Examples of the produced material related to the visibility actions (not signed) but sent to the Lead Partner. Copies ok!   .

Equipment and purchases Supporting documents for purchased equipment include: list from whom the offers has been asked, copy of the letter of invitation to tender, list of submitted offers, summary of comparison, basis for the decision; Copy of invoices; Copy of payment documents (cash receipt or payment order); Certificate of Origin (on purchase of more than 5000 euro).

4. Local office 5. External services Phone bills (full-time employees) Office rent ( full-time) 5. External services All these should have tender process list from whom the offers has been asked, copy of the letter of invitation to tender, list of submitted offers, summary of comparison, basis for the decision;

6. Administrave costs max 7% Amount has been fixed in Grant Contract No costs will be included to this budget category afterwards Fixed percentage is just added to direct costs of the reporting period JMA will not ask any prove of costs in interim and final reports. If project is audited by Commission or JMA´s auditor, they may ask the justification.

7. Contigency reserve Can be used if some unexpected cost appears (new charge for tickets, damage of equipment, sick leave and substitute needed etc.) If type of cost is not at all included in budget or appropriate budget category exceeds, LP can ask JMA a permission to use the reserve JMA gives prior written permission to use the reserve

Documents of all expenditure must be kept in the project´s accountancy files for at least 7 years (Norway 10 years) after the receipt of the final balance payment