1. Financial management of projects funded under the TEMPUS programme Experience of WEBIN  TEMPUS TEACH kick off meeting  18-20 February 2014  Vrsac, SERBIA 

2. GENERAL REMARKS  Funds belong to donor until justified  3-folded strict rules: TEMPUS + national legislation + institutional rules/procedures  Partners are authonomous in managing their share whereas lead institution is responsible for entire budget and corespondance with the donor  Uniform rules & proceedures for keeping and reporting

3. FINANCIAL MNGT: BASELINE  Fin. mngt shared responsibility of project coordinator and finance dept.  Grant monitoring scheme: provides for information on current balance of your share of the budget

4. EXCHANGE RATE  Official ECs rate (rate valid in a month when the Lead received 70%)  Your banks exchange rate  Transfering th entire installment into local curr. VS transfering part by part

5. GRANT MONITORING SCHEME (EUR)

6. BUDGETARY HEADINGS 1.STAFF COSTS: salaries and allowances for work 2.TRAVEL & STAY COSTS: travel costs + allowances for stay (food, refreshments, local transportation/metro) 3.EQUIPMENT COSTS: electrical eq, softwares, books, didactical eq, profession-specific eq. 4.PRINTING&PUBLISH. COSTS: handbooks, guidelines, reports, workshop materials, handouts...(mean of payment: invoice) 5.OTHER COSTS: all other costs incl. outsourcing of external experts for short-term engagement 6.INDIRECT COSTS: flat rate of 7% (all other costs not fitting to headings 1-5.)

7. STAFF COSTS  Only institutions regular staff (not allowed to pay a student)  4 staff catagories: focus on work type not the status of staff member  2-folded payment forms: salary or honorarium (no cash payments)  Rates:  max. per country  max. per staff cat.  Institutions routine or decision on rates

8. STAFF COSTS: DOCUMENTS  MANDATORY ORIGINAL FORMS:  Staff convention (TEMPUS form)  Time sheet (TEMPUS form)  SUPPORTING DOC’S: COPIES  Employment contract: only short-term contracts for regular staff

9. STAFF CONVENTION & TIME SHEET  STAFF CONVENTION:  signed + sealed by (Di)Rector and staff member  short indication of task performed  HEIs to practice ½ day workload (3.5 – 4 hrs per day)  TIME SHEET:  signed by (Di)Rector and staff member  description of task performed + (with reference to activity no.)

10. TRAVEL & STAY COSTS Exampl of prof. Prtljaga’s visit to Brussels  Travel costs:  bus ticket Vrsac-Beograde  bus ticket Beograde-Vrsac  airplane fare BEG-BXL-BEG  train ticket Brussels airport – Brussels city center  train ticket Brussels city center – Brussels airport  Costs of stay:  Hotel  Nurtrition costs (lunch, dinner, refreshments...)  Metro tickets

11. TRAVEL & STAY: SUPPORTING DOCs  IMR (International Mobility Report) – TEMPUS form + copies of:  Bus/train tickets, airfare invoice, boarding passes  Regular travel form used at your institution (putni nalog)  If private/institutions vehicle to be used, max. eligible cost for fuels and tolls is 0,22 €/km + viamicheline routemap  Costs of stay: no supporting documents required  Internal regulation act showing the normal routine regarding the costs of travel and stay

12. IMR: FILLING THE FORM  To be closed within 7 days from the end date of journey  Signed by staff member only  Original to be sent to lead institution

13. EQUIPMENT  1 joint procurement in the midd time of the project  National procurement legislation + TEMPUS rules to be applied  Procurement preparatory session to be organized within one of the following Steering Committee meetings

14. PRINTING & PUBLISHING  Printing and copying of meeting/workshop/training materials (agendas, handouts, presentations, meeting minutes etc.) service to be provided by an external provider and paid on the basis of invoice  Paper and tonner for printing/copying machine not allowed under this heading

15. PRIN. & PUBL.: SUPPORTING DOCs  Copies of invoices  Where applicable: 3 quotes +  1 copy of printed/published material to deliver to lead institution for final report

16. OTHER COSTS: SUPPORTING DOCs  Copies of invoices  Where applicable: 3 quotes

17. INDIRECT COSTS  No supporting documents are required

18. CO-FINANCING  Financial contribution to be paid from institutions regular bank account  Matching of funds from different EU project not allowed  Supporting documents: as same as for TEMPUS funds

19. Thank you for your attention! marko.stojanovic@wb-institute.org www.wb-institute.org www.facebook.com/wbinstitute