On-the-Spot Management Verification Project Checklist In ... · On-the-Spot Management Verification...

On-the-Spot Management Verification Project Checklist

In Compliance with Article 125 of Commission Regulation (EC) No 1303/2013Summary

Summary

LoO Number 0 Project Title

Invest NI Reference 0 Database Number

Organisation Name 0Contact within

Organisation

Organisation

AddressAddress

Location of Visit (if

different from Contact

Address)

Flag Status Awarded 0 Updated Flag Status

Awarded By 0 Awarded By

Date Awarded 00/01/1900 Date Awarded

Eligibility PeriodInsert Letter of Offer eligibility

period

Labour: no. of employees

sampled

Period of Claim(s) Insert Period of Claim

Minimum required

sample of invoiced

expenditure

Technical Consultancy £ -

Subcontracting £ -

Materials £ -

Equipment (Depreciation) £ -

Consultancy (Design) £ -

Consultancy (Other) £ -

Intellectual Property £ -

Instruments & Equipment £ -

Travel & Accommodation £ -

Trials & Testing £ -

Other £ -

Misc £ -

TOTAL £ -

Scheme

£0.00Grant Paid

£ -

0

Sample

Subheads of actual

sample - See breakdown

on SP Sampling tab

Grant Specification

0

Automatically completed from other Sections

£0.00

Scheme Title

Actual Eligible

Expenditure

Project

0

Insert Name

Insert address of visit, if different to project contact

details above.

Flag Status after Follow up

00/01/1900

0

Initial Flag Status applied by DMVT

0

Company

Research Development & Innovation


In Compliance with Article 125 of Commission Regulation (EC) No 1303/2013IB Project Details

LoO Number

Invest NI Reference (RD Number)

Database Number

Company Name

Project Title

Briefly outline the nature of the project

Scheme Title (as appropriate)

Date(s) completed checklist passed to SP

Offer of e -cohesion

Has a requirement for an On-The-Spot

check been met?

Date IB contacted company to inform

them that OTS would be taking place

Project Contact Name

Project Contact Details

Location(s) of On-The-Spot Check

Letter of Offer Date/ Amendment Dates

Eligibility period – start and end dates of

eligible expenditure

Period of Claim

No of Claims on the database

Are there any other current projects for

this company/client?

Insert no. of claims. All claims included in vouch should agree with claims on database.

If yes, provide details.

Insert date passed to SP

Provide evidence that e-cohesion was offered to project.

Address

1. Expenditue needs to be at least 10% of max. eligible expenditure and greater than cost of On-The-Spot check.

2. If there is a labour subhead, then there needs to be expenditure in labour and at least 1 other subhead.

3. If labour is not the main subhead, then there needs to be expenditure in at least the main subhead and in labour.

Insert Name

Research Development & Innovation

Insert Period of Claim

Insert address of visit, if different to project contact details above.

Telephone number

E-mail

Insert Letter of Offer eligibility period

Date of signed Letter of Offer and any amendments (LoO to be provided with checklist)

For Completion by Intermediate Body [Please complete over red text]

Summary Details



Yes/No/N/A Comments

Will the project occur exclusively in NI (or

benefits fully accrue to NI)?

Is the project being delivered under a

scheme which involves state aid? If so,

specify the aid scheme and the State aid

reference number.

Where De Minimis aid applies to the

project/scheme, has the grant beneficiary

provided a declaration in line with the

requirements of the appropriate

regulation in force at the date the Aid was

granted?

Where GBER aid applies to the

project/scheme, have all the conditions

been satisfied?

Yes/No/N/A

Document check

Yes/No/N/A Comments (if document not provided, please state reason)

Signed LoO

Revisions to LoO

Claim form

GEHR & Attendance summary

Schedule

Computation sheet

Is current Employer's Liability insurance

is in place, where applicable?

If the project has 11 or more employees,

has the IB confirmed that the grant

beneficiary complies with current Equal

Opportunities legislation?

If yes, specify aid scheme and reference number.

Compliance with Non-Financial LoO Conditions

Specify the location (or any element of the project) located

outside NI detailing how benefits will accrue to NI.

Eligibility of Operation and Beneficiary

Comments

Provide details including renewal date of insurance and supply

copy of current certificate if held.

Employee Liability insurance requirements, and relevant

exempitons, are laid out in "Employer's Liability (Defective

Equipment and Compulsory Insurance)(Northern Ireland) Order

1972.

Provide details including number of employees

(Fair Employment & Treatment (Northern Ireland) Order 1998).

MA may spot check a sample.



Additional Comments

Declaration

Name

Completed by:

Date

For the purposes of the verification process, all checklists, supporting documents and reconciliation check submitted to the Art. 125 general mailbox from an

official IB mailbox will be deemed to be completed in accordance with MA Guidance and checked and authorised. An Art. 125 On-The-Spot check is required

for this project.


In Compliance with Article 125 of Commission Regulation (EC) No 1303/2013IB Rec Check

0 0

To be completed for each claim by IB

Yellow cells will update automatically

Grant Rate % Min Sample %

FINAL LoO Eligible

Expenditure After all

Amendments

Claimed Expenditure

on Cost Schedule

Excluded Expenditure

Recorded on

Computation Sheet

Additional Exclusions

not Detailed on

Computation Sheet

Total Excluded

Expenditure

Can the exclusions be

matched to invoices/claim

lines?

Expenditure after

Exclusions and

restricted to max.

0% 15% Total sample selected

Labour - - - - - - -

Technical Consultancy - - - - - - - - - Subcontracting - - - - - - - - - Materials - - - - - - - - - Equipment (Depreciation) - - - - - - - - - Consultancy (Design) - - - - - - - - - Consultancy (other) - - - - - - - - - Intellectual Property - - - - - - - - - Instruments & Equipment - - - - - - - - - Travel & Accommodation - - - - - - - - - Trials & Testing - - - - - - - - - Other - - - - - - - - - Misc - - - - - - - - -

Totals - - - - - - - - -

Claim 1

Grant Rate % Sample %

FINAL LoO Eligible


Amendments

Claimed Expenditure

on Cost Schedule


Recorded on

Computation Sheet


not Detailed on

Computation Sheet

Total Excluded

Expenditure



lines?

Expenditure after

Exclusions and

restricted to max.

Grant Paid

(from database claim

list)

Grant Paid cross check 15%

Labour - - -

Technical Consultancy - - - -

Subcontracting - - - -

Materials - - - -

Equipment (Depreciation) - - - -

Consultancy (design) - - - -

Consultancy (other) - - - -

Intellectual Property - - - -

Instruments & Equipment - - - -

Travel & Accommodation - - - -

Trials & Testing - - - -

Other - - - -

Misc - - - -

Totals - - - - - - - - -

should = 0

Claim 2


FINAL LoO Eligible


Amendments

Claimed Expenditure

on Cost Schedule


Recorded on

Computation Sheet


not Detailed on

Computation Sheet

Total Excluded

Expenditure



lines?

Expenditure after

Exclusions and

restricted to max.

0%

Grant Paid


list)


Labour - - - -

Technical Consultancy - - - - -

Subcontracting - - - - -

Materials - - - - -

Equipment (Depreciation) - - - - -

Consultancy (design) - - - - -

Consultancy (other) - - - - -

Intellectual Property - - - - -

Instruments & Equipment - - - - -

Travel & Accommodation - - - - -

Trials & Testing - - - - -

Other - - - - -

Misc - - - - -

Totals - - - - - - - - -

should = 0

Expenditure Type listed in LoO

Annex

If not listed in annex then grey

out

Max. & Claimed Expenditure Expenditure Excluded from Claim Grant Paid Cross Check

Summary of Claims Submitted

TOTAL CALCULATIONS


Annex


out

Max. & Claimed Expenditure Expenditure Excluded from Claim

Breakdown of Claims Submitted

IF GRANT PAID CHECK DOESN'T EQUAL '0' THERE IS AN ERROR. PLEASE HIDE ANY CLAIMS THAT AREN'T APPLICABLE.


Annex


out




Claim 3


FINAL LoO Eligible


Amendments

Claimed Expenditure

on Cost Schedule


Recorded on

Computation Sheet


not Detailed on

Computation Sheet

Total Excluded

Expenditure



lines?

Expenditure after

Exclusions and

restricted to max.

0%

Grant Paid


list)


Labour - - - -



Materials - - - - -








Other - - - - -

Misc - - - - -

Totals - - - - - - - - -

should = 0

Claim 4


FINAL LoO Eligible


Amendments

Claimed Expenditure

on Cost Schedule


Recorded on

Computation Sheet


not Detailed on

Computation Sheet

Total Excluded

Expenditure



lines?

Expenditure after

Exclusions and

restricted to max.

0%

Grant Paid


list)


Labour - - - -



Materials - - - - -








Other - - - - -

Misc - - - - -

Totals - - - - - - - - -

should = 0

Claim 5


FINAL LoO Eligible


Amendments

Claimed Expenditure

on Cost Schedule


Recorded on

Computation Sheet


not Detailed on

Computation Sheet

Total Excluded

Expenditure



lines?

Expenditure after

Exclusions and

restricted to max.

0%

Grant Paid


list)


Labour - - - -



Materials - - - - -








Other - - - - -

Misc - - - - -

Totals - - - - - - - - -

should = 0


Annex


out



Annex


out


Expenditure Excluded from Claim Grant Paid Cross CheckExpenditure Type listed in LoO

Annex


out

Max. & Claimed Expenditure



Claim 6


FINAL LoO Eligible


Amendments

Claimed Expenditure

on Cost Schedule


Recorded on

Computation Sheet


not Detailed on

Computation Sheet

Total Excluded

Expenditure



lines?

Expenditure after

Exclusions and

restricted to max.

0%

Grant Paid


list)


Labour - - - -



Materials - - - - -








Other - - - - -

Misc - - - - -

Totals - - - - - - - - -

should = 0

Claim 7


FINAL LoO Eligible


Amendments

Claimed Expenditure

on Cost Schedule


Recorded on

Computation Sheet


not Detailed on

Computation Sheet

Total Excluded

Expenditure



lines?

Expenditure after

Exclusions and

restricted to max.

0%

Grant Paid


list)


Labour - - - -



Materials - - - - -








Other - - - - -

Misc - - - - -

Totals - - - - - - - - -

should = 0

Claim 8


FINAL LoO Eligible


Amendments

Claimed Expenditure

on Cost Schedule


Recorded on

Computation Sheet


not Detailed on

Computation Sheet

Total Excluded

Expenditure



lines?

Expenditure after

Exclusions and

restricted to max.

0%

Grant Paid


list)


Labour - - - -



Materials - - - - -








Other - - - - - Misc - - - - -

Totals - - - - - - - - -

should = 0


Annex


out


Grant Paid Cross Check


Annex


out



Annex


out




Claim 9


FINAL LoO Eligible


Amendments

Claimed Expenditure

on Cost Schedule


Recorded on

Computation Sheet


not Detailed on

Computation Sheet

Total Excluded

Expenditure



lines?

Expenditure after

Exclusions and

restricted to max.

0%

Grant Paid


list)


Labour - - - -



Materials - - - - -








Other - - - - -

Misc - - - - -

Totals - - - - - - - - -

should = 0

Claim 10


FINAL LoO Eligible


Amendments

Claimed Expenditure

on Cost Schedule


Recorded on

Computation Sheet


not Detailed on

Computation Sheet

Total Excluded

Expenditure



lines?

Expenditure after

Exclusions and

restricted to max.

0%

Grant Paid


list)


Labour - - - -



Materials - - - - -








Other - - - - -

Misc - - - - -

Totals - - - - - - - - -

should = 0

Claim 11


FINAL LoO Eligible


Amendments

Claimed Expenditure

on Cost Schedule


Recorded on

Computation Sheet


not Detailed on

Computation Sheet

Total Excluded

Expenditure



lines?

Expenditure after

Exclusions and

restricted to max.

0%

Grant Paid


list)


Labour - - - -



Materials - - - - -








Other - - - - -

Misc - - - - -

Totals - - - - - - - - -

should = 0

Grant Paid Cross Check


Annex


out


Grant Paid Cross CheckExpenditure Type listed in LoO

Annex


out



Annex


out




Claim 12


FINAL LoO Eligible


Amendments

Claimed Expenditure

on Cost Schedule


Recorded on

Computation Sheet


not Detailed on

Computation Sheet

Total Excluded

Expenditure



lines?

Expenditure after

Exclusions and

restricted to max.

0%

Grant Paid


list)


Labour - - - -



Materials - - - - -

Equipment (Depreciation) - - - - - Consultancy (design) - - - - -






Other - - - - - Misc - - - - -

Totals - - - - - - - - -

should = 0

Claim 13


FINAL LoO Eligible


Amendments

Claimed Expenditure

on Cost Schedule


Recorded on

Computation Sheet


not Detailed on

Computation Sheet

Total Excluded

Expenditure



lines?

Expenditure after

Exclusions and

restricted to max.

0%

Grant Paid


list)


Labour - - - -



Materials - - - - -








Other - - - - -

Misc - - - - -

Totals - - - - - - - - -

should = 0

Claim 14


FINAL LoO Eligible


Amendments

Claimed Expenditure

on Cost Schedule


Recorded on

Computation Sheet


not Detailed on

Computation Sheet

Total Excluded

Expenditure



lines?

Expenditure after

Exclusions and

restricted to max.

0%

Grant Paid


list)


Labour - - - -



Materials - - - - -








Other - - - - -

Misc - - - - -

Totals - - - - - - - - -

should = 0


Annex


out



Annex


out



Annex


out




Claim 15


FINAL LoO Eligible


Amendments

Claimed Expenditure

on Cost Schedule


Recorded on

Computation Sheet


not Detailed on

Computation Sheet

Total Excluded

Expenditure



lines?

Expenditure after

Exclusions and

restricted to max.

0%

Grant Paid


list)


Labour - - - -



Materials - - - - -








Other - - - - -

Misc - - - - -

Totals - - - - - - - - -

should = 0

Grant Paid Cross CheckExpenditure Type listed in LoO

Annex


out



In Compliance with Article 125 of Commission Regulation (EC) No 1303/2013SP Pre-Sample Check

0 0

SP Pre-sample Check

Yes/No/N/A Comment (Include date queried if applicable) Any Follow Up Action Taken (Include date if applicable)

Fully completed?

Has E-Cohesion been offered?

If E-Cohesion has been accepted, have all documents been

supplied?

Has the IB addressed Insurance and Equal Ops?

Has the IB addressed State Aid?

Have the following documents been provided;

Signed LoO?

Revisions to LoO?

Claim form(s)?

GEHR & Attendance summary?

Schedule(s)?

Computation sheet(s)?

Fully completed?

Does 'Grant paid cross check' equal '0' for each claim?

Have details of all exclusions been provided?

Are the project details the same as those entered in IB Project

Details?

Does the LoO include the ERDF Logo?

Is there a reference to EU Funding?

Does the LoO period match that listed in the IB Project Details?

Has a requirement for an On-The-Spot check been met?

If queries with IB - Date queries resolved with IB and

documentation in order.

Other

IB Project Details

IB Rec Check

LoO


In Compliance with Article 125 of Commission Regulation (EC) No 1303/2013SP Sampling

0 0 Yellow cells will update automatically

Labour

Timesheet, payroll and contract verification check

Emp Name/No. PeriodNo. of

Hours

Simplified

cost per hour

Claimed

Amount

-£

-£

-£

Errors are detected in the initial sample. Further sample of 3 employees below.

Emp Name/No. PeriodNo. of

Hours

Simplified

cost per hour

Claimed

Amount

-£

-£

-£

-£ -£

Sample

Date Paid

-£ -£

Sample

Date Paid

-£ -£

Sample

Date Paid

-£ -£

Sample

Date Paid

Amount Sampled

Description Invoice No. Amount

Min. Amount to be

Sampled (15%)Subcontracting

Amount Sampled


Amount Sampled -£

Invoiced Costs

PLEASE NOTE - ROWS SHOULD NOT BE DELETED AS FORMULAE CAN BE AFFECTED. ANY UNUSED ROWS CAN BE HIDDEN. WHEN INSERTING NEW ROWS PLEASE DO SO AT A ROW COLOURED BLUE

AS ANYWHERE ELSE CAN AFFECT THE FORMULA.

PLEASE COMPLETE THE 'SAMPLING RATIONALE' BOX AT THE BOTTOM OF THE PAGE IF THE SAMPLING METHOD IS ANYTHING OTHER THAN RANDOM.

Min. Amount to be

Sampled (15%)Technical Consultancy

No. of employees sampled 0

Where there are fewer than 5 items of expenditure in a subhead, all expenditure in the subhead should be checked.

Where the 15% would produce an excessive sample a maximum of 10 items of expenditure in a subhead should be verified.

If errors are detected in the initial sample checked a further sample of 5% of expenditure is required under the relevant subhead.

Amount Sampled


Min. Amount to be

Sampled (15%)Materials

Min. Amount to be

Sampled (15%)Equipment (Depreciation) Amount Sampled




-£ -£

Date Paid

-£ -£

Sample

Date Paid

-£ -£

Date Paid

-£ -£

Sample

Date Paid

-£ -£

Date Paid

-£ -£

Sample

Date Paid

-£ -£

Date Paid

Min. Amount to be

Sampled (15%)Consultancy (Other)

Intellectual Property

Instruments & Equipment

Travel & Accommodation

Min. Amount to be

Sampled (15%)Amount Sampled

Sample


Amount Sampled


Sample

Min. Amount to be

Sampled (15%)Consultancy (Design)

Amount Sampled


Min. Amount to be



Min. Amount to be


Sample


Trials & TestingMin. Amount to be



Min. Amount to be

Sampled (15%)Other Amount Sampled

Sample




-£ -£

Date Paid

Sampling Rationale

-£ Actual sample of invoiced costsMin. Sample of invoiced costs -£

Min. Amount to be

Sampled (15%)Misc Amount Sampled

Sample



In Compliance with Article 125 of Commission Regulation (EC) No 1303/2013SP Contact Log

Yellow cells will update automatically

Contact Log

Project reference Number 0

Project contact name Insert Name

Company name 0

Company Address Address

Title of project 0

First contact with project

Name of person contacted Date

Method of contact

Action taken/agreed

Second contact with project


Method of contact

Action taken/agreed

Refer to IB if a visit has not been arranged after two attempts within 10 working days of receiving the checklist.

Person referred to in IB as no response from company Date

For completion by IB

Action taken by IB

Reason for project non engagement with the SP

Date referred back to SP

Third contact with project


Method of contact

Action taken/agreed

Additional comments

Did visit take place?

If No please give reason?

Visit Details

Visit Location(s)

Visit Date

Time of Arrival

Time of Departure

Name of person(s) seen on day of visit

Note any issues e.g. Contact unavailable when arrived for visit

Documentation

Please detail all documents that the project would not allow

copies to be taken off the premises (please also confirm that

you stated that these could be redacted)

Please detail all required documents that have not been

supplied by the project.

Signed (Service Provider) Date

Signed (Project Representative) Date

Outstanding Documentation - identified after the visit

At the time of the visit all documents provided by the project

should be scanned / copied. Where this has not been done and

the error noted after the vist, please provide details of the

relevant documents.

Signed (Service Provider) Date

Date outstanding documents received by SP

e.g. Telephone call, voicemail, email.

e.g. Visit arranged & date/contact to return with availability.

To be completed by IB




In Compliance with Article 125 of Commission Regulation (EC) No 1303/2013SP Report

SP Report Yellow cells will update automatically

Project details

No. Yes/No/

N/A

1

2

3

4

5

6

7

8

9

10

11

12

13

14

15

16

Company Web Address Insert Company Web Address

Nature of project

Check Comment (Include Ref No. if applicable)

If no, SP to provide detail.

Attach photographic evidence if appropriate.

Has any expenditure that is ineligible for grant been listed within the

subheads/activities of the LoO?

Has all expenditure been incurred and paid during the eligibility period?

Is all expenditure directly attributable to the project?

Is there a separate cost centre or bank account or adequate codification

system for the project expenditure and have all payments been made

through the appropriate cost centre and bank account?

Is it clear that no other funding is being received by the project and that

costs have been claimed only once?

Are foreign exchange transactions included in the expenditure sampled?

Provide evidence.

Review bank statements provided for evidence of other funding.

a) Outline how project stores documentation - or confirm if the IB takes on

this responsibility for the project.

b) If project stores electronically what systems are in place to ensure access to

complete supporting documenation until the end of document retention

period.

Can you confirm the project is as described?

Is there evidence that the project exists or existed (as appropriate)?

Is the organisation aware of the need to retain all project documentation in

accordance with date in LoO?

General Eligibility

Company name

Project reference Number

Company Address

If yes, please confirm whether all expenditure has been declared at the actual

rate incurred by the company. If the service provider cannot confirm this, then

please provide details to MA of the specific exchange rate used by the

company and the specific rate used by the SP to compare against.

Is there evidence of receipt of the grant payment into a bank account of the

organisation?

Bank statement to be attached.

If grant payments have been amalgamated, breakdown is to be provided.

These can only take the form of land, real estate, equipment or raw-materials

and research or professional staff resources and are subject to the same

expenditure eligibility rules.

Provide details including renewal date of insurance and supply copy of current

certificate if IB have not provided current Employer's Liability insurance

certificate.

Employee Liability insurance requirements, and relevant exempitons, are laid

out in "Employer's Liability (Defective Equipment and Compulsory

Insurance)(Northern Ireland) Order 1972.

Is current Employer's Liability insurance in place?

If yes, confirm that this has not been claimed.

Note eligiblibilty period from LoO.

Councils, public bodies and projects with over 50% public funding for capital;

procurement checklist to be completed.

Copy of signed contract should be requested.

Photographic evidence required.

Title of project

0

0

Address

0

0

The appropriate test grid (TG - ) should be used to record tests based on the nature of expenditure. Summarise your findings below.

Project

Have in-kind contributions been included and if so, is their value supported

by appropriate invoices, valuations, payrolls and timesheets, or accounting

documents of equal probative value?

Procurement (if applicable)

Capital assets/goods

Has expenditure been appropriately procured in accordance with the

applicable rules/regulations and/or Letter of Offer conditions and value for

money sought?

Have all invoices and payments been made in accordance with the contract?

Are details of all capital purchases greater than £5,000 included in an Asset

Register and an appropriate retention period identified?

Were all items of capital/equipment available for inspection?



17

18

19

20

21

22

No.

1

2

3

4

5

Declaration

Name Date

Date returned from SP

Inspection Report

Project Name and Ref No

Eligible Expenditure Vouched

Error Rate

0

0 0

£0.00

Ineligible Expenditure

Scheme

Was depreciation claimed?

List all EU publicity directly linked to project

-ensure that project is aware that they are in receipt of EU funding

-where is the A3 EU poster? It should be in a prominent position for the

public to be aware that the Company is an EU beneficiary

-is the EU logo on the Company website?

-if so, is it a full colour logo? Can it be viewed on at least 1 digital device

without having to scroll?

-is there a proportionate description and reference to EU funding on the

Company website?

Photographic evidence /and or screen shot needed in all instances.

Hospitality

Staff Costs

Travel Costs

Publicity

Receipts and payment audit trail required.

Has hospitality been incurred?

Are staff costs supported by timesheets and a payment audit trail?

Are all Travel costs within NICS ceilings and supported by authorised travel

claims and, where appropriate, receipts?

Timesheets should include specific dates worked on the project, the hours

worked on the project, a brief description of what the employee worked on,

signed by the employee and countersigned by their line manager/supervisor.

The purchase cost is eligible provided it has not previously been purchased

with the aid of national or European grants, the price of the equipment does

not exceed its market value and is less than the cost of similar new

equipment; and the equipment is technically appropriate and complies with

any relevant legislation (eg health and safety). The calculation of the eligible

expenditure relating to the purchase of second-hand equipment should be

based on its current value.

If yes, is it allowable in the LoO and included on an Asset Register?

Was second-hand equipment appropriately charged?

Evidence

#DIV/0!

Summary of Work Done Include an overall statement regarding the adequacy of the financial and non-financial procedures implemented by the project.

Findings Recommendations

Completed by

Name Date

Reviewed by (SP)



Reviewed by (DMVT)


In Compliance with Article 125 of Commission Regulation (EC) No 1303/2013TG - Labour

0 0

Employee Name/No. 0 0 0 0 0 0

Date/Period of Salary Jan-00 Jan-00 Jan-00 Jan-00 Jan-00 Jan-00

Date/Period of Salary Eligible?

Is the employee on the payroll?

For persons taking drawings

where the company is

registered or a limited

partnership. Is employee

formally recorded within

Company House as a Director

or Partner?

Hours Claimed? 0 0 0 0 0 0

Hours Claimed Agree to

Timesheets?

Timesheets Properly

Completed and Authorised? i.e

(i) specific date worked on the

project; (ii) the hours worked

on the project; (iii) a brief

description of the work; (iv)

signed & dated by staff

member; (v) countersigned &

dated by line

manager/supervisor

Scan documents examined for evidence - redact personal information prior to placing on file

Labour

Additional sample if errors found.Initial Sample


In Compliance with Article 125 of Commission Regulation (EC) No 1303/2013TG - Labour


In Compliance with Article 125 of Commission Regulation (EC) No 1303/2013TG - Travel

0 0

Travel Claim Selected 1 2 3 4

Add further

columns/ tables as

necessary

Travel Claim Details and Reference

Amount £

Claim authorised by company?

Date/Period of travel eligible?

Mileage Rate ≤ NICS - Specify

Receipted actuals ≤ NICS ceiling

rates - Specify e.g. Meal, Overnight,

Hotel etc.

Taxis - Receipted and Justified?

Ticketed travel costs - Receipted?

Ticketed travel costs – Economy

option only?

Irrecoverable VAT Accurately

Charged?

Proof of Payment?

Are travel costs reasonable and

justified and do they relate to the

project in accordance with the

LOO? What evidence has been

provided to support this?

Travel

Scan documents examined for evidence - Redact personal information prior to placing on file.


In Compliance with Article 125 of Commission Regulation (EC) No 1303/2013TG - Inv Consultancy

0 0

Invoice Selected 1 2 3 4Add further columns/

tables as necessary

Invoice Reference

Invoice Amount

Addressed to the Beneficiary?

Supplier Name

Purchased in line with

Procurement Rules - Complete

Procurement Checklist if Public

Body?

Eligible Item?

Eligible Date/Period?

Specify any Additional

Documentation Examined such

as proof of work completed,

Purchase Order etc

Is the description of service

provided on the invoice directly

attributable to the project?

Were services delivered as

agreed?

If a contract exists attach copy

Irrecoverable VAT accurately

charged or recoverable VAT

excluded?

Proof of Payment

Invoiced Consultancy Costs

Scan documents examined for evidence


In Compliance with Article 125 of Commission Regulation (EC) No 1303/2013TG - Inv Equip

0 0

Invoice Selected 1 2 3 4

Add further

columns/ tables as

necessary

Invoice Reference

Invoice Amount

Invoice Date

Addressed to the

Beneficiary?

Supplier Name

Purchased in line with

Procurement Rules -

Complete Procurement

Checklist if Public

Body?

Eligible Item per LOO?

Eligible Date/Period?

Not Used Prior to

Project Start Date?

Specify any Additional

Documentation

Examined such as

Goods Received Note,

Purchase Order etc.

(this is not mandatory)

Serial Number

Has the existence of

the asset been

confirmed?

(photographic evidence

is required)

Capital Item (> or =

£5,000) Contained in

Asset Register?

Second Hand

Equipment Meets

Eligibility

Requirements?

Not Previously

Funded?

Rented Equipment /

hire purchase? If Yes:

- invoiced costs agree

to Rental / HP

Contract?

- is rental better Value

than Purchase?

User Log Confirms

Usage (Where

Appropriate)

Irrecoverable VAT

accurately charged or

recoverable VAT

excluded?

Proof of Payment

Invoiced Equipment

Scan documents examined for evidence


In Compliance with Article 125 of Commission Regulation (EC) No 1303/2013TG- Depreciation

0 0

Invoice Selected 1 2 3 4

Add further

columns/

tables as

necessary

Invoice Reference

Invoice Amount

Invoice Date

For R,D&I Projects: MA Guidance:

i. Has the equipment been capitalised? If the costs have not been capitalised they

should have been treated as Instruments &

Equipment

ii Does the company's depreciation policy have a specific

R&D clause which states that the costs are written off in the

project lifetime?

If yes, the costs should have been treated as

instruments and equipment

If no R&D clause, costs are treated as

depreciation and paid in line with policy.

iii. Have the costs been treated as either

Instruments/Equipment or Depreciation, as appropriate?

DEPRECIATION


In Compliance with Article 125 of Commission Regulation (EC) No 1303/2013DMVT Report

DMVT report

Yes/No/N/A

Yes/No/N/A

Yes/No/N/A

Yes/No/N/A

Completeness

Have any issues raised in the test grids been addressed in the SP

report?

Has the appropriate labour sample been selected and vouched?

Have all claimed subheads been sampled?

Have all relevant test grids been sufficiently completed?

Test Grids Further details

Further details

If appropriate, has a procurement checklist been completed with

supporting evidence?

Have labour claims been supported by timesheets and a payment audit

trail?

Queries raised with SP

Supporting documents Further details

Are all invoiced costs supported by invoices and payment audit trail?

Has proof of grant receipt been supplied?

Were all documents requested by SP made available?

Has the SP checked that codification exists?

Date:

Does the actual sample of invoiced costs exceed the minimum required

amount?

0 0

Provide details including date raised with SP

Is the overall quality of the report sufficient to award a flag status?

Declaration

I am content that the findings reported by the service provider are accurate and are supported with appropriate evidence. The work has been completed to the

required standard and is in order for payment when the Service Provider submits an invoice.

Prepared by:

Sample Further details


In Compliance with Article 125 of Commission Regulation (EC) No 1303/2013DMVT Report

Date Initials

Date Initials

Date Initials

Date Initials

Date Initials

Date

Date

IB response

Updated flag status

Number of recommendations

2

1

Finding

Recommendation

Flag status

IB response

MA comment

Updated flag status

3

Finding

Recommendation

Flag status

MA comment

Authorised by

Flag Status

Rationale for Flag Status

IB response

Updated flag status

Flag Status

Finding

Recommendation

Flag status

IB response

Updated flag status

Updated Flag Status

5

Finding

Recommendation

Flag status

4

Finding

Authorised by

Recommendation

Flag status

MA comment

MA comment

MA comment

Recommendations

IB response

Updated flag status

On-the-Spot Management Verification Project Checklist In ... · On-the-Spot Management Verification...

Documents

Transcript of On-the-Spot Management Verification Project Checklist In ... · On-the-Spot Management Verification...