Procedure: Preparing financial reports: Difference between revisions

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If you are producing a public report or deliverable of Future Worlds Center, please read also the relevant [[Policy: Public reports and deliverables|Public reports and deliverables policy]].


 
Every report and deliverable produced by Future Worlds Center must adhere to the highest standards of quality including financial reports as well. To produce it according to professional standards, please ensure the following procedures:
==Developing your report==
* Comply with the deadline of reporting stated in the Grant Agreement of the project;
Every public report and deliverable produced by Future Worlds Center must adhere to the highest standards of quality. To produce it according to professional standards, please ensure the following procedures:
* Contact the Future Worlds Center Financial Unit in advance to have assistance for the reporting;
* Use a graphics design and/or word processing program that is standard for the Organization.  If you don't know which software to use, please contact Future Worlds Center IT Unit.
* The Financial Officer will provide a list of expenditure and income of the project extracted from the accounting software;
* Use high resolution images and logos of Future Worlds Center and all sponsors and/or partners.
* The financial report should include exactly the same information provided by the Financial Officer;
* Contact the Future Worlds Center Administration to request a unique ISBN number from the National Library.
* Once the financial report is ready, send it for approval to the Financial Officer;
 
* In case of deviation a meeting shall be arranged with the Financial Officer to correct the discrepancies;
==Disseminating your report==
* After the approval, copy all the supporting documents relate to the report and file it to the legal folder of the project. All copies should be filed even if sending the supporting documents are not required by the Grant Agreement.
* Upon completion of the report, print (high quality color, professionally bounded) two copies sent to the National Library; Registrar for ISBN numbers in Cyprus.
* Coordinate with Future Worlds Center Administration and Future Worlds Center Financial Unit to ensure proper invoicing for the copies.
* Copies sent (and charged) to all [[Public Libraries in Cyprus|public libraries in Cyprus]].
* Upload a PDF copy to the Library section of Future Worlds Center's website. If you don't know how to do this, please contact Future worlds Center IT Unit.
* Write an article about your report on Future Worlds Center's wiki. If you don't know how to do this, please contact Future worlds Center IT Unit.




[[Category:Procedures]]
[[Category:Procedures]]

Revision as of 05:25, 23 January 2012

Every report and deliverable produced by Future Worlds Center must adhere to the highest standards of quality including financial reports as well. To produce it according to professional standards, please ensure the following procedures:

  • Comply with the deadline of reporting stated in the Grant Agreement of the project;
  • Contact the Future Worlds Center Financial Unit in advance to have assistance for the reporting;
  • The Financial Officer will provide a list of expenditure and income of the project extracted from the accounting software;
  • The financial report should include exactly the same information provided by the Financial Officer;
  • Once the financial report is ready, send it for approval to the Financial Officer;
  • In case of deviation a meeting shall be arranged with the Financial Officer to correct the discrepancies;
  • After the approval, copy all the supporting documents relate to the report and file it to the legal folder of the project. All copies should be filed even if sending the supporting documents are not required by the Grant Agreement.
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