Report your microproject
Have you completed your microproject and feel that you are done? Then it's time to report!
Close the microproject
Report your results
When you have completed your microproject and paid all costs, it's time to make a report.
In the final report, you should, in addition to the financial report, submit a written report on the implementation and results. The final report must be submitted no later than one month after the completion of the sub-activity.
Checklist
Submit the following
- Completed form for final reporting (below)
- Invoices and receipts
- Payment evidence
- Mileage log (if the microproject includes mileage reimbursement)
- Participant list (if the microproject has costs for food)
- Copies of printed material
- Pictures from the activities of the microproject (optional but desirable)
To download
Templates and forms
Financial reporting
Report receipts
To report your expenses, you must submit copies of receipts that confirm card or Swish payments. Note that cash-paid expenses cannot be reimbursed. Be aware of this when you collect your receipts.
Report invoices
You should submit copies of invoices along with delivery notes and other relevant documents that the invoice refers to. The invoice must clearly include the following information:
- The invoice is linked to the microproject and addressed directly to you as the applicant for support.
- Specification of which bank/post giro or account number the invoice should be paid to.
- Clear details of the invoice number and invoice date.
- Clear information about what has been purchased or paid for.
- Clear indications of the total amount for the invoice, both excluding and including VAT.
TIPS!
If you have activities planned during the summer, it is good to remember that holiday times can affect the dispatch of invoices from suppliers and possibly delay them.
Financial reporting
Payment evidence
Also include proof that the expense has been paid. You can easily download this from your online bank. On the payment proof, we want the following information:
- Payment date
- Paid amount
- Sender (which account the money was withdrawn from)
- Recipient (that the payment went to the same plusgiro, bankgiro, or account number as stated on the invoice)
- Keep in mind that it should be clear that the payment has been made. Note that ”immediate payment” is not considered a completed payment.
When you pay with a card or Swish, you can prove the payment by using a bank statement. Since it is not clearly stated on the receipt who made the payment.
Other reporting
Report travel
If you have costs for mileage reimbursement, you must submit a mileage log that clearly shows who has driven, the number of miles driven, the distance traveled, and the purpose of the trip. If there are costs for train, bus, or other tickets, include these in your report.
Report food and snacks
If you have costs for food and/or snacks, you must fill in participant lists that show which individuals have eaten or had snacks. All edible items must be reported with these lists, regardless of whether it is fruit, candy, snacks, or lunch/dinner. You can download a template for participant lists or use your own list.
Report voluntary time
Remember to document all hours you dedicate to the microproject from the start. It is easy to forget, but it is very important for Leader Lappland to be able to show your municipality how much time you invest in these activities!
What does it mean to report voluntary time?
Leader appreciates the voluntary commitment that forms the basis for all activities and projects. Including voluntary efforts becomes an important part when you report.
Voluntary time does not represent money that is paid or received, but it constitutes valuable time that is invested in activities and projects when you choose to use your free time to contribute to your community.
For people between 13-15 years, voluntary time is valued at 77 SEK per hour, and for everyone who is 16 years and older, it is 340 SEK per hour.
Practical helper work, such as promoting an activity or participating in construction projects, counts as voluntary time. Everyone in the group who does not receive payment for their contribution is classified as voluntary workers because they act out of their own interest.
Don't forget to include your pictures! 📷
Keep in mind that if there are pictures of people, they must give their consent to be in the picture since we may use these for both the website and social media!