LEONARDO DA VINCI
Transfer of Innovation
Supporting Talent to Employment Programme
PROJECT NUMBER - UK/08/LLP-LdV/TO1/163_138
Monitoring requirements
What Partners need to Keep and Send to WAC with signed Quarterly claims.
For all Quarterly claims, please complete online monitoring forms on the website
www.lllllllll.org
Send a signed hard copy with signed timesheets, and copies of the
supporting documents – invoices, petty cash receipts, tickets, boarding passes etc., to
Mel Ancliff
Deputy Operations Manager, Interchange Trust and WAC Youth Officer
WAC Performing Arts and Media College
InterChange Studios
213 Haverstock Hill
London, NW3 4QP
Finance - General
Copies of all of the monitoring forms will be on the website for each project separately. This
will contain some information e.g. budgets. Additionally we will provide you with your own
budget by item of expenditure. We will send a reminder close to the date when the monitoring
reports have to be completed (approximately 2 weeks before the end of the quarter). We will
also provide regular updates by email to all partners.
Your Budgets consists of 3 main items of expenditure.
Staff Costs - (this includes salaries, national insurance, pension contributions). This
information must be entered on the time sheet for each person who worked on the project.
The timesheets will calculate the amount to be charged to the project and will automatically
update the claim spreadsheet.
Travel and Subsistence – This is for travel costs fares and meals, accommodation spent on
the project. Please ensure that you have a receipt for all of these items.
Subcontracting Costs – This is to cover any special work or service which you may not be
able to do with your own staff. Depending on the cost of the work you need to be done, you
LEONARDO DA VINCI
Transfer of Innovation
Supporting Talent to Employment Programme
PROJECT NUMBER - UK/08/LLP-LdV/TO1/163_138
must ensure that you keep a record of any quotes you receive from your subcontractors. Your
budget will show what can be spent against subcontracting.
Please remember that if you spend more that the budget you will not be paid for any
overspend.
If you wish to make any changes within the budget lines please contact/discuss with Mel as
soon as possible, before you make any changes. Her email address is Mel@wac.co.uk and
telephone number +44 (0) 020 7692 5871.
 Keep an accurate record of staff time worked on the project by individual staff
member. Please complete a monthly time sheet for each person and Send to WAC with
the Quarterly claims.
 Send information on the actual salary for each person working on the project with
December 2008 claim. Send a copy of your bank account showing salary paid to staff
working on the project. Keep original bank statement.
 Keep original contract of employment for staff members. Send a copy to WAC with the
December 2008 claim.
 Keep original receipts and invoices for all expenditure on the project, Send copies
with quarterly claims. If copies are not received by WAC with the claim the expenditure
will not be allowed, and you will not be paid for it.
 Keep copies of travel tickets and boarding passes for journeys charged to the project,
Send originals to WAC.
 Keep copies of subcontracting agreements and associated invoices Send originals to
WAC, keep copies for partners.
If you have any queries please contact Mel, her email address is Mel@wac.co.uk , or you can
contact me at johnj@prevista.co.uk