Reports

Approved by the Decision of the Supervisory Board’s meeting
of the Youth Foundation under the President of the Republic of Azerbaijan
No 02 (10) dated September 3, 2014

List

of required documents and materials from a recipient related to project execution
which has been funded by the Youth Foundation under
the President of the Republic of Azerbaijan

For narrative report:

  1. A detailed narrative report filled in by a recipient (A form attached below);
  2. A participant list with names and signatures of the projects realized in the framework of the project (The list submitted by the youth foundation should be fixed by an organization’s seal);
  3. 3 copies of the programmes and printing materials of events held in the framework of the project (booklet, brochure, flayer, catalogue, invitation card, diploma, certificate, poster, T-shirt, hat, pen, memory stick etc.);
  4. Recipient’s certified execution plan and copy of the budget for the project which has been funded by the Foundation;
  5. Photo and video materials of the events held in the framework of the project;
  6. Copies of the materials on project placed in mass media (newspaper, magazines, television, radio, internet site).

For financial report:

  1. Original financial reporting forms numbered 4 and 6 completed by a recipient (forms attached below);
  2. An original invoice for 30% of the funds to be paid to the recipient;
  3. A copy of cash receipt voucher of the youth organization (If the funds are provided via transfer, a copy of payment order must be attached);
  4. A copy of cash expense voucher (The cash expense voucher must be prepared separately for each amount of the funds which have been provided to advance holder from cash);
  5. A copy of order on commencement of project execution funded by the Foundation;
  6. Copies of order of recruitment, labour contract, wage schedule of the employees (coordinator, accountant, instructor, expert etc.) attracted to the project and copy of document for compulsory insurance (The minimum monthly salary must be established at the amount of 150 AZN. The compulsory insurance of the employees is obligatory. If the employees have not been provided with compulsory insurance, during the financial report, the funds allocated for salary on budget shall not be paid to recipient. Up to 30% of funds allocated on recipient’s approved budget can be directed to salary by the Foundation);
  7. Copies of the cash receipt voucher, receipt certifying tax payment, certificate of acceptance on results of the performed works mutually signed with project manager, TIN and identity card, if the employee attracted to the project is a taxpayer.
  8. Copy of a payment order on tax established from salary and other payments in youth organizations (income tax-14%, SSPF-22% and 3%)
  9. Copies of the credentials and cash receipt voucher (The travel expenses rates shall be calculated with reference to norms approved by the Cabinet of Ministers of the Republic of Azerbaijan No 14, dated January 25, 2008 and No 144, dated September 20, 2011). A person who will be on an official trip shall need the internal order. The domestic travel expenses shall be calculated on the basis of supporting documents provided by the hotel reflecting quantity of people and days. If such documents are not available, 50% of living expenses shall be paid. The credentials should be certified by seal of approval of the relevant state bodies, local self-governing bodies, higher and secondary special educational establishments or hotel of the city (region) where a person is on travel.
  10. A copy of an order on travel (An order should include that a person belongs to the youth organization). If the volunteers have been sent on an official trip from the living area to another place in the framework of the project, it shall be required copies of an internal order on trip and labour contract;
  11. A strict accounting document (cash receipt voucher) and list with names shall be certified by seal of approval reflecting hotel name, if those who have been sent on an official trip, as well as the project participants have accommodated in hotels and hotel-type facilities or this accommodation has been arranged by legal entities and physical persons. If the submitted strict accounting document doesn’t reflect the hotel name, then a copy of license on the activities of the hotels and hotel-type facilities shall be required;
  12. Copies of identity cards due to list of local participants with names and signatures which certified by hotel related to domestic trips;
  13. A list with names and signatures and copies of passport, document certifying transport expenses and landing card of the people of foreign countries who has visited Azerbaijan in a course of project (A passport should reflect entry and exit stamps by State Border Service);
  14. A list with names and signatures and copies of passport, document certifying transport expenses and landing card of the project participants related to external travel (A passport should reflect entry and exit stamps by State Border Service);
  15. Copies of contract signed between a recipient and Automatic Telephone Station (ATS) on international talks and internet service, extract given by ATS, receipt, lease contract if a recipient hires office, contract signed between a recipient and ATS on telephone number for that office (The international telephone calls and internet service shall be available for city telephones having contract with ATS. The allocated funds for communication services shall only be provided, based on extract from ATS, without exceeding the predetermined budget limit in order to ensure calling intercity and mobile operators from city telephone having contract with ATS.);
  16. Food expenses (10 manats per person), tea-coffee (3 manats per person). Number of people and days must be indicated.

Required documents: Copies of cash expense voucher, cash receipt voucher or receipt, contract, protocol for price agreements, invoice or certificate of acceptance , list with names, addresses, signatures due to quantity of participants specified in budget and menu (calculation);

  1. Stationary (per person * up to 1.00 manats) ; The allocated funds for special made set of stationary with written description (per person * up to 3.00 manats) shall be provided without exceeding the predetermined budget limit.

Required documents: Copies of cash expense voucher, cash receipt voucher or receipt, contract, protocol for price agreements, invoice or certificate of acceptance, table with names, addresses, signatures due to quantity of participants specified in budget;

  1. The allocated funds of renting hall for training and event (per day * up to 300,00manats), photo and video record (per day * up to 150, 00 manats) shall be provided without exceeding the predetermined budget limit.

Required documents: Copies of cash expense voucher, cash receipt voucher or receipt, contract, protocol for price agreements, invoice or certificate of acceptance;

  1. The allocated funds for transport costs (per day * up to 250manats) shall be provided without exceeding the predetermined budget limit.

Required documents: Copies of cash expense voucher, cash receipt voucher or receipt, contract, protocol for price agreements, invoice or certificate of acceptance, technical passport of transport facility (a type of transport facility must be indicated);

  1. The allocated funds for organization of the event (T-shirt, hat etc. -per person*a piece* 15 manats) shall be provided without exceeding the predetermined budget limit.

Required documents: Copies of cash expense voucher, cash receipt voucher or receipt, contract, protocol for price agreements, invoice or certificate of acceptance, table with names, addresses, signatures due to quantity of participants specified in budget;

  1. The typographical expenses (a piece* 5, 00manats) shall be covered without exceeding the predetermined budget limit. The typographical expenses include only printing a book.

Required documents: Copies of cash expense voucher, cash receipt voucher or receipt, contract, protocol for price agreements, invoice or certificate of acceptance, table with names, addresses, signatures due to quantity of participants specified in budget, act signed and certified by seal of approval of the relevant state bodies, local self-governing bodies, higher and secondary special educational establishments (The original copy of the act may be required);

  1. Booklet-brochure ( a piece *0,10 – 0,80 manats), flayer and pocket calendar (a piece *0,10 – 0,50 manats), catalogue, magazine and poster (a piece * up to 1,80manats), invitation, diploma and certificate (a piece * up to 1,50 manats), rollap of project’s title (1 piece * up to 80,00 manats), banner of project’s title (1 piece * up to 150,00 manats, minimum 100 * 200 cm) and other such as printing materials costs shall be covered without exceeding the predetermined budget limit. All printing materials should reflect the Foundation’s logo;

Required documents: Copies of cash expense voucher, cash receipt voucher or receipt, contract, protocol for price agreements, invoice or certificate of acceptance, table with names, addresses, signatures due to quantity of participants specified in budget, act signed and certified by seal of approval of the relevant state bodies, local self-governing bodies, higher and secondary special educational establishments (The original copy of the act may be required);

  1. The costs for gift goods (memory card, cup, souvenir etc.) shall be covered without exceeding the predetermined budget limit;

Required documents: Copies of cash expense voucher, cash receipt voucher or receipt, contract, protocol for price agreements, invoice or certificate of acceptance, table with names, addresses, signatures due to quantity of participants specified in budget;

  1. A copy of bank account statement.