Find The Best Project Kick off Meeting Krakow 10 th -11 st of January Project with the support of the Lifelong Learning Programme of the European Union.

Slides:



Advertisements
Similar presentations
Learning and development - consultancy - research European Institute of Public Administration - Institut européen dadministration publique © EIPA, January.
Advertisements

BUDGETING Training Unit 13.2 Principles and financial rules of mobility.
Leonardo da Vinci -TRANSFER OF INNOVATION GREEN EMPLOYABILITY Project Management, Reporting and Financial rules KICK - OFF MEETING
DG Justice Financial Analysis FRC Kick-off meeting.
INTERREG and Tacis budgets Main differences: No breakdown of the Tacis budget between the partners is required; No strict limits for the project management.
LEONARDO DA VINCI Transfer of Innovation Sofia Vocational Training for Sports Centres Employees with European Certificate Project no BG1-LEOO
SECTOR SKILLS ALLIANCES TOURISM AND CATERING GRANT AGREEMENT NO. EAC PRESENTED BY DR SHYAM PATIAR.
1 MW - Sonet Partners virtual session 12 th of October, 2009 Financial Issues.
1 Financial Procedures in FP7 Projects Reporting and Audits Karolina Lis Research Assistant DCU, Finance Office
Financial reporting Oskar Otsus January 2013 Moldova.
Training Module: The MED-Dialogue project (611433) is co-funded by the European Community's ICT Programme under FP7 6 - Resource Allocation and Budgeting.
1 Emerging communities for collective innovation: ICT Operational tool and supporting methodologies for SME Associations 2010 January,
Culture2000 Programme Presentation of the application’s budget and interim/final report.
GRIP- IT Governance of Regionally Integrated Projects using Innovative Tools. (Structural Funds implementation in an integrated approach )EXPENDITURES.
1 The Project Financial Management Selection 2012.
European Commission DG for Fisheries and Maritime Affairs Research & scientific analysis SSP Kick-off meeting The 6 th Framework Programme
GRANT AGREEMENT FOR AN ACTION WITH MULTIPLE BENEFICIARIES.
Contractors’ Day, June 2008 to the Framework Partnership Agreement & the Specific Grant Agreement Financial Guidelines for co-ordinators and co-partners.
Kick-off meeting, Prague, CZ1 Administrative Cycle SDI-EDU Karel Janecka NATURNET PLUS Zbynek Krivanek.
Kick-off Meeting Granada, 16-17/04/2009 Agri-Multifunctionality II: Financial and Administrative Issues.
European Found Accounting Women in the main deck.
Sustainable Energy Systems Overview of contractual obligations, procedures and practical matters KICK-OFF MEETING.
FINANCIAL REPORTING Rules and Regulations
Vilte Gridasova, Alina Ivanovaite Project Meeting 3 Cyprus Sep 2007 FINANCIAL AND ADMINISTRATIVE REQUIREMENTS FOR THE INTERIM REPORT.
LIFE Platform meeting Denmark 2008 Tommy Sejersen, Financial Desks EC DG ENV – LIFE Unit Telephone
Large Scale Projects Aleksejs Šaforostovs LSP Project Manager Joint Technical Secretariat.
F LLL EX Financial and administrative management Jan Neyens Finance & Projectadministration Timing: 10.00h presentation 11.00h coffee break 11.15h presentation.
Some figures about Disabled People in Turkey Financial Rules Asist. Prof. Mahmut Geyik.
SOCRATES PROGRAMME ADMINISTRATIVE AND FINANCIAL HANDBOOK FOR BENEFICIARIES Selection 2005.
Financial and legal aspect in the context of proposal preparation Marija Šola, MSc. Project manager University of Belgrade School of Electrical Engineering.
DAPHNE II Programme An investigation into forms of peer-peer bullying at school in pre-adolescent and adolescent groups: new instruments and preventing.
Kick-off Meeting INT COMP, ViennaSeite 1 LEONARDO DA VINCI Information on Administrative & Financial Issues PROCEDURE B LEONARDO DA VINCI.
J. VRETTAROS DEDALOS PROJECT DEDALOS st meeting ATHENS 5 ST JUNE NCSR DEMOKRITOS LEONARDO DA VINCI II ADMINISTRATION AND FINANCE.
LINKED Administrative & Finance overview18/03/2010 LINKED Leveraging Innovation for a Network of Knowledge on Education LIFE LONG LEARNING PROGRAMME LLP.
ELESA Project “Financial and administrative Management” Jan Neyens Finance & Project administration.
TEMPUS ME-TEMPUS-JPHES “IMPROVEMENT OF PARTNERSHIP WITH ENTERPISES BY ENHENCEMENT OF A REGIONAL QUALITY MANAGEMENT POTENTIALS IN WBC” Project.
25-26/11/2010 ESSnet training Budapest ESSnet Training Part 3 – Financial Issues P. Jacques.
“RACCE” Raising earthquake Awareness and Copping Children’s Emotions: Management and Financial Issues NATURAL HISTORY MUSEUM – UNIV. OF CRETE (NHMC) Project.
1 Project “EGO - ENTERPRISE GENDER ORIENTED” LLP-LDV-TOI-09-IT-0496 Management of the project: financial aspects Porto, January 2010 Porto, Kick-off.
PATCH-WORLd PArenTs and CHildren Working, ORganising and Learning together 23/24 October 2009 Sofia Final Conference This project has been funded with.
1 SOCRATES PROGRAMME TN Projects 2004 & 2005 Contractual and Financial Management Administrative and Financial Handbook Maryline Fiaschi, 13/02/2006.
6 September 2012 GUIDE FOR APPLICANTS CORE 2012 CALL – ELIGIBLE COSTS AND FINANCIAL ISSUES ANNA FASTYN CHIEF EXPERT SECTION FOR BILATERAL PROGRAMMES AND.
School Leadership Toolkit for Accelerating Achievement London 17 th November 2014.
Communication campaign Most common issues identified: analysis per cost category Antonio Requena Fernández FCH JU Financial Officer.
1 Project meeting EQUASS in Practice Oslo Trude Engebretsen Jon Roar Strandenes.
SeaDataNet Pan-European infrastructure for Ocean & Marine Data management An Integrated research Infrastructure Initiative (I3) Kick-off Meeting June 8-10.
DG DEVCO, Unit B.6 Brussels, November Outline 1.Useful links 2.General conditions 3.General issues 2.
Name, Surname, Position Event, Date, Place Financial issues.
This project has been funded with support from the European Commission. This publication [communication] reflects the views only of the author, and the.
FORESTUR: “Tailored training for professionals in the rural tourist sector” ES/06/B/F/PP CONTRACTUAL & FINANCIAL ASPECTS Budapest, June 2007.
DG DEVCO, Unit B.6 Brussels, April Outline 1.Useful links 2.General conditions 3.General issues 2.
PROGETTO Leonardo BLENDED LEARNING TRANSFER Rationalising, Learning and Transferring the use of technological platforms to enterprise-based learning strategies.
REPORTING, BUDGET, ELIGIBLE COSTS. Main steps of the financial management of the project.
FINANCE AND SETTLEMENT Strengthening global awarness in the local communities- Kolping 2020 Strategy.
Project Board meeting 15 th July 2011, Vilnius Kate Fernie MDR Partner This project has been funded with support from the European Commission'
Reporting requirements - contractual and financial issues NGO Kick-off meeting Lorenzina Bruno, Senior Financial Officer Manuel Montero Ramírez, Project.
Technical Assistance Office 1 SOCRATES - MINERVA GRANT AGREEMENT 2004 Contractual and Financial Management Administrative and Financial Handbook.
Technical Assistance Office 1 Contract, Reports and errors to avoid! GRANT AGREEMENT 2005 Comenius coordinators’ meeting, 17/10/2005 Maryline Fiaschi,
Technical Assistance Office TCP Projects 2005 Contractual and Financial Management Administrative and Financial Handbook Prepared by IA, 14/12/2001 SOCRATES.
Practical work (simulation) Financial forms Peter Jany.
Faculty of Technical Sciences, University of Priština in K. Mitrovica Administrative Issues (from the guidelines) – Siniša ILIĆ – Belgrade, The School.
MATcHES Project Ruse, February 26, 2014 Nohelia Morales Martínez Project number: TEMPUS BG-TEMPUS-JPHES This project has been funded with.
- Special Education Needs (SEN) Network Administrative and Financial Aspects.
EU - China 11 Guidelines for Applicants rules for applications European Union Delegation to China & Mongolia Beijing Information Session 14 th November.
The LIFE Programme: the EU funding tool for the Environment and Climate Action Lorenzina Bruno, Senior Financial Officer EASME – C.1.6 LIFE NGO Kick-off.
Interreg Atlantic Area Programme Eligibility Rules.
Working Along Key Experts (WAKE) EU Rights Equality and Citizenship (REC Programme Financial and Reporting Rules The project is co-funded by the Rights,
Financial management of DBBT project
Technical and Financial Reporting
Financial and Administrative presentation on PARTICULATES project
Presentation transcript:

Find The Best Project Kick off Meeting Krakow 10 th -11 st of January Project with the support of the Lifelong Learning Programme of the European Union

Financial and reporting rules Project handbook – Guidelines for Administrative and Financial Manageement and Reporting Project handbook Financial Information Kit

Reporting to EACEA Progress report: at the mid-term point of a project, the assessment of the reports enables the Agency to take a decision on the continuation of the project, Final report: after the formal end of the project allowing the project to be reported on and evaluated in its entirety, a verification of the measures taken to guarantee the successful dissemination and exploitation of the project's results and products.

Project reporting – deadlines for submission to EACEA Project start Progress report Project end Final report

Reporting period Progress Report runs from the start date of the project until one month prior to the submission date of the report. ( ) The financial analysis of the project's expenses will be done only at the submission of the Final Report. Progress Report leads to the payment of a further pre- financing, it does not settle the accounts and the payment is considered as a pre-financing/advance payment. Final Report - the reporting period covers the entire project duration and the submission date falls two months after the end of the project.

Structure of the Report Two parts: Public Part, including an Executive Summary - contains the description of the project's objectives and results, presented against the work programme, how they were achieved, how they will be exploited and how they contribute to EU policies. Confidential Part - information about the management of the project, the contract and the finances.

Public Part 1. Project Objectives; 2. Project Approach; 3. Project outcomes & results; 4. Partnerships; 5. Plans for the future – differents: Progress Report includes a description of plans to carry out the remaining work to achieve the project objectives; Final Report includes emphasise the exploitation of results beyond the project's lifetime. Sustainability of the project's outcomes is a key element of this section ; 6. Contribution to EU policies.

Confidential Part 1.Declaration Page - delete 2 lines related with other report and in Progress Report text referring to requests of payments; 2.Outcomes / Results / Products; 3.Implementation of the work programme / tasks; 4.Impact; 5.Involvement of Partners; 6.Involvement of Staff; 7.Management Aspects; 8.Dissemination & Exploitation; 9.Annex 1 Financial Reporting table.

Internal reporting WP REPORT To be prepared by the responsible Partner and sent to all Partners 2 weeks after finishing WP FINANCIAL REPORT To be prepared by each Partner and sent to P1 Twice a year – covering half year period Financial tables and scanned versions of supporting documents (originals or copies covering whole project period only with the last financial report after project completion) DISSEMINATION REPORT To be prepared by P6 on the basis of info collected from partners and sent to P1 Twice a year – covering half year period Proofs of realization INTERIM AND FINAL REPORT Supplementary information to the above mentioned reports By 10th July 2014 (interim) and by 20th January (2016)

Financial rules General crirteria of expenditures: they must be connected with the project, necessary for the execution, generated during the contractual lifetime of the project, actually incurred by the beneficiary (requirements of the applicable tax and social legislation), foreseen in the estimate overall budget, reasonable and justified, accordant with the principles of sound financial management.

Not eligible costs: return on capital; debt and debt service charges; provisions for losses or potential future liabilities; interest owed; doubtful debts; exchange losses; VAT, unless the beneficiary organisation can prove that it is unable to recover it; costs declared by the beneficiary and covered by another project or work programme receiving a European Union grant; excessive or reckless expenditure.

Attention! Beneficiaries should consider using project- dedicated, specific bank accounts or sub-accounts; Supporting documents and records must remain at the beneficiary premises for a period of five years after the final balance of the grant has been paid; The Agency must be informed of important changes to the agreement (workplan, budget) in good time and in writing in order to agree or not before these changes take effect.

Exchange rate Costs should be presented in EUROs Any conversion of actual costs into euros shall be made by the beneficiary at the montly accounting rate established by the commission and published on its website for the first month of the period of eligibility of costs

Necessary documents All expenditures must be supported by adequate supporting accounting documents! All documents relating to the project should be organised from the start of the project and all accounting documents should be duly classified. Documents should have description, confirming their connection with the projects; if it is in other language than English – short translation of most important info is required Scanned documents should be sent to coordinator with internal financial report every 6 months The beneficiary must keep all supporting documents relating to the project no matter which partner incurred the costs (5 years). Unjustified costs will not be considered as eligible by the Agency nor by the auditors All documents required by auditors you will find in: Financial Informatoin Kit – Annex 1 to Factsheet 08 ChecklistFinancial Informatoin Kit

Example of description Document related to the project: „Find the best – competency-based recruitment in public administration” Lifelong Learning Program Leonardo da Vinci - DOI Grant agreement number: 2012 – 3594 / Project number: LLP PL-LEONARDO-LMP According to project application, document refers to budget line: …………………………………………… Eligible cost: ………………..( …………. €) Description: Exchange rate used for calculation of cost in EURO: 1 EUR= …………………………… date signature

Categories of Eligible Direct Costs: Staff; Travel and Subsistence; Equipment costs; Subcontracting costs; Other Costs.

Staff „The direct cost of staff assigned to the action, comprising actual salaries plus social security charges and other statutory costs included in the remuneration, provided that this does not exceed the average rates corresponding to the beneficiary’s usual policy on remuneration.” Proper calculation of pay and compliance with national social security and related rules; Adequate staff contracting – statutory staff Adequate systems to allocate staff costs to projects; Adequate control of attendance; Sound remuneration practices.

Staff – supporting documents Documents explaining internal policy on salaries, calculation of the daily cost rate,calculation of the daily cost rate Timesheets signed by worker and legal representative (if not used in your organization – use Time-sheet form in staff cost documentation file)staff cost documentation file Payroll (if not total amount of salary is related to the project, the payroll should be described approprietly) Proof that salaries and social security contribution recorded in the accountancy have been paid by the partner to the authorities Personnel register* Fiscal declaration of annual salary when applicable* Description of the work performed by each person* * Documents required by auditors (information taken from Financial Information Kit)Financial Information Kit

Travel and subsistance They are necessary, identifiable and verifiable from corresponding financial statements and accounting records. They are reasonable, justified, related to the project. Subsistence costs for staff taking part in the project are eligible under this budget heading. Reimbursmement of travel costs based on the real costs Private car travel -will be reimbursed as follows: - either a rate per km in accordance with the internal rules of the organisation concerned up to a max of EUR 0.22; - 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. Hired cars – eligible provided that the cost is lower in comparison to other means

Travel and subsistance 2 Subsistence costs are reimbursed according to internal organization’s rules (actual costs or daily allowances) Costs cannot exceed maximum rates defined for the country of destination ( Proof of attendance and overnight accomodation is required Subsistence costs cover accommodation, meals and local travel costs Maximum number of days that can be claimed is the number of working days + 1

Travel nad subsistence - documents tickets (plane, train, bus, etc.) and invoices (hotels, restaurants, travel agency); boarding pass; for car journeys: declaration stating the city of departure and arrival, the calculation method with unit rate and number of units, dates and names and activities concerned; list of participants duly signed with clear identification of the activity/purpose of the trip, dates, names and functions of the participants in the project (e.g. partner, expert, volunteer, subcontractor); proof that the payments have been made by the partner and are recorded in the accountancy; hotel bills; internal rules defined for the staff of the organisation travelling, etc.

Travel nad subsistence - documents Details of the per diems claimed (including dates and purposes of visits) Details of the per diems claimed Travel request form (including information on the reason for travel)* Travel expence claim form used in organization (declaration of all proofs of actual travel expenses)* Proof of usual remuneration policy* / Declaration of calculation of subsistence costs according to internal rules of organizationDeclaration of calculation of subsistence costs * Financial information Kit

Equipment costs Not applicable in FTB project

Subcontracting costs The total reported costs for subcontracting may not exceed 30% of the total eligible direct costs of the project. Related to contracts awarded to external body Estimate offer covers all costs Avoid of conflict of interests Reporting travel and subsistence costs of subcontractors should be classified to the subcontracting fees. Contracting procedure: – < EUR – presentation of invoice – – EUR – three tenderers – – – five tenderers – > – public procurement procedure

Subcontracting costs – supporting documents Terms of reference, request for quotation with reference to the project, activity and deadline Quotation received Evaluation committee’s report Award decisions Proof of payments Original invoices* Contracts and documentation related to tenders* Description of the work performed by third party staff*

Other Costs Costs arising directly, which are not covered by the other categories, but they are specific and necessary for achieving the goals of the project, e.g.: one-off costs for press releases and publicity, purchase of copyrights and other Intellectual Property Rights, purchase of information materials, conference fees; meeting registration costs; rental of exhibition space, etc. Supporting documents Contracts, invoices Proof of payments

Indirect costs (overheads) Those costs which, are not identifiable as specific costs directly linked to performance of the project which can be recorded in the project's accounts, but which have nevertheless been incurred in connection with the eligible direct costs for the project. – Equipment related to administration – Communication costs (postage, fax, telephone, internet etc.) – Infrastructure costs – Office supplies – photocopies Maximum of 2,9 % of the total amount of eligible direct costs. Rental agreements supporting office space claimed for, invoides suporting office supply costs claimed* Telephone infoices claimed for* Invoices an calculations supporting expenses claimed * Docs that might be required by the auditor – Financial Information Kit

Rejection of the costs The most frequent reasons are: The lack of supporting documents relating to expenses claimed or relating documents and materials do not state the EU logo; Ineligibility of costs: unforeseen costs for which no prior authorisation has been requested to the Agency, overhead expenditure exceeding the maximum ceiling, contribution in kind claimed, costs incurred outside the eligibility period; The non respect of accommodation/subsistence EU rates, the wrong application of exchange rates, depreciation error, recalculation of overheads due to ineligible costs, reclassification of costs between headings/categories, dual claiming and declared expenses exceeding real costs; Inadequate audit trail: missing papers or electronic trail that gives a step by step documented history of a transaction.

What can go wrong? Reporting travel and subsistence costs that do not relate and/or are unnecessary for the project. Insufficient supporting documents. Use of incorrect scales or when travel and subsistence allowances are higher than EC maximum ceilings. Usual remuneration policy should be used. Not recording costs in the accounting system. Misuse or uneconomic use of transport e.g. first class airfares

Thank you for attention!