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ELESA Project “Financial and administrative Management” Jan Neyens

ELESA Project “Financial and administrative Management” Jan Neyens Finance & Project administration. Financial and administrative management. Welcome to you, “key-players”, in this project: Partners: 1 contractor 12 partners Contractor: Leuven University College (= KHLeuven)

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ELESA Project “Financial and administrative Management” Jan Neyens

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  1. ELESA Project “Financial and administrative Management” Jan Neyens Finance & Project administration

  2. Financial and administrative management • Welcome to you, “key-players”, in this project: • Partners: • 1 contractor • 12 partners • Contractor: • Leuven University College (= KHLeuven) • External evaluator • Agency: • Education, Audiovisual and Culture Executive Agency (EACEA) • Partners from 10 different countries: be, ch, ee, es, fr, gr, hu, ie, nl, pt

  3. Financial and administrative management • Agenda: • Contract with Agency • Contract with partners • 75/25 • Eligible costs • Staff • Travel/subsistence • General meeting • 75/25 to Partner • Overall ELESA budget • Payments to Contractor • Expenditures • Payments to Partners • Payments data • Time sheet • Time sheet example • Calculation of “daily rate” • website • Contact details

  4. Financial and administrative management • Contract with Agency • Contract between • Agency (=EACEA) & Contractor (=KHLeuven) • Project ref nr: 539073-LLP-1-2013-1-BE-ERASMUS-EQR • Project title: European Learning Syllabus for Outdoor Animators This contract is available for all partners.

  5. Financial and administrative management • 2. Contract with Partners • 2 key basic documents: • -Financial administrative rules in the “Project Handbook” (*) • - Project description • Please add: • - Bank details; bank account, bank name, iban nr, bic, … (payments will only be done on the bank account of the partner) • Organisation data; address, name + function of legal representative of organisation who signs, … • signature, name, … • Please return to us (Contractor) 2 signed copies before end of October ‘13. • Payments cannot be done before this contract is duly signed. • (*) : Project handbook 2013: “will be available soon”, October 9th 2013: http://eacea.ec.europa.eu/llp/beneficiaries/2012/reporting_lif elong_learning_2013_en.php

  6. Financial and administrative management • 3. 75/25 • Co-financing - “Grant principle” • On expenditures (*) there’s a grant of 75%: • Example: • staff cost (or any other cost) = 100 euro • Your organisation makes expenditure of 100 euro • Contractor pays you 75% = 75 euro (*) (*) if expenditures are; • eligible • approved in the budget, with correct invoice, proof of payment, documents, signatures, approved by the Agency (as stated in budget), … • at the end of the project

  7. Financial and administrative management • 4. Eligible costs • Staff • Travel/subsistence • Subcontracting • Other • => Mainly “Staff” & “Travel/subsistence”. • Please note that Partners are not allowed to move costs from one budget heading to another.

  8. Financial and administrative management • 5. Staff • In Project Handbook (*) • (Guidelines for adm. & fin. Management and Reporting); • Staff: • “Costs relating to the following categories of staff are considered: • Statutory staff, having either a permanent or a temporary employment contract with the partner • Temporary staff, recruited through a specialised external Agency” • …

  9. Financial and administrative management • 6. Travel/subsistence: • Travel: • use cheapest means of travel • if your travel costs exceed the amount set out in the budget you can not claim surplus on top of this amount (300 / 350 / 500 euro) • car travel, in accordance with the internal rules of the organisation concerned, up to a maximum of 0,22 euro per km • …

  10. Financial and administrative management • 7. Kick off meeting (be) • Expenditures: • Subsistence (Lunches, sleeping, meetings, …) • => paid by KHLeuven (25/75) • Travel paid by partners (75/25) • Guideline: • Budget built to cover expenses for 1 person per organisation to attend meetings • => 1st person “in budget”: 75/25 • => 2nd, 3rd, … person: on behalf of partner • Your organisation will receive a detailed list of all costs concerning this Kick off meeting. • (Please note we will avoid payments from Partner to Contractor !)

  11. Financial and administrative management • 7. Next meetings • (gr–HATAOA-p8, es-ANETA-p7, hu-SEMMELWEIS EGY-p12, fr-SNELM-p3) • Expenditures: • Subsistence (catering, sleeping, …) • => paid (in advance) by the “host” • => willberepaidfromcoordinatorto “host” • => 25% willbesettled (bycoordinator) with partners • Travel paidby partners (75/25) • Guidelinestoorganisers of meeting: • Budget built to cover expensesfor 1 person per organisation • Look at budget toknow budget forsubsistence, … • Report allneeded financial documents (invoices, payments, … ) and hand in anexplanationnote + attendance list withsignaturesto the contractor. • Contractor willsendevery partner a detailed list of allcostsconcerning these meetings. • (Pleasenote we willavoidpaymentsfrom Partner to Contractor !)

  12. Financial and administrative management • 8. 75/25 to partner • invoices, receipts, boarding passes, proof of payment, original/signed documents, evt. “translation/explanation note”, • signed by employee & employer • - in euro • eligible • (comply with all financial and administrative rules laid out in the Administrative and Financial Handbook, as published on the EACEA website) • reporting & payments according to payment data • - Grant on indirect cost: at the end of the project • - documents to be kept until 10 years after the end of the eligible period

  13. Financial and administrative management 9. ELESA Budget Costs Staff costs: 394.827 euro Travel/subsistence: 64.903 euro Subcontracting: 14.500 euro Other: 21.300 euro Total direct cost: 495.530 euro Indirect costs (7%): 34.687 euro Total project expenditures: 530.217 euro Financing Grant: 397.659 euro (= 75% *) Partners’ own funding:132.558 euro Total project revenues: 530.217 euro (*) according to the result of the “overall rating”

  14. Financial and administrative management 10. Payments to Contractor (expected schedule): 11/2013: 40% of grant: +159.028 euro 11/2014: 40% (after validation of the interim report): +159.028 euro 11/2015: 20% (after validation of final report): + 79.513 euro Total grant = + 397.569 euro (*) (*) according to the result of the “overall rating”

  15. Financial and administrative management 12. Payments to Partner: Payments: (after each of the 5 meetings) Example: Expenditure: -100 euro Payment (66,66% of grant): + 50 euro Payment at end of project (33,33% of grant): + 25 euro Deducted with the 25% own financing on subsistence paid in advance by the host of the 5 meetings.

  16. Financial and administrative management 13. Payment data We ask you to send us (contractor KHLeuven) after each of the 5 meetings (latest on the last day of that month) your declaration. Within two weeks later (after last day of the month of the meeting) we pay you 66,66% of the grant. Rest of grant (33,33%) will be paid when receiving the final report & the final payment from EACEA.

  17. Financial and administrative management • 14. Time Sheet • - Invoices or salary slip, proof of payment, original/signed documents, (employment) contract (+ “translation note”) • - in euro (use correct exchange rate) • - eligible • documents to be kept until 10 years after the end of the eligible period • - Daily rate calculation • Please note: • - See payment data for payments • - you should use 1 time sheet per staff member per category involved in the project • - “Daily rate” to be calculated per staff member

  18. Financial and administrative management • 15. Time Sheet – example: • Fill in: • Name organisation + partner nr • Name of staff member • Kind of category (manager, researcher, …) • Daily Rate (+ calculation daily rate + proofs) • Ceiling rate • Month(s) and year • Annexes (proofs of payment, salary slip, contract, recorded in your bookkeeping, …) • Worked days (in whole days) • Description of activity • Signature of employee + head of your organisation • …

  19. Financial and administrative management 16. Calculation of “Daily Rate” Step 1 - Gross annual salary in euro Employee’s basic salary plus any contributions made by the employer, pension costs and so on. Bonus not included. Example: 10.000 + 3.000 + 1.000 = 14.000 euro (Salary + taxes + pension) Step 2 - Number of working days Example: 52 x 5 days – 25 days – 6 days = 229 days (weeks – annual leave – national holidays) Step 3 - Daily rate Example: 14.000 euro / 229 days = 61 euro / day Please note there are maximum daily rates (=ceiling) by the EC.

  20. Financial and administrative management • 17. Website • www.elesa-project.eu • These slides • Contract with EACEA • Calculation of “Daily Rate” • Time sheet • Expense sheet • Payments data • FAQ • link to the exchange rate http://ec.europa.eu/budget/contracts_grants/info_contracts/inforeuro/inforeuro_en.cfm • contact partners • …

  21. Financial and administrative management 18. Contact Financial & administrative: Jan Neyens Finance & Projectadministration Phone: +32 -16-375 723 Mail: jan.neyens@khleuven.be Nadia Falise Head of financial & administrative services Phone: +32 -16-375 720 Mail: nadia.falise@khleuven.be KHLeuven Abdij van Park 9 B-3001 Leuven

  22. Financial and administrative management • Communication - Q & A • Youshouldinformusif; • There is a change of contact (researcher, accountant, head of yourorganisation, …) • The name of yourorganisation changes • Youradress, phone or e-mail changes • Yourlegalrepresentative changes • Your bank account changes • You want to change budget fromone • categorytoanother

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