Grant claim forms, project progress forms, profiling forms and other forms required to be completed by the relevant funding body vary from fund to fund. All electronic forms must be printed out, signed and authorised before the electronic version is sent to the funding body. Following the procedures and guidelines as set out below. Auditing requirements as detailed below do not refer to the audit trails, Online Reputation Management Services document retention and procurement procedures necessary for the funding stream. Different funding streams require different audit requirements. Please refer to the funding offer letter and rules and regulations pertaining.
On an annual basis the Deputy Group Accountant (Economic Development) sends out the list of projects requiring audits, audit file requirements and deadlines as to when the DA require the information to the Departmental Group Accountants. All audit files should be forwarded to the Deputy Group Accountant (Economic Development), who logs them and passes them on to the DA. The DA will forward an audit certificate and all original documentation to the funding body direct, and send a copy of the audit certificate to the relevant Accountant.
The Accountant notifies the Deputy Group Accountant (Economic Development) that the audit is complete. Where projects require an audit outside of the annual audit, for example at the project closure date and on a claim by claim basis, this should be highlighted to the Departmental Group Accountant, who will either liaise with the Deputy Group Accountant.
On a quarterly basis, information is collected by the Deputy Group Accountant (Economic Development) for presentation to the Economy and Europe Steering Group. This corporate monitoring has proved very useful and has led to corporate training being provided and guidance given. The impact project database will provide useful corporate information on project progress with regard to outputs in the form of reports which will be presented to the Economy and Europe Steering Group.
The Corporate Matching Funds budget is monitored on a monthly basis and reported to the Executive as a matter of routine with the monthly budget monitoring report. The Corporate Matching Funds budget is updated on a more frequent basis than the usual monthly basis. It is kept up to date as and when decisions are made either by the Executive, the Economy Portfolio Holder or the Economy and Europe Steering Group by the Deputy Group Accountant. The Corporate Matching Funds budget is discussed and reviewed with the Assistant Chief Executive and is presented on a monthly basis to the Economy and Europe Steering Group.