The grant offer letter contains a requirment for knowledge bases to keep proper records. below are examples of the type of documents to be held.
Innovate UK retains programme documents for 10 years. Knowledge Bases should keep KTP records for 10 years or inline with thier own document retention guidelines, which ever is greater.
Information required to be held:
- Copies of documents relating to the application
- Information relating to the recruitment of the associate including job advert, location and duration of advertisement, HR and recruitment policies, certificates of training for recruitment panel, interview questions and notes. These may be held securely by the knowledge base HR department but should be available for audit.
- The grant Offer Letter, signed acceptance and any amendments to the Offer Letter that may be made during the life of a project.
- Copies of the Local Management Committee (LMC) minutes and papers relating to the management of the project considered by the LMC.
- Copies of the grant claims made together with a signed copy of Schedule 3 (Auditors of the Offer Letter).
- Records relating to the financial contribution made by the Company Partner.
- A spreadsheet setting out the project expenditure over the life of the project.
- The Final Report by the Knowledge Base Partner and Company Partner. The Associate Final Report, if lodged with the Knowledge Base Partner.
Academic and secretarial support:
Evidence of Academic time spent on the project, such as timesheets and wage extracts for all wages and salaries, or contracts stating that they worked fully (or for a specified 10% of their time, i.e. the Joint Commitment Statement) on the project.
Associate employment costs:
Evidence of payments for the Associates/graduates.
Travel and subsistence/equipment, consumables and other costs:
Evidence that the expenditure was incurred and defrayed, i.e. invoices for any direct costs on the project and evidence of payment made.
Overheads:
Any evidence for the overheads claimed on the project.
Outputs of the Programme:
· Associate registration form, showing their name and address, their ethnic origin and their employment status.
· Where qualifications are claimed in the Final Report, evidence of qualifications achieved.
· Company registration form, showing the registered name, trading address and number of employees.
· Evidence of training, guidance and support given to the Associate during the life of the project.
· Evidence of any additional professional and technical training undertaken by the Associate.
· Knowledge that the company, on project completion, employed the Associate.
