EUROPEAN WORKPLACE AND ALCOHOL EWA PROJECT Main elements of coordination, administration and reporting WP1 Lidia Segura and Eva Moreno Program on Substance Abuse Manchester, 20th October 2011

Coordination

Deliverables and milestones

Coordination activities  2 Skype meeting of the management team  14 th of July  6 th of September  1 Skype meeting with the Steering Committee (WP2 and WP3)  6 th of September  12 s to all the partners of the project and work package leaders;  39 s and 4 letters to EAHC  SARD team has not met yet (from GENCAT, HaW, Prolepsis, RDV and new partner).  Convene the Manchester meeting.  Collecting case studies and preparing good practice report

Communication/dissemination activities  EWA participation in the Amphora meeting in Zurich the 4 th of May.  Preparing a project flyer that will be circulated for approval.

Website  Developed together with Eurocare  Country sites:  Still many not completed  Private part:  Login:GENCAT / Password: drogues3p  Decision on documents to be upload there or in the public part

Financial activities  Transfer of the first payment to associated partners  Reimbursement of collaborating partners for their participation in Barcelona.  Preparation of the amendment (Beginning of Nov ready) Change of Meeting Location: Manchester instead Venice. Withdrawal of Technische Universität Dresden (May) Change of name of Italian beneficiary. Change of name of Portuguese collaborating partner. Budget transfers within Associated Partners (requests) Changes in subcontracting tasks for GENCAT and Changes in GENCAT other costs expenses distribution to cover travelling from associated partner Transfer to AFS Scotland from GENCAT, and Romtens to balance budget DHS as a new German partner but maintaining status as collaborating partner

Financial administration and reportingFinancial administration and reporting for associated partners

Reporting periods  Interim report:  within 2 months following a period of 15 months after the starting date (latest May 31 st, 2012)  Final report:  within 2 months following the closing date of the action (latest August 31 st 2013).

 Excel form to report costs (by November 2011) Reporting tools

 Forms to report staff dedication : Timesheets of staff membersJustification of salary rate Reporting tools

Justification of costs. Documents  Travel costs and subsistence allowances included in each associated partner’s budget.  Boarding passes  Invoices or e-tickets  Subcontracting expenses  Contracts  ID of subcontractors  Invoices  Other costs are detailed as concepts in each partners budget.  Invoices

Recommendations  Revise carefully your budget and tasks and, if needed, send to GENCAT any comments or requests in the coming month.  If not done yet, appoint someone to take care of administrative matters.  Keep the documents (boarding passes, e-ticket or agency invoice for the trip).  Collect salary rates 2011 and pay slips of all the staff members engaged.  Start filling the 2011 timesheet (kick off meeting in Barcelona).

Reimbursement for collaborating partners  Reimbursement form to be filled in (talk to Eva)  Hotel costs will be covered directly by GENCAT  Once back at home,  GENCAT will send instructions by  You sending boarding passes, flight invoices and forms filled in and signed

EAHC Guidelines for request of balance payment Any further questions? We will be available today and tomorrow, or write to us at:

Thanks!