MW - Sonet Partners virtual session 12 th of October , 200 9

1. MW - SonetPartners virtual session 12th of October, 2009 Financial Issues

2. Financial aspects Contract between contractor/coordinator and the partners will be signed explaining both obligations and all necessary information regarding project Project activities and eligibility period for expenditures starts on 01.10.2009 and ends on 30.09.2011 MW- Sonet ~~~ Mentoring rural women through social networking ~~~

3. Payments • 1st payment– after Project Contract signing 20% of Leonardo Communityfunding • 2nd payment - after approval of the 1st phasereport 20% of Leonardo Community funding • 3rd payment - after approval of Interim Report 20% of Leonardo Community funding • 4th payment - after approval of the 3rd phasereport 20% of Leonardo Community funding • Final payment - after approval of Final Report the balance of Leonardo da Vinci contribution according to the results of the evaluation of the final products and eligible costs MW- Sonet ~~~ Mentoring rural women through social networking ~~~

4. Financial reports • The 1st phase monitoring report is from 01.10.2009 to 31.03.2010. The report must be sent till 15th of April in 2010. • The interimreport is from 01.10.2009 to 30.09.2010. The report must be sent till 15th of October in 2010. • The 3rdphase monitoring report is from 01.10.2010 to 31.03.2011. The report must be sent till 15th of April in 2011. • Final report. This report will cover expenditure during the “whole project period” from 01.04.2011 to 30.09.2011. The report must be sent till 15th of October in 2011. MW- Sonet ~~~ Mentoring rural women through social networking ~~~

5. Eligible costs they must be incurred by Partner organisations they must be directly connected with execution of the project in accordance with the work plan they must be costs incurred on eligibility period (as stated within the Agreement) they must be actual costs i.e. the actual costs incurred must correspond to payments made by the Partnership, supported by invoices or accounting documents of equivalent value expenditure which is able to be evidenced through appropriate documentation MW- Sonet ~~~ Mentoring rural women through social networking ~~~

6. Non eligible cost (1) VAT can not be charged to the project (if it is not deductible and can not be recovered, needed proving statement from responsible authority must be presented) All of You must send us a document with provement about VAT (can You deduct it or not)! costs already financed from another source, in particular by other Community funds MW- Sonet ~~~ Mentoring rural women through social networking ~~~

7. Non eligible cost (2) financial costs (loan interest, exchange costs, costs of opening and operating bank accounts, fines, financial penalties and legal costs)  If You have some interest, generated on pre-finance payments, so with that sum Your final payment will be reduced. The final Community Grant will be lesson interests earned on pre-financing amounts. MW- Sonet ~~~ Mentoring rural women through social networking ~~~

8. Exchange rates • All amounts given in the project reports must be expressed in Euro • For all costs incurred, whatever the source of the funds used (i.e. Community funding, own funds, local/regional/national funds), the Partner must use the monthly accounting rate established by the Commission and published on its website applicable on the month of the first pre-financing until the second pre-financing is received, after which the rate of the month of the second pre-financing must be applied. MW- Sonet ~~~ Mentoring rural women through social networking ~~~

9. Documents for finance reports • Costs statement to be completed (template will be sent), originals • Timesheets (template will be sent), originals • The amounts given within Reports must be expressed in EUR and rounded to 2 digits after comma (1,11 EUR) • Other supporting documents: working contracts, declaration of daily rates, travel claim forms, boarding passes, invoices, etc.  All supporting documents should be certified copies  For invoices presented in other language than the working language of project might be useful to provide a short description of the contentin EN MW- Sonet ~~~ Mentoring rural women through social networking ~~~

10. Staff costs (1) • Staff costs must be calculated on the basis of the actual daily salary of the individual employee multiplied by the number of days worked on the project • include all the usual contributions paid by the employer (social fees, holiday payments, etc.) • do not exceed the Maximum Staff cost ceilings MW- Sonet ~~~ Mentoring rural women through social networking ~~~

11. Staff costs (2) Supporting documents: • Declaration for project work-group • Declarations on daily rates (1 per year) • Timesheets • Bank statements, other evidence of payment made MW- Sonet ~~~ Mentoring rural women through social networking ~~~

12. Travel and subsistence costs cover all costs of travel from the point of origin to the point of destination Supporting documents: invoices, tickets, receipts, boarding passes, insurance policies, actual costs (reimbursement of receipts), daily allowance basis (respective documents). Please, fill in Claim form for Travel and Subsistence costs (if You have Your form, fill in it, if not, please, use the form, which will be send to You) MW- Sonet ~~~ Mentoring rural women through social networking ~~~

13. Subcontracting costs (1) Any amount paid to an external body* or organization carrying out a specific one-off task in connection with the project (e.g. translation, expert consultancy, interpretation, design & printing, conference/seminar organisation) must be charged against Subcontracting Costs. *This can include individuals who may be self-employed i.e. who are responsible for their own social security or social contributions, pensions and taxes as long as they are not also employed by a Contractor or Partner organisation ! MW- Sonet ~~~ Mentoring rural women through social networking ~~~

14. Subcontracting costs (2) • Subcontracting agreements (with translation ofmainitemsintoEN)!andinvoices • The following specific rules with regard procurement apply: • contracts with a value below 200 €can bepaid simply on presentation an invoice • contracts with a value between 200 € and 3.500 € are subject to a restricted procedure involving one tender • contracts with a value between 3.500 € and 25.000 € are subject to a procedure involving at least three tenders • contracts with a value between 25.000 € and 60.000 € are subject to a procedure involving at least five tenders • for contracts of a value over 60.000 €, national rules with regard to procurement apply. MW- Sonet ~~~ Mentoring rural women through social networking ~~~

15. Other costs • Press releases and advertisements • Information materials (books, studies) • Conference fees • Hire of rooms • Travel and subsistence costs of beneficiaries • Catering costs (excluding members of Contractor and Partner organizations) • Etc. Supporting documents: Invoices MW- Sonet ~~~ Mentoring rural women through social networking ~~~

16. Indirect costs Expenditures related to project administration • Daily communications (fax, telephone, mail, etc.) • Purchase/hire of hardware/software needed for project administration – max. annual depreciation rate must be applied • Photocopying • Office materials • Bank costs related to the transfer No Community contribution under this heading. No budgetary changes for indirectcosts are allowed. No supporting documents will have to be provided. MW- Sonet ~~~ Mentoring rural women through social networking ~~~

17. Thank you for your attention! Asta Braziene asta.braziene@vka.lt MW- Sonet ~~~ Mentoring rural women through social networking ~~~