KOM Riga 27th-29th November 2013 With the support of the Erasmus Mundus programme of the European Union Welcome MEDEA Kick-off meeting Riga, 27th -29th November 2013

ADMINISTRATIVE & FINANCIAL ISSUES MEDEA With the support of the Erasmus Mundus programme of the European Union KOM Riga 27th-29th November 2013

PROGRAMME With the support of the Erasmus Mundus programme of the European Union KOM Riga 27th-29th November LEGAL DOCUMENTS A.Grant Agreement /Consortium Agreement 2 -MANAGEMENT STRUCTURE A.Composition B.Roles and Responsabilities C.MEDEA Committees 3 -FINANCIAL MANAGEMENT A.Budget overview B.Organisation of the mobility C.Implementation of the mobility – Subsistance costs – Travel costs – Participation costs – Insurance costs D.Organisation and Implementation of the mobility E.Management invoices 4 -ADMINISTRATIVE ISSUES A.Important documents -Partners B.Documents for the mobility C.Reporting D.Checks and Audits 5 -TIMELINE 6 -COMMUNICATION AND DISSEMINATION A.Communication tools B.Key documents C.Communication and network D.Sustainability – Erasmus +

1-LEGAL DOCUMENTS Grant Agreement  Signed between EACEA and the coordinating HEI.  Contract between UPS and EACEA.  Agreement for the period from the 14th july 2013 to 14th july  Legal and financial aspects, duties of UPS and EACEA. Consortium Agreement  Signed by all partners  2 signed copies  Structures and officialises the consortium  Defines the rules of the consortium: – Management structure – Financial and legal aspects – Roles of partners – Organisation of the mobility – Settlement of disputes With the support of the Erasmus Mundus programme of the European Union KOM Riga 27th-29th November 2013

With the support of the Erasmus Mundus programme of the European Union KOM Riga 27th-29th November Management structure A. Composition Coordinating institution: Université Paul Sabatier, Toulouse Coordinator: Oksana KOUNDOUZOVA Coordinating institution: Université Paul Sabatier, Toulouse Coordinator: Oksana KOUNDOUZOVA Co-coordinator institution: Tbilisi, Georgia Coordinator: Ia IAVALIANI Co-coordinator institution: Tbilisi, Georgia Coordinator: Ia IAVALIANI Project manager: Elodie Balonas Constantino Project manager: Elodie Balonas Constantino MEDEA cons ortiu m committee (MCC) MEDEA Joint Selection Committee (MJSC) MEDEA Quality Committee (MQC) COORDINATOR AND CO-COORDINATOR TEAM PARTNER and Associated Partners TEAM Academic and/or Administrative representatives MEDEA COMMITTEES

Management of the project by Coordinator and Co-coordinator 2.Management structure B.Roles and responsabilities of each structure Day-to-day management Promotion material and website Implementation of procedures MEDEA documents – Templates Finances Insurance Reporting to EACEA Problem solving With the support of the Erasmus Mundus programme of the European Union KOM Riga 27th-29th November 2013

Administrative and financial management Local implementation of the project Financial management of local budget Local promotion of the project Designate a person referent for project Reporting to the coordinating Team Advise their representatives in consortium committees Mobility management Overall management of the selection procedure In charge of evaluating students / staff Practical organisation and follow up mobilities Supervise the training procedures and their contents Collect all documents related to the student mobility Partner Institutions 2.Management structure B.Roles and responsabilities of each structure

2.Management structure B.Roles and responsabilities of each structure Associate Partners  Associates play an active role in the action but they are not beneficiaries. With the support of the Erasmus Mundus programme of the European Union KOM Riga 27th-29th November 2013 Aims of assiciate partners: o Facilitate and contribute to the transfer of knowledge. o Innovation process. o Promotion. o Identifying and providing placement facilities to incoming students.

With the support of the Erasmus Mundus programme of the European Union KOM Riga 27th-29th November 2013 MEDEA Joint Selection Committee (MJSC) Composition: One representative by partner university chaired by coordinator Role: Decides final selection of the granted candidates Meeting frequency: Once a year Decision rules:  Consensus or simple majority  Impartial and no conflicts of interest Responsabilities:  Overall management of the recruitment process  Selection procedures  Respect of the mobility scheme implementation  Coordination of training activity  Dissemination of the results  Verification of the availability and follow up of the student 2.Management structure C.MEDEA Committees

Composition: One representative by partner university chaired by coordinator Role: Consortium’s decision making and arbitration body Meeting frequency: Once a year Decision rules:  Consensus or simple majority  Binding decision for all partners Responsabilities:  Promotion  Dissemination of results  Sustainability  Valorisation  Political and strategic orientation  Selection Procedures  Mobility implementation  Mobility Recognition MEDEA Consortium Committee (MCC)

With the support of the Erasmus Mundus programme of the European Union KOM Riga 27th-29th November 2013 MEDEA Quality Committee (MQC) Composition:  2 members representing EU partners.  2 members representing TC partners.  1 independent member of associate partners. The MQC aims to:  Work on the weakness of the project.  Propose measures for improvement.  Define forces and failures of the project through quality reports.  Work on the sustainable development of MEDEA. 2.Management structure C.MEDEA Committees

3.Financial Management C.Implementation of the mobility Subsistence costs  Transfer of the total subsistence allowances proportionally to the number of grant holders after each selection committee.  Partners will have to send an invoice to receive the payment.  The susbsistence allowance is a monthly allowance for costs of living.  This lump sum will be transferred directly to hosting institution.  The hosting university will have to transfer money on a monthly basis.  In duly justified cases the payment periodicity can cover up to a maximum of three months.  Subsistence costs should be provided upon arrival to cover installation costs. (After signature of the scolarship contract)  If a portion of a month is more than 15 days, a full month allowance is to be paid. Mobility typeMonthly allowance Undergraduate1000€ Post-graduate1000€ Doctorate1500€ Post-doctorate1800€ Staff2500€ With the support of the Erasmus Mundus programme of the European Union KOM Riga 27th-29th November 2013

3.Financial Management D.Organisation&Implementation of the mobility – Recap Organization of mobility (HOME & HOST) Individual scholarship (HOST) Lump sum 3500 euros Participation costTravel Cost Insurance cost Scholarship Eligible Costs -Human resources -Meeting expenses : KOM, selection committees -Project’s promotion -Permit residence -Language courses -Tuition fees -Laboratory consumable -Specific needs for the formation -Public transport -One return flight ticket -Extra cost due to visa process -Visa cost Insurance managed by UPS Monthly allowance Recording- An administrative platform soon ready, until then, please send to UPS a scanned copy of all the invoices and proofs (boarding pass, invoices, etc.) - Send UPS detailed table of expenditure -Keep all original copies -Invoice (original) -Boarding pass Copy sent directly to students, if required can be sent to Host Endorsement letter signed by the student. Template provided by coordinator With the support of the Erasmus Mundus programme of the European Union KOM Riga 27th-29th November 2013

3.Financial Management E. Management of invoices Type of expensesManagement required Partners concerned (sending or hosting) Organisation of mobility Activities report All partners Subsistence costs Each granted will have to sign a monthly allowance receipt A proof that the money has been transfered Hosting institution Travel costs Invoices and boarding cards must be kept Certificate of arrival must be signed by all granted Hosting institution Participation costsProof of registration, invoices of expenditure Hosting institution InsuranceContract signed by all granted Hosting institution  For all expenses, keep the invoices  We can have an audit during the 5 years after the end of the project !! With the support of the Erasmus Mundus programme of the European Union KOM Riga 27th-29th November 2013

4.Administrative issues A. Important Documents - Partners Consortium agreement (2 signed & stamped versions) Fiche fournisseur: (bank details sheet) Transfer the money to your institution (planned in January 2014) With the support of the Erasmus Mundus programme of the European Union KOM Riga 27th-29th November 2013

4.Administrative issues B-Documents for the mobility Letter of acceptance in the MEDEA project Sent by the coordinator at the end of the selection process when the student agrees to integrate the project Welcome letter in the hosting university Sent by the hosting university, giving the name of the tutor, accommodation, visa information, etc. Student/staff agreement Signed by the coordinating institution and the student/staff : duties, rights, fundings, etc. Student/staff learning agreement Filled by the student/staff and approved by the hosting and home institutions Certificate of arrival & monthly allowance receipt Signed by the student at the hosting institution A template is provided by the coordinating institution With the support of the Erasmus Mundus programme of the European Union KOM Riga 27th-29th November 2013

4.Administrative issues C.Reporting Event Deadline Starting date of eligibility period July 2013 Submission of Minimum Requirement for the selection procedure Submission of the lists of selected candidates 15 days before the 1st mobility starts Submission of the 1st Progress report 01/09/2014 Submission of the 2nd Progress report 01/02/2015 Submission of the 3rd Progress report 01/02/2016 Ending date of the eligibility period 14/07/2017 Submission of the Final report 14/09/2017 With the support of the Erasmus Mundus programme of the European Union KOM Riga 27th-29th November 2013

4.Administrative issues C.Reporting With the support of the Erasmus Mundus programme of the European Union KOM Riga 27th-29th November st cohort Submission of the lists of grant holders Mobility flow latest start 01/09/ /12/2014 2nd cohort Submission of the lists of grant holders Mobility flow lastest start 01/09/ /12/2015 3rd cohort Submission of the lists of grant holders Mobility flow lastest start 01/09/ /12/2016 Documents Boarding passes Learning agreement Arrival notice Student agreement / contract Student registration proof Satisfactory survey regular appointment Attendance certificate Scholarship report Transcript of record

With the support of the Erasmus Mundus programme of the European Union KOM Riga 27th-29th November Administrative issues D. Checks and Audits  All EU funded projects may be checked through: A desk control (a review and analysis of the contractually required supporting documents) Monitoring and on the spot visits by the Agency Audit visits by the Agency's external Auditors Audit visits by the European Court of Auditors  When? any time during implementation up to 5 years after the date of the financial closure (date of the final payment/recovery order)

4.Administrative issues D. Checks and Audits – Documents to be kept -Passport. -Student agreement. -Travel documents (bording passes, e-tickets), … -Bank statements –for the transfer of subsistence allowance. -insurance agreement/invoice/annex to the insurance contract. with the name of the grantee and the period clearly stated. -Any other documents relevant for the respective mobility. With the support of the Erasmus Mundus programme of the European Union KOM Riga 27th-29th November 2013

6.Communication and dissemination B.Key documentation Documents :  Programme guide  Guidedlines to call for proposals  Administrative and financial hanbook  Minimum requirements for selection procedure  Minimum health insurance requirements  Visibility of Erasmus Mundus projects (website /logo)  Reporting templates  Financial information kit With the support of the Erasmus Mundus programme of the European Union KOM Riga 27th-29th November 2013

6.Communication andDissemination C. Communication and Networking DISSEMINATION Website: EACEA national agencies Institutional cooperation agreements Embassies Newsletters, articles With the support of the Erasmus Mundus programme of the European Union KOM Riga 27th-29th November 2013 Associated Partners Student Network Institutional contacts

With the support of the Erasmus Mundus programme of the European Union KOM Riga 27th-29th November Communication and Dissemination D. Sustainability Intra- partnership agreements Between Balkan states Between European Between EU / Balkan Staff exchanges Even if not in the framework of MEDEA Joint Programmes / Doubles Diploma Cooperation Agreements Signature of MOU’s Erasmus + : Future coopération

THANK YOU FOR YOUR ATTENTION!