Responsible and safer places where men have sex with men.… Everywhere A European Methodological Model of HIV Prevention in Men who have Sex with Men (MSM): Everywhere Project Administration and Finance Reporting Fiona Childs Glynis Flood The Everywhere Project is co-funded by the European Commission (Executive Agency for Health and Consumers)

Overview Principles of the Financing What each Partner is responsible for Management and allocation of payments Types of costs Areas where eligible costs can be incurred Supporting documents required Financial reporting

Principles of the Financing The acceptance letter signed by the Partners required the Partners each to carry out the Everywhere Project under the supervision of the University of Brighton, who are, in turn, responsible to the EC for the running of the project.

Each partner is responsible for: The control of their budget and how it is spent Ensuring all costs incurred are within the budget headings Retaining all information necessary for finance reporting including original documentation Justification of all costs, initially to the UoB and ultimately to the EC

Management and allocation of payments for the period of the project: 1 st April 2008 – 30 th Sept 2010 UoB will allocate all payments made by the EC to project partners Schedule: 1 st payment of 40%: already made 2 nd payment of 30%: after approval of interim report by the EC. Approx. date for the money to be with UoB is Oct 09 and for payment to the partners Oct – Nov 09 3 rd payment of 30%: after approval of final report, to be submitted by UoB by Nov 30 th Approx. date for money to be transferred will be Jan – Feb 2011.

Type of costs Only ‘eligible costs’ as detailed in the budget headings will be considered for reimbursement. They must be: Actual costs - not the costs as projected in the budget Please note: of the money allocated in any particular budget heading only 60% of that total is available to spend Incurred by the Partners during the timescale of the project Used for the sole purpose of achieving the project objectives Identifiable and verifiable Reasonable, justified and cost-effective Recorded in the accounts of the Partners Reported in the financial report of each Partner

Areas where eligible costs can be incurred Staff costs – worked out at a daily rate by the following calculation daily rate = (gross salary + social charges)/220days Travel costs - any travel to be carried out by the most direct and cost- effective means. Flights must be made in economy class and only for distances of greater than 400km (800km for return) Subsistence costs – covers all subsistence and are worked out on a per diem Subcontracting, including translation- best value for money to be found Other costs – dissemination of information, conference fees etc Indirect costs - are set at a flat-rate funding of no more than 7%.

Supporting documentation ALL original invoices, receipts and tickets must be kept by partners Staff costs i) signed timesheets for each person involved showing number of days spent on the project with the costs calculated: days x daily rate (as on previous slide) ii) a salary slip for 1 month of the period of the project Travel costs & i) Original travel agency invoice and boarding pass Subsistence costs and/or plane ticket and boarding

Subcontracting costs i) Number of pages with regards translation ii) Rate applied per page (30 lines per page iii) Original invoice iv) Original Payment documents (in case EAHC requests) Other costs i) Original invoices ii) Original Payment documents (in case EAHC requests) Project Partners to keep the originals of all documents related to expenses, book-keeping and payments of costs for up to 5 years after the end of the project (September 2015)

Financial Reporting Everywhere project is running over 30 months, 1 st April 2008 to 30 th September There are 2 reporting periods to the EC: the interim report which has just been completed and the Final Report The Final Report : ALL partners to submit their final report before 31 st October 2010 to UoB, to include the final report of all expenditure (ACTUAL COSTS) and a signed financial statement All the forms necessary for the finance reporting will be available for all Partners to download from the website:

The Financial Helpdesk 16 th September, – Time sheets Please note: Any time spent on the project even if no salary costs are incurred needs to be recorded on a timesheet and be included in staff costs. Time sheets to be submitted every 3 months to Fiona Childs. The helpdesk is running at the same time as the afternoon sessions. Please slip out of either of the workgroups to come and discuss individual queries with us.