Administration

 

To deliver your project you will have to administer it. This could include preparing and submitting claims for grants, holding meetings to discuss general project progress, budgeting, preparing tender documents, or agreeing contracts – all the things you have to do to keep the project moving along.

Unless volunteers do all the work and someone else pays your office bills this will cost money.

The costs of administering your project are eligible for Cydcoed funding within certain limits.

This guidance note sets out how to calculate and prove eligible project administration costs.

"Eligible activities:

Direct administration of Cydcoed projects up to 10% of total project costs. Not a standard fee, must be actual costs only e.g.: time of paid staff, office overhead costs during administration of the project."

The basic principle is that we can pay for the costs of administering the Cydcoed project only. We cannot simply pay for the cost of running your whole organisation for the duration of the project.

Project administration costs could include things like:

Salaries for staff administering the project (can include Employers’ National Insurance and pension contributions). 

Office running costs such as office rental, cleaning, and tele-communications.

Administrative activities such as photocopying, telephone calls, and postage.

You could provide us with detailed proof that the cost was incurred while administrating the Cydcoed project, e.g.: itemised phone bill, cost per sheet and numbers of sheets of photocopying.

It may be easier to calculate an estimated hourly rate for administration including the kinds of costs listed above then provide us with timesheets showing the time spend on administration. We can supply you with a timesheet template or you can use your own if we approve it.

The hourly rate has to be agreed with us in writing. To do this, you will need to give us a breakdown of the categories of cost you are using and the amount allocated to each with justification, e.g.: extract from accounts. We may require you to supply us with more evidence that the amounts used are reasonable, e.g.: last year’s phone bill, receipts for office rental.

If you know the annual cost just divide by 1800 to get the hourly rate – there are 1800 working hours in a year.

Insurance is ineligible and must not be included in the costs or as a separate cost heading.Further information.

Further information is available from:

Brookes, M. 2002. Funding our future II: Understand and allocate costs. Association of Chief Executives of Voluntary Organisations (ACEVO) and New Philanthropy Council.

ACEVO, 83 Victoria Street, London, SW1H 0HW. Tel: 0845 345 0481, www.acevo.org.uk.

Cydcoed, Forestry Commission Wales, 21/02/2005
10a Rhodfa Stryd y Masnachwyr / 10a Commercial Street Arcade
Abertylleri / Abertillery, NP13 1DH
01495 320331, cydcoed.admin@forestry.gov.uk