Keeping records and other supporting documentation Sample Clauses

Keeping records and other supporting documentation. The beneficiaries must keep records and other supporting documentation (originals) for a period of five years after the payment of the balance to prove the proper implementation of the action and the costs they declare as eligible. The evidence must be verifiable, auditable, and available. They must make them available upon request or in the context of checks, reviews, audits, or investigations. As explained in the article 18 (Chapter 4 Rights and obligations of the parties) of the H2020 Annotated Model Grant Agreement the beneficiaries must keep the records and documentation supporting the costs declared, in particular the following: ▪ for actual costs: adequate records and other supporting documentation to prove the costs declared, such as contracts, subcontracts, invoices, and accounting records. In addition, the beneficiaries’ usual cost accounting practices and internal control procedures must enable direct reconciliation between the amounts declared, the amounts recorded in their accounts and the amounts stated in the supporting documentation; ▪ for flat-rate costs: adequate records and other supporting documentation to prove the eligibility of the costs to which the flat-rate is applied. The beneficiaries do not need to identify the costs covered or provide supporting documentation (such as accounting statements) to prove the amount declared at a flat-rate.