Gina - Reporting deadlines - Visibility - Web based reporting - Communication with whom? - Communication through lists

Reporting deadlines Work plans Financial plan Matching fund plans First ones with the contract First simplified narrative report September 15 First yearly narrative report January 15 First yearly financial report January 31

Visibility EU logo flag Text of EU distances itself from the contents of our project Our project logo All materials (film, video, foto, text, web)‏ Press releases: only on electronic version! Also on street banners! Or not at the banner but at the leaflets used during demonstration

Web based reporting We collect We publish Everybody can see everybody's plans and report Manuals, instructions, requirements etc will be uploaded to the hidden websitepage The updated info is always available

Communication with whom? Will be on the project contact page of website Gina  Changes  Deadlines Elvira  Finance  Reports  Plans Adrian  Contents

Communication through lists [ffe]  National partners will be subscribed  Main contact persons  And their substitutes  Everybody can do postings  General information exchange [ffe-eu]  Administrative and organisational information

Jeroen Budget overview Zero cofunding obligation: now what?

Budget overview You get to see the old (!) data at the time of the application We will send you per The updated overview The whole budget The whole application A longer summary for fundraising and other purposes

Zero cofunding obligation We ask you to also provide a co-funding plan It is not a contract requirement We're in this together now Plus a matter of capacity training AND It will be a lot of fun

Elvira - FAQ

Changing activities Very minor changes  within main budget heading total < 10%  We report to Alfredo Minor changes: we propose to Alfredo  f.i. changing the year of the activity Big changes:  Big changes that we like: we beg Alfredo  Big changes that we don't like  Big changes that we don't dare to ask Alfredo

Omitting activities? Anne cannot do the activity on Research into the role of French banks She wants to reallocate the money to publication or other activities within the same main heading Budget cuts are the wrong strategy You want budget, you need to spend We offer you an alternative set of activities

We change main activity With consequences for all national budgets F.i. We skip Speaker tour Asia We introduce Joint Project Launch Big change so we beg Alfredo

Changes in matching funds Communicate all the time Contact the 24/7 co funding helpdeks hotline Propose not report

Accounting for staff Bank slip with bank payment to employee Salary slip  Social securities  Employers and employees taxes  Sick leave insurance, etc Monthly time sheet with two signatures  Spent hours per day  %work time dedicated to the project  We try to create a web form / web report system

Change in staff budget In principle impossible Unless:  You provide the project extra co-funding  With the exact same activities (as in the original application)‏  No other and no more activities  But with extra budget for staff costs

Changes in staff rates Very minor change  Jaanus' salary is higher than in application  Jaanus works 9 months not 12 months on the project in 2008 No problem if: Total amount of budget for staff costs keeps the same  You just change the tariff, or the number of months, or the time%, but it adds up to the original budget

Changes in staff employees Lenka is also working on the project Not only Katka No problem if: They perform the same role as in the original application So both perform the role of coordinating the Czech national activities Changes in role, f.i. communication tasks, is not possible

Too little capacity We have a lot of activities in the original application But not enough budget for staff time to organise these activities This is valid for all partners Solutions:  Reduce time effort, output and quality  Extra cofunding applications  Changes between partners

Cooperation with other NGO's That are not taking part in the project Andrej makes a leaflet together with other Slovak Klub Three logo's on leaflet  FoE Slovakia: Cepta  EU  Other Slovak Klub Only acceptable if Slovak Klub co-funds this activity and if CEPTA pays total expenses

Contents of a leaflet Should it be about Feeding or Fuelling? Yes Logo

Car travel expenses Maria is driving the Latin American speaker's around from Katowice to Szczecin and back in her own Polski Fiat Maria is using Polish law and Polish tariffs on car travel kilometer allowances And uses own reimbursement forms of PKE This fits in budget line for national Speaker tour costs

Currency exchange What moment is the moment of exchange rate? The moment = invoice date Look on official website (see guideline) for monthly rates Look up the tariff for this date