TAF2 Reimbursement Guidance Notes

Training Aid Framework 2 – Reimbursement Process
All Beneficiaries must sign a Grant Agreement and apply for reimbursement once
training is concluded.
Kindly note that all documents must be presented to ETC labelled with the respective
TAF2 Application/Grant
Application/Grant Agreement
Agreement Number.
Number A copy of all documentation submitted
to ETC must be retained by the Beneficiary. The employer benefiting under the TAF
is obliged to keep all documents related to the operation for audit purposes until
2025.
All reimbursement documentation must be submitted by hand or by registered post
to the TAF Unit, ETC Head Office, Hal Far BBG 3000.
It is the responsibility of the Beneficiary to ensure that claims for reimbursement
together with relevant documentation are sent duly completed and correctly (i.e. first
time round) by not later than four weeks from the end date of training for projects
that
hat require a Certificate of Attendance. Where a Certificate of Achievement is
required, the claim for reimbursement must be submitted by not later than eight
weeks from the end date of training.
training. Notwithstanding these timeframes
timeframes,, all claims
for reimbursement
reimbursement together with complete supporting documentation must be
submitted by not later than 31st August 2015.
Claims for reimbursement that are not submitted by the above mentioned time
frames shall be de-committed.
de committed.
Beneficiaries are asked to refer to the TAF2
TAF2 Guidance Notes for further information
regarding the TAF2 Reimbursement
eimbursement Process (downloadable from the ETC websitewebsite
www.etc.gov.mt
www.etc.gov.mt).
External Training
For external training, the following documentation (but not limited to) should be
provided by the Beneficiaries:
1. Original Request for ReimbursementReimbursement Annex 1 (downloadable from the
ETC website)
website
2. Financial Identification Form (downloadable
downloadable from the ETC website
website)
3. Training and Materials Invoices (Copy)
If the cost of training covers other costs, such as venue hire, administration
fees, refreshment costs etc, a breakdown of cost components needs to be
provided by the Training Service Provider.
Operational Programme II – Cohesion Policy 2007-2013
Operational
2007
Empowering People for More Jobs and a Better Quality of Life
Aid Schemes part-financed
part financed by the European Union
European Social Fund (ESF)
Co-financing:
financing: EU Funds; National Funds;
Funds; Public Funds
Investing in your future
In cases where training is considered as externally linked ((50%+1
50%+1
shareholding between the Beneficiary and Training Service Provider), the
invoice (and subsequent proof of payment) need to be supported by the
trainers’ payslips covering the start date of training, together with the Trainer
Wages Computation Template
Template (downloadable from the ETC website).
4. Original Fiscal Receipt
For every taxable transaction, fiscal documentation needs to be presented.
This can either be in the form of a Tax Invoice or Fiscal Receipt. In the case
of fiscal receipt, the original receipt must be presented.
presented
5. Cheque Image and/or Bank statement
For transactions carried out by cheque, a bank cheque image is required
required.. For
all other transactions, a bank statement clearly showing the proof of payment
will suffice.
6. Trainee Wages Computation
Computation Template,
Template, if trainee wages are being claimed
– Annex 2 (downloadable
(downloadable from the ETC website)
website
7. Trainees’ Payslip,
Payslip, if the actual basic wages are being claimed (Not required
if claiming the basic minimum wage rate)
Only the payslip covering the start date of training for every trainee must be
presented.
8. Trainee ISCED & Normal Working Hours Template
9. Original Boarding Passes, if travel is being claimed
10. Attendance Sheets (downloadable
downloadable from the ETC website)
website
Attendance sheets must be presented for all applications (except for distance
learning courses). These must be signed in original by both the trainee/s and
the trainer/s on the same sheets. A copy of the sheets is to be submitted to
ETC and the original retained by the beneficiary.
11. Certificate of Achievement
Achievement (and/or Result Slips) / Certificate of
Attendance
It is highly recommended that ESF Publicity Logos are present on the
Certificates/Results. In cases where this is not possible, a Letter to
Certificates/Results.
Participants (downloadable
downloadable from the ETC website)) needs
need to be provided for
each trainee. The original must be given
given to the trainee while a copy must be
sent to ETC as part of the reimbursement documents.
Operational Programme II – Cohesion Policy 2007-2013
Operational
2007
Empowering People for More Jobs and a Better Quality of Life
Aid Schemes part-financed
part financed by the European Union
European Social Fund (ESF)
Co-financing:
financing: EU Funds; National Funds;
Funds; Public Funds
Investing in your future
Internal Training
For internal training, the following documentation (but not limited to) should be
provided
rovided by the Beneficiaries:
1. Original Request for ReimbursementReimbursement Annex 1 (downloadable
(downloadable from the
ETC website)
website
2. Financial Identification Form (downloadable
downloadable from the ETC website
website)
3. Trainer Wages Computation Template - Annex 3 (downloadable
(downloadable from the
ETC website)
website
4. Trainers’ Payslip,
Payslip, if the actual basic wages are being claimed (Not required
if claiming the basic minimum wage rate)
Only the payslip covering the start date of training for every trainer must be
presented.
In cases where training is claimed as internal but is provided by an externally
linked entity (50%+1 shareholding between the Beneficiary and Training
Service Provider) documents as per note 3 under external training need to
be provided.
provided
5. Trainer Normal Working Hours Template
6. Trainee Wages
Wages Computation Template,
Template, if trainee wages are claimed –
Annex 2 (downloadable
(downloadable from the ETC website)
website
7. Trainees’ Payslip,
Payslip, if the actual basic wages are being claimed (Not required
if claiming the basic minimum wage rate)
Only the payslip covering the start date of training for every trainee must be
presented.
8. Trainee ISCED & Normal Working Hours Template (downloadable
downloadable from the
ETC website)
website
9. Original Boarding Passes, if travel is being claimed
In the case of lost original boarding passes, a Virtual Coupon Re
Record
cord (VCR)
may be presented instead.
10. Attendance Sheets (downloadable
downloadable from the ETC website)
website
Attendance sheets must be presented for all applications (except for distance
learning courses). These must be signed in original by both the trainee/s and
Operational Programme II – Cohesion Policy 2007-2013
Operational
2007
Empowering People for More Jobs and a Better Quality of Life
Aid Schemes part-financed
part financed by the European Union
European Social Fund (ESF)
Co-financing:
financing: EU Funds; National Funds;
Funds; Public Funds
Investing in your future
the trainer/s on the same sheets. A copy of the sheets is to be submitted to
ETC and the original retained by the beneficiary.
11. Certificate of Achievement (and/or Result Slips) / Certificate of
Attendance
ESF Publicity Logos must be featured on the Certificates/Results
Certificates/Results.
As a summary, this table provides an indication of the documentation required to
apply for the reimbursement of the TAF2 Applications. It is important to note that
further documentation and/or clarifications may be requested.
Document
ORIGINAL Request for Reimbursement
Financial ID Form (TRS9)
Training & Materials Invoices
ORIGINAL Fiscal Receipts (where
applicable), Cheque Images and/or Bank
Statements
Trainer Payslips (If claiming Minimum
Wages)
Trainer Payslips (If claiming Basic Wage
costs)
Trainee Payslips (If claiming Minimum
Wages)
Trainee Payslips (If claiming Basic Wage
costs)
Trainer Wages Computation Template
Trainee’s Wages Computation Template
Trainer Normal Working Hours Template
Trainee ISCED Level & Normal Working
Hours Template
Attendance Sheets (Signed by trainees &
trainers)
Certificates or result slips
If Certificates have no ESF publicity logos –
Letters to participants
Air Travel ORIGINAL Boarding Passes
External
Training
External Linked Training
Internal
Training
Yes
Yes
Yes
Yes
Yes
Yes
Yes
Yes
Yes
No
Yes
No
No
No
No
No
Yes
Yes
No
No
No
Yes
Yes
Yes
No
Yes
No
Yes
Yes
Yes
No
Yes
Yes
Yes
Yes
Yes
Yes
Yes
Yes
Yes
Yes
Yes
Yes
Yes
Yes
Yes
Yes
Yes
Operational Programme II – Cohesion Policy 2007-2013
Operational
2007
Empowering People for More Jobs and a Better Quality of Life
Aid Schemes part-financed
part financed by the European Union
European Social Fund (ESF)
Co-financing:
financing: EU Funds; National Funds;
Funds; Public Funds
Investing in your future