Directions for Assembling Final Reports for International Mobility ProjectsDescriptive report Fill in the report according to the provided template. A paper copy of the completed report must be sent to the British Council at the postal address indicated in the contract. It must bear the signature of: a) the person who made the trip - for individual grant applications; b) the head of the organization that hosted or sent the person who made the trip – for organizational grant applications. For an electronic version of this report, please email us at: CultureBridges@britishcouncil.org.ua. Financial Report Step 1 Copy the budget you submitted with your original application, unaltered, to the provided financial report template. Step 2 In the adjacent columns marked with green, enter all actual expenses. When finalizing your report, you may not add new cost estimates or fill in sections left blank in your original budget. Please Note: exceeding any budget line item by an amount greater than 20% (of the budge estimate) requires prior approval by the British Council. Step 3 Each expenditure line must be supported by corresponding financial documentation, e.g. boarding passes, tickets and purchase receipts when required, checks, invoices, housing reservation information, etc. Proof of expenditures must be provided in duplicate with the traveler's signature or that of the head of the organization administering the grant (do not send original documents). On each document, it is mandatory to mark the budget line item to which it corresponds. Please note that ONLY for the “Meals” line item are you not required to provide documentation of expenditures. These funds are distributed at a “flat rate”. Thus, here you are not able to exceed the value of this line item. (This rule does not apply to projects from the first competition which began on 1 April 2018. Those projects must record this expenditure in the same fashion as all other line items.) Claimed expenses lacking documented proof will not be covered by the grant. A completed report template (Excel-spreadsheet) must be submitted in hard copy to the British Council as indicated in the contract. It must bear the signature of: a) the person who made the trip - for individual grant applications; b) the head of the organization that hosted or sent the person who made the trip – for organizational grant applications. An electronic version of the final report in Excel-spreadsheet format must be sent to CultureBridges@britishcouncil.org.ua. Directions for Assembling Final Reports for National and International Cooperation Projects Descriptive report Fill in the report according to the provided template. A paper copy of the completed report must be sent to the British Council at the postal address indicated in the contract. It must bear the signature of the head of the organization that applied for the grant and oversaw its administration: Please note that in the descriptive report you need to specify the number of audiences that interacted with the project, indicated them by category: observers, training participants, partners, media, invited guests, etc. Email an electronic version of the report to: CultureBridges@britishcouncil.org.ua. In addition, please provide: • a list of publications / broadcasts on the project with links and media providers’ names (if any); • links to project website and social networks (if any); • links to posts on the project in social networks (if any); • video/photo report about the project (if any); • visual material examples (posters, booklets, brochures, event programmes, other printed materials) from the project; • project feedback (audience surveys, participant and partner feedback, focus group surveys, online surveys, etc.) Please upload all of the above materials to Google Drive and send the link to: CultureBridges@britishcouncil.org.ua. Financial Report Step 1 Copy the budget you submitted with your original application, unaltered, to the provided financial report template. Step 2 In the adjacent columns marked with green, enter all actual expenses. When finalizing your report, you may not add new cost estimates or fill in sections left blank in your original budget. Please Note: exceeding any budget line item by an amount greater than 20% (of the budge estimate) requires prior approval by the British Council. Step 3 Each expenditure line must be supported by corresponding financial documentation, e.g. invoices, bills of lading, invoiced expenses, subcontractor agreements (if any), boarding passes, tickets and purchase receipts when required, checks, invoices, housing reservation information, etc. It is also necessary to provide copies of agreements between all partners. If your project involves the payment of wages - a statement of payments and a completion timetable schedule indicating billable hours. If any additional funding from another sponsor is indicated in your budget you must provide a proof of receipt (donor agreement, bank statement, etc.) of said funding. Please note that ONLY for the “Meals” line item are you not required to provide documentation of expenditures. These funds are distributed at a “flat rate”. Thus, here you are not able to exceed the value of this line item. (This rule does not apply to projects from the first competition which began on 1 April 2018. Those projects must record this expenditure in the same fashion as all other line items.) All documentation submitted must bear the signature of the head of the organization which oversaw the grant (please do not send original copies, photocopies are sufficient). Each document must indicate the financial report line item to which it corresponds. Claimed expenses lacking documented proof will not be covered by the grant. A completed report template (Excel-spreadsheet) must be submitted in hard copy to the British Council as indicated in the contract. It must bear the signature of the head of the organization that applied for and oversaw the grant. An electronic version of the final report in Excel-spreadsheet format must be sent to CultureBridges@britishcouncil.org.ua Interim Reports for International Cooperation Projects (projects lasting six months or more) This document is mandatory for all international cooperation projects whose duration exceeds a period of 6 months. The interim report is to be filled out in accordance with the provided template to reflect the preliminary results of the first half of the project. A completed hard-copy (paper) version of the report signed by the head of the organization that administered the grant, should be sent to the British Council address as indicated in the contract. Email an electronic version of the final report to: CultureBridges@britishcouncil.org.ua
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