These guidelines define the documents required to evidence every category of Purple Dew expenditure. For amounts of EUR 1,000 or more, suppliers are always selected on the basis of three offers.
1.Human resources
Employment of local and expatriate personnel must be evidenced by an employment contract, identification document, insurance certificate, pay slips, and evidence of salary, tax, social security and insurance payments. Consultants require a contract, identification, fee note and evidence of fee and tax payments. Missions require a mission order detailing authorisation, purpose and duration, with evidence of accommodation, meals and transportation.
2.Travel
International travel is booked in economy class, evidenced by the travel agency invoice, payment evidence, flight ticket and boarding pass. Local transportation requires the equivalent invoices and stamped tickets for domestic flights, trains or buses.
3.Equipment and materials
Purchases or leases of vehicles, furniture, IT equipment, machinery, tools and spare parts follow a documented procurement procedure (quotation request, selection report, comparative table) with invoice, payment evidence, delivery note and registration in the project inventory.
4.Field offices
Vehicle running costs (fuel, tyres, insurance, maintenance) are receipted against the vehicle's registration number. Premises rentals require a lease agreement, signatory identification and payment evidence. Consumables, office supplies, utilities and routine maintenance follow the standard selection and documentation procedure.
5.Other costs and services
Publications, studies and research, audits, evaluations, translation, conference organisation and communication or visibility work each require a documented selection procedure, terms of reference or specifications, contract, invoice and payment evidence, plus the resulting deliverable (report, study or sample documentation).
6.Miscellaneous
Civil engineering works require a selection procedure, contract with payment schedule, final inspection report and warranty-period balance. Land or property purchases require certified ownership documents, deeds and land registry searches. On-site staff training requires trainee lists with signatures, trainer contracts and a final training report. Revolving funds and microcredit require the microfinance agency contract, transfer evidence and beneficiary lists. Verification and monitoring missions conclude with an audit and monitoring report.