1. DAPHNE II Programme An investigation into forms of peer-peer bullying at school in pre-adolescent and adolescent groups: new instruments and preventing strategies First Partner Meeting 28-30 May 2007, Bologna Management Guidelines Verdiana Bandini ______________________ EU Project Management Office UNIVERSITY OF BOLOGNA

2. 2 Roles within the project The Sub-Agreement Reports to be prepared for DAPHNE Projects Activity Reports - procedures for the preparation of the Interim and Final Technical Implementation Reports Financial Reports – Procedures for the preparation of the Interim and Final Financial Statements Financial reporting Summary of DAPHNE II Rules Project budget Financial Management Payments Project Management Main aspects

3. 3 Project management: roles within the project (1) The Coordinator University of Bologna represented by Prof. Maria Luisa Genta Signs the Grant Agreement with the European Commission (EC); Is responsible for the overall coordination of tasks and management of the project; Acts as liaison with the EC; Manages the budget and distributes the Community funds allocated to the project to the partners; Submits to the EC all Technical Implementation Reports and Financial Statements, prepared by all Partners; Assumes contractual liability towards the EC.

4. 4 Project management: roles within the project (2) Partners and Associated Partners Partners Implement project activities as described in the Grant Agreement; Timely inform the Coordinator of any problem/issue that may impact on the project implementation; Submit to the Coordinator periodic Technical Implementation Reports and Financial Statements in accordance with the procedures agreed together with the Coordinator; Sign the Sub-Agreement; Receive Community funding accordingly to Annex B of the Sub- Agreement; Assume contractual liability towards the Coordinator. Associate Partners Implement project activities as described in the Grant Agreement; Timely inform the Coordinator of any problem/issue that may impact on the project implementation.

5. 5 Sub-Agreement Agreement between the Coordinator and each project Partner that provides a legal framework to the partnership; The signatory parts assume contractual liability; It reflects the provisions of the Grant Agreement signed by the Coordinator with the European Commission (Annex A to the Sub-Agreement); It sets down the general rules for participating to the project, legal and administrative provisions, financial provisions; Provides a detailed estimated budget for the action for each Partner (Annex B to the Sub-Agreement).

6. 6 Reports to be prepared in DAPHNE According to the Sub-Agreement (see Art. I.5), Interim Technical Implementation Reports and Interim Financial Statements will be required by the Coordinator from partners every six months in order to monitor the project implementation and the incurred expenses; in order to get necessary information to be discussed within monitoring visits of the EC; in order to prepare and submit to the EC the Final Report and the Final Financial Statement. Templates to be used for reporting will be provided by the Coordinator.

7. 7 Reports to be prepared in DAPHNE (1) Technical Implementation Reports Interim Technical Implementation Report Contents: Brief description of the planned activities that were carried out during the reporting period; Any variations from the planned activities or revisions to the timetable; Results in the reporting period, if any; Brief description of the dissemination activities; Lessons learned

8. 8 Reports to be prepared in DAPHNE (2) Interim Financial Statements Interim Financial Statements Contents: list of expenses incurred in the relevant reporting period divided in categories according to the contractual budget (staff costs, travel and subsistence costs etc.); detailed description of each expenditure; one copy of all supporting documents (e.g. invoice, plane tickets, etc.)

9. 9 Procedure for the preparation of Reports WhatWhen Partners submit to the Coordinator: Interim Technical Implementation Report Interim Financial Statements Within 30 days after the end of the reporting period. Reporting period: 6 months The Coordinator transmits to the Partners a Draft Final Report Within two months after the closing date of the action, the Coordinator will send a draft version of the Final Report to the Partners. Partners transmit to the Coordinator adjustments, integrations, etc., if any Within 10 days after the transmission of the draft version by the Coordinator. The Coordinator submits to the EC Final Report Within three months after the closing date of the action.

10. 10 Financial Reporting Main aspects Summary of DAPHNE financial rules General rules Eligible and non eligible costs Categories of costs Project budget: overview and detail Financial management Financial Management by category of costs Reporting Templates

11. 11 Financial Reporting General Rules The financial management of the project must cover the whole of the budget (not just the part co-financed by the Commission) and all costs incurred. Adjustments to the estimated budget are allowed provided that: They do not affect the implementation of the project; They do not exceed 10% of the amount of each item of eligible costs; They do not exceed the total eligible costs of the action; The Commission (through the Coordinator) is informed of such adjustments. Accounting records and all supporting documents must be kept at least five (5) years after the date of completion of the Grant Agreement, in case of possible audit by the Commission.

12. 12 Financial Rules - Costs (1) Eligible costs: directly connected with the activity of the project; necessary for performance of the activity; reasonable and justified; in accordance with the principles of sound financial management; generated during the lifetime of the activity (after the starting date and before the end date of the activity); actual; recorded in the beneficiary’s accounts, identifiable and verifiable.

13. 13 Financial Rules – Costs (2) Non eligible costs: Return on capital; debt and debt service charges; provision for losses or potential future liabilities; other interest owed; doubtful debts; exchange losses; VAT (unless the beneficiary can show that he is unable to recover it); costs declared in connection with another Community grant; excessive or reckless expenditure; contributions in kind.

14. 14 Financial Rules Categories of eligible costs Staff costs Travel and subsistence Equipment Consumables and supplies Seminars and conferences Publications and dissemination Other costs Indirect costs

15. 15 Project Budget Overview and Detail Tables available in Annex B to the Sub-Agreement

16. 16 Financial management by category of cost (1) Staff Costs Only the costs of staff specially recruited for the project are eligible; Expenses related to permanent staff, if: (i) seconded to the project and replaced for normal tasks, (ii) paid on the project through overtime remuneration; Ensure that actual costs are calculated, including actual salary and social security charges; Justifications and proofs acceptable to the EC: For personnel specially recruited for the project: contracts (including references to the project), working time, indication of tasks, salary; For permanent staff: (i) proof of assignment to the project (e.g. internal note) plus copy of contract and payment proofs of person replacing them for normal job tasks; (ii) proof of payment of extra hours dedicated to the project. Payment proofs: salary slips and proof of payment/bank transfer; Time sheets of the time worked on the project signed and dated by employee and employer; Further suggestions: keep CVs of all personnel assigned to the project and evidence of recruitment procedures

17. 17 Financial management by category of cost (2) Travel and Subsistence Only costs for project staff taking part in the action (e.g. project meeting) and directly linked to the project; Excluding travel and subsistence for seminars and conferences; Ensure that it is possible to justify that the charged costs are necessary for the realisation of the project; Costs incurred by one of the project Partners to allow the participation of Associate partners (which are in principle not eligible) could be accepted provided their participation is necessary for the successful project implementation. Still, their travel costs must be incurred within EU/EEA territory. Justifications and proofs acceptable to the EC: Supporting documents to costs incurred (tickets, boarding passes, invoices, etc.); In case your institution allows a fixed per diem, instead of reimbursing single receipts, then this per diem is eligible; Mission order; Agenda for meetings and copy of presence/attendance list from meeting attended.

18. 18 Financial management by category of cost (3) Other eligible costs Equipment Only the portion of the equipments’ depreciation corresponding to the duration of the activity and the rate of actual use for the purposes of the activity are eligible. Seminars and conferences All costs related to this category should be included regardless of their nature (travel, subsistence, translation and interpretation, printing, consumables etc.); Keep all supporting documents and possible materials produced (e.g. agendas, publications, brochures, etc.). Publications and dissemination Publications produced by the project and for the use of the project. Other costs All other eligible costs not falling into any of the above mentioned categories, provided they are foreseen in the budget.

19. 19 Financial management by category of cost (4) Other eligible costs Indirect costs Eligible for a flat-rate fixed at no more than 7% of the total eligible direct costs; Indirect costs need not be supported by accounting documents; They include all expenditures not directly related to the project (e.g. postal fees, electricity, stationary, etc.).

20. 20 Financial Management Reporting Templates (1) To be used by partners for the transmission to the Coordinator of the Interim Financial Statement, every six months; Useful for keeping track of all expenditure, remaining budget, accounting records and supporting documents.

21. 21 Financial Management Reporting Templates (2) Time sheets models to be used if the partner does not have already a model; to be used for recording the time spent by the personnel involved in the project

22. 22 Payments Pre-financing 70% of the grant has been transferred upon receipt from the European Commission No interim payments Payment of the balance The balance of the grant will be paid after receipt (within three months of project completion) and approval by the Commission of the Final Report, the Final Financial Statement and a formal request for payment by the Coordinator

23. 23 End of Presentation Thank you! Any questions? Verdiana Bandini verdiana.bandini@unibo.it