Ways of Colaboration with wechange eG in Funding Project
Wechange has more than 5 years of experience of handling colaborative projects with partner organisations form eastern Europe. To facilitat the start of future collaborations, we collect some of our best practices in the project management.
We promote Ideas transparently on our map https://community.civilsocietycooperation.net/map/ to find synergies with other organisations working in the same field. Not only our software, but also ideas and methods to change the world, we regard as creative commons...
After we drafted the basic ideas in english (activities, results, costs) and exchanged our inner motivations, the wechange-team will write the official Project-Draft for the German Ministry in German.
Project Applications
As soon as our Proposal is accepted by the Foreign Ministry (End of January)
and to have a shared calendar of all planned events
We will start writing the big Projectdescription in German for the official Application. (By the approval of our Draft-Proposal, we have a 95% chance to get the funding, so the applications is just to clarify details)
We setup a fincial calculation sheet for this
-> Therefore we will need a full list of all planned expenditures and in which month they are needed.
Mostprobaby, this Budget-Planning will be done in a shared Google-sheet.
Project Implementation
In weekly calls, we will discuss all activities, topics, motivations and new ideas that come up during the implementation
Financial Regulations
German Funding Regulations are quite Buerocratic, unfortunatley, but we give our best to help you to understand everything.
We need to collect invoices and proofs for all payments we do.
Here you find examples, of how an invoice shall look like, to be acceptable (Date, Number of Invoice, Taxes... should all be mentioned): https://cloud.wechange.de/s/wiai4YfiqDNqfmY
Invoices should be adressed to wechange, but it is less important, from which bank account they where payed
wechange eG
c/o Thinkfarm,
Oberlandstr. 26-35,
12099 Berlin
If its not addressed to wechange directly, you need to use a reimbursement form:
If you reimburse travelcosts, that participants or your organisations have spend, they need to provide you all documents and fill out a reimbursement-formular. Here you find our immensive template: https://cloud.wechange.de/s/FJZsBapcp74A4BT
Legally, you are our sub-contractor, although you are our formal and official partner on eye-level. (But all other regulations would just increase our organisational overhead and would put you in direct responsability to the Forein Ministry and to German regulations, which are not even documented in English.)
That means, we can not just forward you any money, but we need allways an invoice or similar request for payment.
If you want to send us Invoices from the same organisation of more than 1.000 € (5.000 € for Ukraine) within the whole year, we need 2 comparrison offers with higher prices from other organisations.
To avoid this, we can accept private invoices (Renumerations - Honorarrechnungen) for individual people (can your teammembers or emplyees write us invoices directly?)
Most preferrable, you collect all invoices, reimbursements and other payments for one month and upload it to our cloud
then we can check all documents and help directly to make everything perfect
Once a month or every 6 weeks we transfer the sum of all your documents to your bank account and you distribute it further to other people.
If the reciever have Euro-Bankaccounts with IBAN, we can directly reimburs or pay costs to him/her
If they are in a different currency, each transaction costs us around 35 €. Thats why we prefer to have one big Transaction to your account, and you do the rest in your local currency.
Pre-Payments
After we have seen, that you have understood the "art of financial documentation" ;) we can provide you with Pre-Payments in exceptional cases (if there are big activies but your organisation has little liquidity and the payments can not wait for 4 weeks)
You are personally responsable to document the prepayment fully and to transfer back all money, of which you can not provide a valid proof (invoice, document...)
You can only recieve one prepayment at a time. So you have to fully document the first, to get the next prepayment
All Activities, Events and Reimbursements have to be done till the End of November, so that we have the days till Christmas (23.12.) to do all financial documentations.
After all Projectpayments are done, there might be little sums left. So you can think about optional additional costs within your organisation in regard of the project, that we can spontanously reimburse after Christmas.
All Payments have to be done in the same year. There is no possibility of extending the payment for January of the next year.
Project Documentation
We encourage to have a direct documentation of short reports for each event/ activity in the Microblogging of our Project-Workspace. (You can decide for each post, if it should be public, or just internally)
These reports are the basis of all our offical Reports in German which we write in the beginning of the next year.
We have to do surveys with participants of all activities (we prefer to use https://cryptpad.fr/form/# for this)
Part of all our Projects is to build connections and Networks. Thats why we want to document all our partners, movements and other Organisations on this crowd map: http://map.vonmorgen.org/
We invite you to map all your partners too
Fotos, Presentations and all other Materials should be uploaded to our Project cloud
Please note, that due to Privacy reasons, we never use Commercial Cloud-Services hosted outside of Europe (like Google-Drive, Onedrive, Dropbox or anything else) Only use the systems on https://community.civilsocietycooperation.net please!
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