Financial Transparency

We plan expenditure according to activities, the estimated number of people supported and the resources needed for implementation. Budgets cover both the assistance provided to people and the costs of delivering services: staff, premises, materials, transport, logistics and administration.

The classification and allocation of these costs follow the rules of each funding source. To justify them, we use reasoned estimates, experience from previous projects and, where appropriate, quotations or other price references.

During implementation, we compare expenditure with approved budgets, identify variances and agree the necessary adjustments within contractual limits.

Financial management is carried out by qualified staff in accordance with the applicable legislation. The financial year runs from 1 January to 31 December.

Under our Statutes, the General Assembly approves the annual budget and the budget execution for the previous year, on the basis of documents presented by the Board of Directors. The Board oversees the management of the organisation’s assets, and the President is accountable to the Board and the General Assembly for the commitments entered into.

Financial operations are carried out with the signature of the President or of a person expressly designated by the President. Any delegation of authority is made in writing, specifying the responsibilities, duration and limits of the mandate. Internal financial control is exercised in accordance with the legislation in force.

• General Assemblyapproves the annual budget and budget execution
• Board of Directorspresents the documents and oversees the assets
• Presidentis accountable for the commitments entered into

For financial support provided through projects, preparing documents, checking expenditure, validating it and making payments involve separate responsibilities.

The process includes:

1. 1Preparing the documents that justify the support or expenditure.
2. 2Checking eligibility and budget compliance, in line with the project rules.
3. 3Validation within the project by the responsible person.
4. 4Authorising and making the payment, in line with signing authorities.
5. 5Recording and keeping the documents, so that the operation can be checked later.

We record expenditure by project, so that we can trace the link between funding, activities and supporting documents. Budget monitoring allows us to check the amounts used and the resources still available under each funding source.

Financial reports are prepared according to the deadlines and formats required by funders. We align them with activity reports, so that the amounts declared can be traced to the services, goods or support provided.

In projects that require monthly reporting, this check is carried out every month, alongside interim, final and any additional reports requested. Documents are kept for audits and checks, with due regard for confidentiality and personal data protection.

Procurement takes into account the need for goods and services, their cost and the terms of supply. We apply the rules relevant to each funding source, including requirements on requesting quotations, selecting suppliers and approving contracts.

Our anti-corruption and anti-fraud policies, conflict of interest rules and document checks help protect the organisation’s resources. Keeping records makes it possible both to review decisions and to identify any irregularities.

We work with funders and designated specialists who check how we manage funds. We provide the records and documents required, respond to requests for clarification and explain how expenditure supports project activities.

Checks vary depending on the project, the funder and the period selected. They include external audits, checks on project implementation, reviews of financial reports and supporting documents, and assessments of compliance with funding conditions.

The institutions, funders and auditors involved in these checks include:

The private funders and international organisations that support us also require independent audits and financial checks of the projects implemented by JRS Romania. These cover the eligibility of expenditure, the consistency between reports and supporting documents, and compliance with funding conditions, from implementation through to project closure.

Our annual reports bring together information on activities, results, income and expenditure. They show how the organisation has developed and how the resources available relate to the support provided.