ELESA Project “Financial and administrative Management” Jan Neyens Finance & Project administration

Financial and administrative management Welcome to you, “key-players”, in this project: Partners: 1 contractor 12 partners Contractor: Leuven University College (= KHLeuven) External evaluator Agency: Education, Audiovisual and Culture Executive Agency (EACEA) Partners from 10 different countries: be, ch, ee, es, fr, gr, hu, ie, nl, pt

Financial and administrative management Agenda: 1.Contract with Agency 2.Contract with partners 3.75/25 4.Eligible costs 5.Staff 6.Travel/subsistence 7.General meeting 8.75/25 to Partner 9.Overall ELESA budget 10.Payments to Contractor 11.Expenditures 12.Payments to Partners 13.Payments data 14.Time sheet 15.Time sheet example 16.Calculation of “daily rate” 17.website 18.Contact details

Financial and administrative management 1.Contract with Agency Contract between Agency (=EACEA) & Contractor (=KHLeuven) Project ref nr: LLP BE-ERASMUS-EQR Project title: European Learning Syllabus for Outdoor Animators This contract is available for all partners.

Financial and administrative management 2. Contract with Partners 2 key basic documents: - Financial administrative rules in the “Project Handbook” (*) - Project description Please add: - Bank details; bank account, bank name, iban nr, bic, … (payments will only be done on the bank account of the partner) - Organisation data; address, name + function of legal representative of organisation who signs, … - signature, name, … Please return to us (Contractor) 2 signed copies before end of October ‘13. Payments cannot be done before this contract is duly signed. (*) : Project handbook 2013: “will be available soon”, October 9th 2013: elong_learning_2013_en.php

Financial and administrative management 3. 75/25 Co-financing - “Grant principle” On expenditures (*) there’s a grant of 75%: Example: staff cost (or any other cost) = 100 euro  Your organisation makes expenditure of 100 euro  Contractor pays you 75% = 75 euro (*) (*) if expenditures are; -eligible -approved in the budget, with correct invoice, proof of payment, documents, signatures, approved by the Agency (as stated in budget), … -at the end of the project

Financial and administrative management 4. Eligible costs Staff Travel/subsistence Subcontracting Other => Mainly “Staff” & “Travel/subsistence”. Please note that Partners are not allowed to move costs from one budget heading to another.

Financial and administrative management 5. Staff In Project Handbook (*) (Guidelines for adm. & fin. Management and Reporting); Staff: “Costs relating to the following categories of staff are considered: Statutory staff, having either a permanent or a temporary employment contract with the partner Temporary staff, recruited through a specialised external Agency” …

Financial and administrative management 6. Travel/subsistence: Travel: - use cheapest means of travel - if your travel costs exceed the amount set out in the budget you can not claim surplus on top of this amount (300 / 350 / 500 euro) - car travel, in accordance with the internal rules of the organisation concerned, up to a maximum of 0,22 euro per km - …

Financial and administrative management 7. Kick off meeting (be) Expenditures: Subsistence (Lunches, sleeping, meetings, …) => paid by KHLeuven (25/75) Travel paid by partners (75/25) Guideline: Budget built to cover expenses for 1 person per organisation to attend meetings => 1st person “in budget”: 75/25 => 2nd, 3rd, … person: on behalf of partner Your organisation will receive a detailed list of all costs concerning this Kick off meeting. (Please note we will avoid payments from Partner to Contractor !)

Financial and administrative management 7. Next meetings (gr–HATAOA-p8, es-ANETA-p7, hu-SEMMELWEIS EGY-p12, fr-SNELM-p3) Expenditures: Subsistence (catering, sleeping, …) => paid (in advance) by the “host” => will be repaid from coordinator to “host” => 25% will be settled (by coordinator) with partners Travel paid by partners (75/25) Guidelines to organisers of meeting: Budget built to cover expenses for 1 person per organisation Look at budget to know budget for subsistence, … Report all needed financial documents (invoices, payments, … ) and hand in an explanation note + attendance list with signatures to the contractor. Contractor will send every partner a detailed list of all costs concerning these meetings. (Please note we will avoid payments from Partner to Contractor !)

Financial and administrative management 8. 75/25 to partner - invoices, receipts, boarding passes, proof of payment, original/signed documents, evt. “translation/explanation note”, - signed by employee & employer - in euro - eligible (comply with all financial and administrative rules laid out in the Administrative and Financial Handbook, as published on the EACEA website) - reporting & payments according to payment data - Grant on indirect cost: at the end of the project - documents to be kept until 10 years after the end of the eligible period

Financial and administrative management 9. ELESA Budget Costs Staff costs: euro Travel/subsistence: euro Subcontracting: euro Other: euro Total direct cost: euro Indirect costs (7%): euro Total project expenditures: euro Financing Grant: euro (= 75% *) Partners’ own funding: euro Total project revenues: euro (*) according to the result of the “overall rating”

Financial and administrative management 10. Payments to Contractor (expected schedule): 11/2013: 40% of grant: euro 11/2014: 40% (after validation of the interim report): euro 11/2015: 20% (after validation of final report): euro Total grant = euro (*) (*) according to the result of the “overall rating”

Financial and administrative management 12. Payments to Partner: Payments: (after each of the 5 meetings) Example: Expenditure:-100 euro Payment (66,66% of grant):+ 50 euro Payment at end of project (33,33% of grant):+ 25 euro Deducted with the 25% own financing on subsistence paid in advance by the host of the 5 meetings.

Financial and administrative management 13. Payment data We ask you to send us (contractor KHLeuven) after each of the 5 meetings (latest on the last day of that month) your declaration. Within two weeks later (after last day of the month of the meeting) we pay you 66,66% of the grant. Rest of grant (33,33%) will be paid when receiving the final report & the final payment from EACEA.

Financial and administrative management 14. Time Sheet - Invoices or salary slip, proof of payment, original/signed documents, (employment) contract (+ “translation note”) - in euro (use correct exchange rate) - eligible - documents to be kept until 10 years after the end of the eligible period - Daily rate calculation Please note: - See payment data for payments - you should use 1 time sheet per staff member per category involved in the project - “Daily rate” to be calculated per staff member

Financial and administrative management 15. Time Sheet – example: Fill in: Name organisation + partner nr Name of staff member Kind of category (manager, researcher, …) Daily Rate (+ calculation daily rate + proofs) Ceiling rate Month(s) and year Annexes (proofs of payment, salary slip, contract, recorded in your bookkeeping, …) Worked days (in whole days) Description of activity Signature of employee + head of your organisation …

Financial and administrative management 16. Calculation of “Daily Rate” Step 1 - Gross annual salary in euro Employee’s basic salary plus any contributions made by the employer, pension costs and so on. Bonus not included. Example: = euro (Salary + taxes + pension) Step 2 - Number of working days Example: 52 x 5 days – 25 days – 6 days = 229 days (weeks – annual leave – national holidays) Step 3 - Daily rate Example: euro / 229 days = 61 euro / day Please note there are maximum daily rates (=ceiling) by the EC.

Financial and administrative management 17. Website These slides Contract with EACEA Calculation of “Daily Rate” - Time sheet - Expense sheet - Payments data - FAQ - link to the exchange rate o/inforeuro_en.cfm - contact partners - …

Financial and administrative management 18. Contact Financial & administrative: Jan Neyens Finance & Projectadministration Phone: Mail: Nadia Falise Head of financial & administrative services Phone: Mail: KHLeuven Abdij van Park 9 B-3001 Leuven

Financial and administrative management Communication - Q & A You should inform us if; -There is a change of contact (researcher, accountant, head of your organisation, …) -The name of your organisation changes -Your adress, phone or changes -Your legal representative changes -Your bank account changes -You want to change budget from one category to another