Download List of supporting documents

Annex 5
Supporting documents required to the project promoters in Romania
1. Travel fees and expenditures related to the participation in conferences, seminars, study visits, etc.:
The payment application, the financial identification sheet and the list of supporting documents – see
model below, as well as copies of the supporting documents:
- Invoice for plane tickets and boarding pass;
- Train, bus or other means of transport tickets, fiscal bill for fuel if personal car is used;
- Tickets for the public transport from/to the airport;
- In case of external travels – travel report approved by the Head of the beneficiary organisation;
- Invoice for accommodation;
- Proof for the collection of the daily allowance;
- Proof for the payment of the participation fee (if applicable);
- Proof for the payment of the medical insurance;
- Statements of account, payment orders;
- Assignment Order, mandate, invitation, agenda of the event, external travel expense settlement
form;
- Depending on the specificity of the project, other supporting documents may be requested.
2. Costs related to the organization of conferences, seminars, negotiations and workshops, etc.:
The payment application, the financial identification sheet and the list of supporting documents – see
model below, as well as copies of the supporting documents:
- List of participants;
- Invoice, proof of the payment and the lease contract for the conference/seminar room;
- Invoice, proof of the payment and contract for the stationery used during the
conference/seminar;
- Invoice, proof of the payment and contract for the translation services;
- File containing the promotional materials used for the event;
- Pictures taken during the event;
- Invoice, proof of the payment and contract for the promotional materials;
- Invoice and proof of the payment for the photocopying services;
- Time sheet and payroll document for experts;
- Invoice, proof of the payment and contract for the audio/video services;
- Invoice and proof of the payment for accommodation/meal/travel services for the
experts/participants to the event;
- Event agenda, guests;
- Depending on the specificity of the project, other supporting documents may be requested.
All the expenditures shall comply with the national legislation, i.e. the Government Decision no. 518/1995
and the Government Decision no. 1860/2006, as amended, the Minister of European Funds’ Order no.
1055/2014 regarding the application of lump sums in the case of travels financed under the Funds
for Bilateral Relations at national and programme level under the EEA Financial Mechanism and
the Norwegian Financial Mechanism 2009-2014.
Supporting documents required to the project partners located in the donor states
1. Costs related to the organization of conferences, seminars, negotiations and workshops, etc.:
The supporting documents for the verification of the expenditures incurred by the beneficiaries and
project partners whose main offices are located in the donor states shall include:
a) The payment application, financial identification sheet and an audit report issued by an independent
qualified auditor, specifying that all the expenditures have been made in compliance with the provisions
of the contract, with the regulation, national legislation and accounting practices in the beneficiary state.
OR
b) The payment application, financial identification sheet and the list of supporting documents (see model
below), as well as copies of the supporting documents:
- List of participants;
- Invoice, proof of the payment and the lease contract for the conference/seminar room;
- Invoice, proof of the payment and contract for the stationery used during the
conference/seminar;
- Invoice, proof of the payment and contract for the translation services;
- File containing the promotional materials used for the event;
- Pictures taken during the event;
- Invoice, proof of the payment and contract for the promotional materials;
- Invoice and proof of the payment for the photocopying services;
- Time sheet and payroll document for experts;
- Invoice, proof of the payment and contract for the audio/video services;
- Invoice and proof of the payment for accommodation/meal/travel services for the
experts/participants to the event;
- Event agenda, guests;
- Depending on the specificity of the project, other supporting documents may be requested.
2. The travel fees and expenditures related to the participation in conferences, seminars, training
courses, business negotiations and workshops shall include the following documents:
The supporting documents for the verification of the expenditures incurred by the beneficiaries and
project partners whose main offices are located in the donor states shall include:
a) The payment application, financial identification sheet and an audit report issued by an independent
qualified auditor, specifying that all the expenditures have been made in compliance with the provisions
of the contract, with the regulation, national legislation and accounting practices in the beneficiary state.
OR
b) The payment application, the financial identification sheet and the List of supporting documents – see
model below, as well as copies of the supporting documents:
-
Invoice for plane tickets and boarding pass;
Train, bus or other means of transport tickets;
Tickets for the public transport from/to the airport;
Invoice for accommodation;
Proof for the collection of the daily allowance;
-
Proof for the payment of the participation fee (if applicable);
Proof for the payment of the medical insurance;
Assignment Order, mandate, invitation, agenda, statements of accounts, payment orders.
Depending on the specificity of the project, other supporting documents may be requested.
List of supporting documents
Name of the project/action:
1. organization of conferences, seminars, negotiations, workshops, etc;
2. travel expenditures related to the participation in conferences, seminars, training courses, negotiations
and workshops
Project title:
Contract number:
Beneficiary:
No. Document Value in Currency Value in The exchange
number
other
exchange Euro
rate used
currencies rate
(VAT
than Euro
included)
Value in
RON
(VAT
included)
Eligible
Type
of Paid Proof of
costs less expenditure on the
VAT (this
payment
column
shall
be
filled
in
only in case
of
recoverable
VAT)
1
2
3
4
TOTAL
Notes:
Date
Signature of the legal representative of the beneficiary