LINKVIT Management Leveraging Inspire Knowledge into Vocational Innovative Training Leader: GISIG (Month 1 to 24) LINKVIT Progress Meeting - 9th -10th September 2014

2 Gant Chart

3 LINKVIT Progress Meeting - 9th -10th September 2014 TASK 1.3 – Monitoring & Reporting Periodic reports and cost statements must be prepared according to the LdV indications. Moreover, internal Periodic Progress Reports (PPRs) are planned each 6 months. Each partner, particularly work package leaders, will provide contributions according to a template describing the work accomplished in relation to the project work plan and the tasks allocated to each of them. The template of PPR is enclosed as annex to the Project Handbook, while the official reporting guidelines will be distributed as soon as available from the LdV Agency.

4 LINKVIT Progress Meeting - 9th -10th September 2014 TASK 1.3 – Reporting to LdV Agency An Interim Report providing information on project implementation and expenditures incurred up to 31/10/2014 (13 months) should be submitted by 30/11/2014 A Final Report providing information on project implementation and expenditures incurred along the overall project period is due by 30/11/2015 or, in case of project extension, within 2 months after the end of the contractual period, in any case not later than 31/05/2016. Once the project is finished, the NA/Commission can carry out an audit within 5 years of the payment of the balance. On-the-spot project visits and Thematic Monitoring are undertaken in some cases.

5 LINKVIT Progress Meeting - 9th -10th September 2014 Payment schedule First instalment: 40% of EC funds to project budget (probably end of November / beginning of December) Second instalment: up to 40% of EC funds, upon approval of the Interim Report and provided that at least 70% of the first pre- financing payment has been used up. Where the consumption of the previous pre-financing is less than 70%, the amount of the second pre-financing payment shall be reduced by the unused amounts of the previous pre-financing." The final 20% will be paid upon approval of the Final Report.

6 LINKVIT Progress Meeting - 9th -10th September 2014 Project Budget

7 LINKVIT Progress Meeting - 9th -10th September 2014 Staff costs per partner & category P0 – GISIG, P1 – ISPRA, P2 – EPSIT, P3 – IUAV, P4 – PLUS, P5 – KU Leuven, P6 - NOVOGIT

8 LINKVIT Progress Meeting - 9th -10th September 2014 Staff efforts per partner & WP PartnersWP1WP2WP3WP4WP5WP6 TOTAL GISIG ISPRA EPSIT IUAV Univ. Salzburg KULeuven NOVOGIT WP1 - Management WP2 – Collection and organization of training material and practices WP 3 – Adaptation of contents and infrastructure WP4 – Pilot Actions and Testing/Training Workshops WP5 – Quality Assessment WP6 – Dissemination and exploitation

9 LINKVIT Progress Meeting - 9th -10th September 2014 Eligibility of costs 1/2 To be considered eligible project costs must satisfy the following general criteria (LLP Guide and grant agreement): They must relate to activities involving the eligible countries in the Lifelong Learning Programme. Any costs relating to activities undertaken outside these countries or by organisations that are not registered in an eligible country are not eligible unless they are necessary for the completion of the project and duly justified in the application form and in the report and/or agreed in advance with the NA through the exchange of letters. They must be incurred by legal bodies/institutions of the official consortium; They must be connected with the project (i.e. relevant to the project and be directly connected with the execution of the project in accordance with the approved work plan);

10 LINKVIT Progress Meeting - 9th -10th September 2014 Eligibility of costs 2/2 They must be necessary for the execution of the project; They must be reasonable and justified and they must accord with the principles of sound financial management, in particular in terms of value for money and cost-effectiveness; They must be generated during the lifetime of the project (generated by an activity which takes place during the lifetime); They must be actually incurred by the beneficiary and be recorded in his accounts in accordance with the applicable accounting principles, and be declared in accordance with the requirements of the applicable tax and social legislation; They must be identifiable and verifiable. The beneficiary's internal accounting and auditing procedures must permit direct reconciliation of the costs and revenue declared in respect of the project with the corresponding accounting statements and supporting documents.

11 LINKVIT Progress Meeting - 9th -10th September 2014 General provisions Changes in project budget Shifting between cost categories are allowed up to 10% of the destination item without need to enter a contract amendment procedure. Applicable exchange rate All amounts in the reports shall be declared in euro. For that purpose the beneficiary shall convert any actual cost incurred into euro using the rate published by the EC on the day of transfer of the pre-financing payment by the Agency to the Beneficiary. This rate shall be applied for all costs incurred in the period from the date of transfer of the related pre-financing payment until the date of transfer of the next pre-financing payment.

12 LINKVIT Progress Meeting - 9th -10th September 2014 Staff costs 1/2 Costs relating to the following categories of staff are considered: Statutory staff, having either a permanent or a temporary employment contract with a partner of the consortium. To be considered in this category, staff must report to the relevant partner organisation as an employee. Temporary staff, recruited through a specialised external agency. Depending on national labour law legislation (in particular the definition of "dependent worker"), in certain cases self-employed persons working for the project can also be declared under staff costs

13 LINKVIT Progress Meeting - 9th -10th September 2014 Staff costs 2/2 To assimilate "external" personnel as staff costs, a few criteria should be considered: Long consecutive duration of collaboration with the relevant partner organisation. The "external" collaborator her/himself must sign a contract with the relevant partner organisation on its own behalf. The fact that the recruited person is accountable to the relevant partner organisation. "Accountable" means that the "external" collaborator has to report on the hours worked, the tasks and results and consequently the relationship between the two parties is not "equal". Their relationships are the same as a company has with its own employee and not the ones the company would have with a subcontractor. It must fit with the national legislation. The National Agency may request a declaration, issued by the competent authority, confirming that the self- employed person has fulfilled his/her social and fiscal obligations.

14 LINKVIT Progress Meeting - 9th -10th September 2014 Staff cost reporting Beneficiaries should report staff costs based on real daily staff cost rates, which cannot exceed the maximum rates published on the website of the NA (staff cost ceilings). The rate of the country in which the partner organisation is registered will be applied, independent of where the tasks will be. Real daily staff cost rates are based on average rates corresponding to the Beneficiary's usual policy on remuneration, comprising actual salaries plus social security charges and other statutory costs included in the remuneration. Reported working hours shall be recorder using time-sheets.time-sheets

15 LINKVIT Progress Meeting - 9th -10th September 2014 Travel & Subsistence costs Costs may be claimed only for journeys directly connected to specific and clearly identifiable project-related activities. Therefore, if there are any reasons related to the project work plan (e.g. dissemination) or to better financial management (e.g. airfare cost reduction) to travel to a 'Programme' country, in which no partner has his seat, this is eligible. Exceptionally, meetings outside 'Programme' countries are possible, too. But the NA has to allow them beforehand in writing

16 LINKVIT Progress Meeting - 9th -10th September 2014 Travel costs 1/2 Reimbursement must be based on real costs, independent of the means of travel chosen (rail, bus, taxi, plane, rented car). Partners are required to use the cheapest means of travel (e.g. use Apex tickets for air travel and take advantage of reduced fares). Where this is not the case, a full explanation should be provided. The travel cost for a journey should include all costs and all means of travel from the point of origin to the point of destination (and vice versa) and may include visa fees, travel insurance and cancellation costs.

17 LINKVIT Progress Meeting - 9th -10th September 2014 Travel costs 2/2 Expenses for private car travel (personal or company cars), where substantiated and where the price is not excessive, will be reimbursed as follows (whichever is the cheapest): Either a rate per km in accordance with the internal rules of the organisation concerned up to a max of EUR 0.22 per km. Or price of a rail, bus or plane ticket. Only one ticket shall be reimbursed, independently of the number of people travelling in the same vehicle. For rented cars (maximum category B or equivalent) or taxis: the actual cost where this is not excessive compared with other means of travel (also taking into account any influencing factors e.g. time, excessive luggage). Reimbursement takes place independently of the number of people travelling in the same vehicle.

18 LINKVIT Progress Meeting - 9th -10th September 2014 Subsistence costs The reported expenses should respect the maximum rates published on the website of the NA ( The rate to be applied is the one of the destination country i.e. where accommodation costs are incurred. Reimbursement must be based on the existing internal rules of the partner organisations, which may be on an actual cost (reimbursement of receipts) or daily allowance basis. In either case, proof of attendance and overnight accommodation will be required to substantiate declared costs. Subsistence rates cover accommodation, meals and all local travel costs (but not local travel costs incurred to travel from point of origin to point of destination).

19 LINKVIT Progress Meeting - 9th -10th September 2014 Subcontracting costs 1/2 Costs are based on a verifiable estimate or, if the subcontractor is identified, on the basis of an offer. The estimate/offer will cover all costs (i.e. staff costs plus travel costs, etc.). The Beneficiary shall award the contract to the tender offering best value for money, that is to say, to the tender offering the best price- quality ratio, in compliance with the principles of transparency and equal treatment for potential contractors, care being taken to avoid any conflict of interests. The total reported costs for subcontracting may not exceed 30% of the total direct costs reported for the project.

20 LINKVIT Progress Meeting - 9th -10th September 2014 Subcontracting costs 2/2 The following specific Community rules with regard to procurement apply: Contracts with a value below EUR can be paid simply on presentation of an invoice. Contracts with a value from EUR on and up to EUR are subject to a procedure involving at least three tenderers. Contracts with a value over EUR up to EUR are subject to a procedure involving at least five tenderers. The subcontrator must submit invoices making reference to the project and giving details of the service or supply rendered

21 LINKVIT Progress Meeting - 9th -10th September 2014 Other costs 1/2 Other costs are considered eligible that they arise: From requirements imposed by the grant agreement are eligible (dissemination of information, specific evaluation of the project, audits, translations, reproduction, website, etc.), including the costs of any financial services (especially the cost of financial bank guarantees). From the implementation of specific actions or of products/results of the project e.g. the organisation of seminars (where the seminar is foreseen as a product/result and where task-related costs are easily identifiable), the production of proceedings of a seminar, the production of a video, the purchase of product-related consumables (reams of paper for printing of publications, blank DVDs), etc.

22 LINKVIT Progress Meeting - 9th -10th September 2014 Other costs 2/2 When travel and/or subsistence costs are reimbursed to third parties (experts, speakers, etc.), the rules applicable to staff of partners will be applied. Costs which are not covered by the other categories are also considered as other costs. Some examples are: one-off costs for press releases and publicity, purchase of copyrights and other Intellectual Property Rights, purchase of information materials (books, studies and electronic data), conference fees; meeting registration costs; rental of exhibition space, etc.

23 LINKVIT Progress Meeting - 9th -10th September 2014 October 2013, Kick-off meeting in Rome (hosted by ISPRA) February 2014, Leuven (hosted by KU Leuven as leader of WP2) September 2014 in Rome (hosted by ISPRA) March 2015 in Venice (hosted by IUAV) Beginning of July 2015 in Salzburg, besides a dissemination workshop within the GI-Forum (hosted by PLUS) September 2015 in Genova, jointly to the Final Conference (hosted by GISIG) TASK 1.2 – Meeting schedule

24 Thank you for your attention