Documentation throughout the project
Keep all documentation and receipts for expenses for five years after approval of the final report, to verify that the project has been carried out and reported correctly.
It is important that all documentation and supporting materials are collected and easily accessible at the coordinating organisation. You must collect supporting material and document systematically throughout the entire project period. Agree with the other organisations on how this will be done to ensure that you receive all the necessary documentation.
In the case of audits, your expenses must be documented with receipts that clearly show:
- Basis for payment = what the expense is for
- Payment confirmation = that the expense has been paid
A purchase order confirmation only satisfies the first requirement. A bank statement, card terminal receipt, etc., only satisfies the second requirement. An approved receipt satisfies both requirements. When these are not available, the cost can be documented with a combination of two receipts that fulfil each requirement.
This documentation is not requested for the final report.
At every meeting, except for Nordplus Higher Education, a participant list must be prepared.
The participant list must:
- include the type of activity, participating organisations, date, names of participants, the Nordplus project number, and the Nordplus logo;
- be signed by the legal representative of the organisation hosting the meeting;
- not be submitted but kept by the cordinating organisation for at least five years after approval of the final report, in case of an audit.
As support for your documentation, you may use:
- Participant list for documenting participation in mobility projects (Word)
- Participant list for documenting transnational project meetings in development projects (Word)
- Guide for reporting, documentation of activities and financial management of grants for Nordplus Adult
You may adapt the templates to suit your project better. If you make changes, make sure that the templates still meet the requirements for information and documentation.
You do not need to submit any documentation together with the final report.
Nordplus project coordinators must be prepared for follow-up visits, including audits, from Nordplus. The visits may occur during or after the project.