Project Management Documentation

• Approved Application Form (and working papers)
• Letter of Approval and Copy of Acceptance.
• Quarterly Claim Forms & Progress Reports and working papers.
• Notification of Change Forms and working papers.
• Any other Correspondence to/from the PME.
• Details of the management structure of the project
• Details of the quality control aspects implemented
• The original evaluation documentation, e.g. questionnaires, studies etc.
• Board minutes and report, progress reports
• Any documentation required to support added value justification.

Finance

• All expenditure and income records for the project.
• Staff Costs – payroll records and staff timesheets. Job descriptions and staff contracts are also required.
• Accounts register (or similar).
• Original invoices and payment details (certified copies are acceptable).
• Bank statements (to include evidence of match funding and revenue).
• Signed receipts of beneficiary payments.
• Apportionment method (where applicable).

Procurement

• Records of tendering arrangements and contractual documentation.
• Details of systems including scoring/assessment for handling tenders (adverts, submissions, scoring sheets, justification of decisions etc.)
• Details of work specifications.

Publicity Records

• Original documents/materials produced.
• Examples of Media advertising if applicable
• Recruitment material.
• Evidence of raising ESF awareness.

Outputs & Results

• Evidence of outputs and results achieved.
• Details of any methodologies used in the calculation of outputs and results. 
• Evidence of the methods used to access the impact of the project, e.g. how visitor numbers were recorded and assessed.
• End beneficiaries of grant, loan and equity schemes
• Copies of any evaluation work undertaken

Beneficiary Records – Grant Schemes

• Appropriate grant award documentation, including project sponsor internal authorisation and an SME eligibility check.
• Evidence of payment of the grant to the SME – an accounting record and evidence of bank payment.
• Evidence of the payment made by the grant recipient for eligible goods and services - a receipted invoice.
• Evidence that the publicity material relating to the grant acknowledges the ERDF contribution.

Beneficiary Records (ESF)

• Beneficiary Enrolment Form
• Individual Beneficiary files – containing information such as training plans, activity undertaken, and qualifications achieved.
• Beneficiary Handbook – containing information such as terms and conditions of training, equal opportunities policy, health and safety etc.
• Beneficiary Expenditure records – i.e. records of actual payments made to beneficiaries.
• Beneficiary Attendance records – i.e. course register/attendance sheet recording actual hours of attendance signed by staff member.
• Copies of Qualifications/Certificates achieved.
• Beneficiary assessments/reviews
  

Training Records/Outcomes Course Content (ESF)

• Course timetable.
• Development Plans, Individual Action Plans, Employment Records.
• Beneficiary Activity Records – indicating progress through project content.
• Completers/Early Leavers destination records.
• Course evaluation forms.