1. Contractual, Administrative and Payment Issues Mary Gianoli ePSIplus Project Administrator ePSIplus Network Kick Off Meeting, Prague 30-31 October 2006 funded by eContentPlus www.ePSIplus.net

2. Part 1:Network Agreement Part 2:Travel & Subsistence Claims Part 3: Other Administrative Matters Part 4:Questions & Answer period www.ePSIplus.net Presentation Outline

3. Is a ‘ Deliverable ’ in the ‘ description of work ’ D1.1 (and thus a formal contractual requirement) An Agreement covering the involvement of Thematic Network partners in ePSIplus ‘ Rules ’ What is the Network Agreement?

4. What is Covered in the Agreement? Obligations of Members Network Management Accession to membership of the network Resignation, Suspension and Termination Reimbursement of Travel & Subsistence Amendment of Rules

5. What Makes up the Agreement? Network Agreement & Annexes Annexes are:  Annex I – Description of Work  Annex II – General Conditions  Annex III – Form A – Consent of Beneficiaries Form B – Accession Request for new legal entities

6. What Actions are Required by Network Partners? Review & Understand the Network Agreement Complete & Sign & Stamp the Accession Form Return Signed Form to MDR Partners Send Signed form back as soon as possible

7. What Actions are Required by the Network Co-ordinator?  Maintain an up-to-date list of network members and submit them to the Commission as part of periodic reports.  Return counter signed accession form to the Network partners & the Commission

8. How are Travel & Subsistence Costs Reimbursed? 1. Complete the travel & subsistence claim form 2. Send the claim form by post (along with receipts) to Olga McHenry, ePSIplus Meetings Co-ordinator 3. Complete the bank details form and send it by email to Olga McHenry, ePSIplus Meetings Co- ordinator 4. Payments will be processed by MDR Partners, Network Co-ordinator

9. Points about the T&S Claim Form Receipts for all expenses claimed need to be included with the claim All costs claimed need to be in euros (convert using the EC ’ s official exchange rate) Payments can be made to individuals or an organisation, whoever paid the costs & needs to be reimbursed.

10. Points: Travel & Subsistence Costs Claims need to be within the budget – Olga will keep you informed Expenses claimed need to be in keeping with Annex II (General Conditions) to the grant agreement, there is a section on financial provisions (Part C). " unnecessary or ill-considered” expenses are considered ‘ineligible’ and not accepted Important to get good value, e.g., reasonable airfares

11. Audits & Records  Terms of Contract allow for the Commission to undertake audits (Grant agreement Article II, Part D) Keep good records/files/documentation of costs claimed (in case these are needed), e.g., copies of claims & corresponding receipts

12. Keep In Contact  Ask Questions about Administrative matters or the meetings, claiming travel costs Mary Gianoli - Mary.Gianoli@epsiplus.net Olga McHenry - Olga.McHenry@epsiplus.net  Keep us informed of new contact persons, new contact details (for website & keeping the Commission informed)

13.  Interested in PSI then why not visit www.ePSIplus.net