Annex 1. ISP Guidelines for financial administration Reporting, audit, procurement, revised budget and requests

Transcription

1 International Science Programme (ISP) Uppsala University Revised Jan 2019 Annex 1. ISP Guidelines for financial administration Reporting, audit, procurement, revised budget and requests Contents Requests of funds... 2 Release of new allocation... 2 Revised budget... 2 Local funds... 3 Financial reporting, local funds... 4 Audit... 5 Procurement... 6 Visits and travels... 6 Templates and documents... 6 Dates and Deadlines... 7

2 Requests of funds The project/network leader manages the ISP allocation of the project/network. A deputy project leader could also manage the funds if agreed with ISP. 1. Any costs charged to the project shall be approved by the responsible project or network leader. The project leader must therefore approve/sanction the expenditure by sending a request of funds by to the Program Director at ISP. 2. The request shall clearly specify the purpose of the payment and contain the necessary bank details. IBAN, SWIFT, bank, payee = account holder. The project is responsible for supplying correct information and any problem that would arise from sending inaccurate payment details to ISP. 3. Usage of private accounts and funds must be avoided. Local funds at the university account should be used for these costs or alternatively, ISP can make direct payments against a pro forma invoice or an invoice. If reimbursement is necessary it should be done from the local university s ISP account. Release of new allocation 1. New requests of transfer for local use will only be considered when at least 70% of the transferred funds have been used. (Exceptions may be granted in well-justified cases). 2. Before approval of the Statement of Accounts of the previous year and the Revised Budget for the present year by ISP, requests for transfer for local use of any previously approved amount carried forward from the last previous year at the ISP account + up to 20% of the present year s allocation. 3. All requests should agree with the Revised Budget. If they do not, new approval by ISP must be sought and granted before requested funds are transferred. 4. Any errors and deviation in the Statement of Accounts and the Revised Budget must be investigated and clarified before ISP executes transfer of funds in the present fiscal year. Revised budget The research group/network submits a budget for the project in connection with the grant application that is evaluated by the reference group. If ISP funding is approved, a new revised budget must be prepared annually and submitted to ISP 28 February as latest. 1. The balance carried forward from the previous year on the local account shall be inserted in the proper place in the Revised Budget for the present fiscal year, expressed in SEK at an exchange rate given at at the day of budget revision. A pdf-printout of the webpage must verify the currency conversion figure, and be appended to the Revised Budget. 2. Any funds held at the account at ISP approved to be carried forward to the present year, as given by the yearly summary of funding and expenditure provided by ISP, must also be inserted in the Revised Budget form. 3. Finally, the allocation for the present year, according to agreement (and also given by the 2

3 yearly summary of funding and expenditure provided by ISP), must be inserted in the proper place in the Revised Budget form. 4. The total budget for the present year amounts to [any carry over at the local account from the previous year + [any carry over at the account held at ISP from the previous fiscal year] + [the present year s allocation]. 5. The total budget is the basis for the revised budget. The budget lines must be revised, to add to the figure obtained in The Revised Budget is allowed to contain new budget lines in relation to the original budget. However, all budget lines should be clearly justified in an appended document. 7. In case of a new period of funding or newly started activities, the budget revision must consider and take into account all recommendations communicated from the application assessment by the Scientific Reference Group in the previous year. ISP should be informed in writing how the recommendations are addressed. Local funds If funds are transferred to the local organization of the supported activity and managed by the research group/network, they are considered as local funds and are accounted for separately by the project. Direct payments made by ISP to pay invoices etc. are accounted for by ISP and are subject to an annual external audit. The University/institution creates a specific account at the institution to account for the ISP funds and expenditures separately from other sources of income and costs from other projects. Exclusively the project leader manages the account. Eligible costs Eligible costs are incurred during the implementation of the project; they are identifiable, verifiable and determined according to the applicable accounting standards and according to the partner s standard accounting practices. Any payment/reimbursement is for the actual cost that is verified by supporting documentation such as an invoice or receipt. An approved budget is not a verification of an actual cost. The expenditure items shall follow the approved revised budget under planned activities or the specification made in the request of funds made by the project leader. For transferred funds to the local account, the aggregated specification of costs in the request will serve as budget in the statement of account for local funds. Budget modifications are allowed only if approved by ISP. Expenditures incurred and not aligned with the approved budget is considered as ineligible. Any remuneration costs must be approved by ISP and verified by supporting documentation. The costs must be justified, reasonable and comply with sound financial management. Items financed by another organization, travel costs in business or first class, extra allowances such as sitting allowances, are not considered eligible costs. Indirect costs are eligible if they are in accordance with a general and documented decision by the authority and approved by ISP. 3

4 Financial reporting, local funds The Statement of Accounts of local funds for the year, added with any audit or other report or specification, should be submitted to ISP before the given deadline the present year, and is to be reviewed by an assigned ISP financial administrator and approved by the responsible program director before transfer of funds following a new request can be executed, subject to exceptions and conditions under section C. New Requests. Date of submission The report should be submitted to ISP 31 of March Period The accounting period for the annual report is from the 1 January to 31 December. Identification of Statement of Account The name given by ISP to the project shall be stated as for example IPICS LAO 01, IPMS EAUMP TAN etc. Balance brought forward The balance brought forward from the previous year, as given in the corresponding Statement of Accounts pertaining to that year. Funds, income All transfers received from ISP during the year, as separate lines. If applicable, with the actual exchange rates stated. Expenditure categories for compilation of the statement of accounts for local ISP funds. Only expenditure incurred during the year, aggregated to categories as separate lines. The expenditures should be traceable by verifications (kept locally). Equipment Specify the purchased equipment. Documented by invoices and purchase detail. Chemicals Documented by invoice, receipt. Travel Travel costs for conferences etc., includes such daily allowance, airfare, accommodation. Specify the purpose of the travel Number of days abroad The subsistence allowance Documented by activity report and receipt. PhD student Allowances Specify the name of student and amount received. Documented by receipt. Master Student allowances Specify the name of student and amount received. Documented by receipt Local meeting/workshops All costs for organizing meetings/workshops. Documented by attendance list, invoice, receipts 4

5 Other Costs For costs that cannot be classified in any of the categories above. To be specified if more than 500 USD. Documented by inovoice or receipt. Administration of Project Network leader remuneration etc. Includes all travel costs in association with project administration, such as daily allowance, airfare, hotel etc., for example when attending reference group meeting. Documented by invoices, receipts. Indirect costs Research groups may budget department/faculty overhead costs on ISP funds requested for local use given: - that the overhead has been previously decided and documented by the appropriate institutional body (department/faculty board, or at higher university governing level), and is applied equally to all grants received. (The percentage should be indicated and which kinds of costs are covered, as well as information about at which administrative level the percentage has been decided.) - that the first request to ISP each budget year for transfer of funds for local use should be appended with a copy of this decision. Per diems, daily allowance. Participants in ISP activities are entitled to a daily allowance when they travel abroad. The allowance is USD 50 per day excluding hotel. 10 USD per day if accommodation and meals are pre-paid or covered by ISP. Documented by receipt. Interest Any incurred interest to the project shall be verified by supporting documentation and the interest rate indicated. Budget A column for the budgeted costs is inserted next to the expenditure column. If the whole allocation is transferred to the local account, the revised budget for the year will serve as the budget. If the allocation is in part transferred to the local account, the specification(s) of costs in the request(s) is/are used as the approved budget. If the expenditures deviate from budget >25% it should be addressed in the comments section. Signatures The Statement of Accounts must be signed by the accountable leader/coordinator of the activity and the financially accountable institutional officer at the appropriate administrative level in the leader s/coordinator s organization. Audit Activities receiving transfers from ISP for local use exceeding 284,000 SEK in a year or accumulated during the agreement period shall be subject to external audit with respect to this/those years. However, ISP also has the right to request that an audit of a supported partner is performed even in 5

6 cases where this limit is not reached. The auditor shall be external, perform and report the audit according to the Terms of Reference for audit that ISP makes available. The project leader must respond to any findings reported by the auditor in a Management Response that is submitted to the programme director together with the audit report, no later than 31 March each year. For the terms of reference for audit of local costs, see the document Annex 2, Procurement When purchasing equipment, Sida procurement guidelines must be followed (available on request). In brief: -Purchases worth 300,000 and above must be accomplished by means of an international open tender procedure following publication of a procurement notice. -Purchases worth 100, ,000 are accomplished by means of an open tender procedure published locally. -Purchases worth 60, ,000 must be accomplished by means of a competitive negotiated procedure without publication, in which at least three suppliers are consulted and the terms of the contract is negotiated with one or more of them. -Purchases worth 60,000 or less should follow local regulations, or Uppsala university rules should apply, implying that the selection of supplier should be documented for purchases worth 10,000 60,000. Visits and travels Before a sandwich study period is commenced, the project leader must send a request to ISP to administer the stay with the project s allocation. The sandwich student fills the fellowship form and send it as a pdf to the program director and the administrator of the program. ISP will provide the visitors in Sweden with insurance, accommodation and a monthly allowance of SEK ( SEK for post doc). ISP can also arrange for the travel. Templates and documents The templates and documents for ISP direct support program are available at 6

7 Dates and Deadlines The latest dates to submit report and requests to ISP are as follows: Yearly revised budget Activity report Statements of Accounts (if audit is not required) Audit report and management response Request to carry over funds to the next fiscal year Request for payments and transfer of funds YY0228 YY0228 YY0228 YY0331 YY1120 YY1210 7