We’ve just been awarded a grant, what happens next?
Your approval letter will be sent to the UK co-ordinating school. Please read this carefully make sure that all schools in the partnership have opportunity to discuss the comments and advice given.

With the letter we will send you a basic information sheet for every school in the cluster. This contains useful information about the grant, so please make sure that every school gets a copy.

It’s a good idea to give all partner schools a copy of the contract, once you’ve received the signed copy from us as this is often needed to support visa applications.

How is the grant paid to us?
Once all UK schools have completed the online survey and the contract has been signed, we will arrange for a BACS payment to be made into the bank account of the UK co-ordinating school. This can take some time, and we will write to you once the payment has been made.

You will need to download and follow the instructions on the bank details form available on this website.

If the UK school uses a Local Authority’s bank account, we will still make the payment in the same way. When we write to you to let you know that the payment has been made, please contact the Local Authority and let them know how much has been paid.

The initial payment is 80% of the total amount awarded. The final 20% will be paid when the final report and financial reconciliation has been completed.

What can we buy with the grant money?
Eligible expenditure for your grant includes:

• International travel
• Internal travel in both countries directly related to the school visits
• Accommodation (there is a maximum limit on this)
• Visa costs
• Travel insurance
• Subsistence (there is a maximum limit on this)

Please see the relevant guidance notes from the year you were awarded a grant for further details.  Contact us for more details.

Some costs are not eligible for funding, including:

• Travel related to sightseeing
• Gifts
• Supply cover
• Camera film and film development costs
• Curriculum resources.

Please see the relevant guidance notes from the year you were awarded a grant for further details.  Contact us for more details.

The UK school is responsible for ensuring that the grant is allocated to every school in the partnership and that it is spent on eligible items.

How do we transfer money to our partner school?
Different partnerships come to different solutions, depending on local conditions and what is convenient. Speak with teachers at your partner school about what is most appropriate. It may be convenient to buy travel tickets in the UK for the visit to the UK, but this may add to your costs.

When planning your visits, please remember to allow plenty of time to apply for passports, visas and to visit your doctor.

How do we complete the final report?
The final report must be completed by all partner schools. This can take some time and it is a good idea to start working on the final report during the second visit so that all schools can contribute fully.

How do we get a copy of the final report?
A copy of the report form will be available for download shortly.

What records do we need to keep?
It is the UK co-ordinating school’s responsibility to maintain and submit financial records.

All schools in the partnership are responsible for sending receipts and financial records to the UK co-ordinating school.

As part of your final report you need to complete a statement of expenditure. It is easier to fill this in if you keep accurate financial records throughout the year.

It is also good practice within a partnership if you establish systems for transferring money and of keeping track of any payments or transfers. If a new teacher became involved in the partnership, would they be able to see what money had been spent on what?

Please follow the instructions on your final report carefully and ensure that all necessary receipts are submitted with your statement of expenditure.

What support can we get for our partnership?
A wealth of resources are available to you and your partner school during the funding period. Please keep visiting our website to keep up to date with activities in your area.

We will e-mail our Ezine to every school in the partnership that we have an e-mail address for. If you haven't received your copy please let us know.

Please remember to let us know if you change your e-mail address so that we can keep you up to date with partnership news.