Financial Rules

1. Financial Rules

2. Reference documentsto be consulted regularly: • Grant Agreement • Consortium agreement • Guidelines for the use of the grant • Frequently Asked Questions • http://eacea.ec.europa.eu/tempus • For national partners: http://www.tempus.ac.rs/

3. Budget headings • Staff costs (incl. replacement costs) • Travel costs and Costs of stay • Equipment • Printing & Publishing • Other costs • Indirect costs • Co-financing

4. STAFF COSTS • Max 40% of the total eligible direct costs • Co-financing is subject to the 40% limit • Daily rates stated in project application should not be increased as they are just below maximum eligible rate Increase number of day’s, not salary rate!!!

5. STAFF COSTS • Staff categories: • Manager • Researcher/Teacher/Trainer • Technical • Administrative • Maximum eligible daily rates for EU staff or Tempus partner country staff (in €) is given Local salary rates to be applied

6. STAFF COSTS

7. To cover the costs of staff directly necessary for the achievement of the results and not covered by other sources: • Administrative or academic tasks (3.1 Guidelines): • Course development, maintenance of online courses/website, Language / IT courses, translation services, evaluation activities when performed by internal staff (if sub-contracted  Other costs) • Replacement costs for EU staff (3.3 of Guidelines) Purpose Staff costs should respect local salary rates and reflect the employing institution's usual policy on remuneration.Maximum reference daily rates: Guidelines/Annex 3. Contractual rules • The beneficiary shall retain: • For staff members: Staff Convention (Guidelines/Annex 1) • For replacement of EU teaching staff: confirmation of engagement from EU institution and Staff Convention • The beneficiary shall provide: Explanation & supporting documents (final report) if higher salary rates are applied (Guidelines/Annex 3). Supporting documents

8. TRAVEL COST’S & COST’S OF STAY • Actual costs per person for: • Travel costs • Daily allowance • Actual travel costs including visa fee and related obligatory insurance, travel insurance etc. • Basic principle : the cheaper option

9. TRAVEL COST’S & COST’S OF STAY(Travel costs) • Eligible travel costs • Expenses for travel by private or company cars • The price of a rail, bus or plane ticket • Expenses for travel by private or company cars (whichever the cheaper option) will be refunded as a rate per km in accordance with the internal rules of the organization concerned up to a maximum of EUR 0.22 per km

10. TRAVEL COST’S & COST’S OF STAY(Cost of stay) • Cover the daily allowance per person • Expenses will be refunded with the internal rules of the organization concerned up to a maximum of the ceilings per person indicated at point 4.3.3 of the Guidelines must be respected

11. TRAVEL COST’S & COST’S OF STAY(Cost of stay) Maximum costs of stay per person:

12. To cover the costs of travel and subsistence allowances of staff for mobilities linked to: teaching/training assignments, retraining, update of courses,practical placements, short visits for coordination and planning, language training, dissemination visits. Purpose • The budget for Travel Costs and Costs of Stay should: • cover only actual travel costs (including visa fee and related obligatory insurance, travel insurance and cancellation costs if justified) • cover the daily allowance: the ceilings per person indicated at point 4.3.3 of the Guidelines must be respected • Travel for research activities is not allowed Contractual rules • The beneficiary shall retain: • a SIGNED & filled-in Individual Mobility Report for each mobility using the standard form (Guidelines, Annex 2) • readable copies of travel tickets, invoices, boarding passes, receipts. • The beneficiary is not requested to send any supporting documents • with the Final report. Supporting documents

13. EQUIPMENT • Only the purchase of equipment which is directly relevant to the objectives of the project can be considered as eligible expenditure. • This could include • books and periodicals, • fax machines; • photocopying machines; • computers and peripherals, • software; • machines and equipment for teaching purposes; • video-projectors (hardware) and video-presentations (software); • television sets, • installing/setting up of communication lines for internet connection/Skype; • access to databases (libraries and electronic libraries outside the partnership); • consumables required to ensure the smooth functioning of equipment; • equipment maintenance, • insurance, • transport and installation costs.

14. EQUIPMENT • Only for non EU partners • For Serbian partners unique tender procedure is obligatory • Requested tender procedure in Serbia will be conducted by University of Belgrade

15. To cover the costs of equipment directly relevant to the project’s objectives (hardware and software), books, the costs for installing internet connection, for access to databases, for equipment insurance/transport/installation, for maintenance of equipment. Prior authorisation required for hire of equipment. Purpose • The equipment must: • be exclusively for PC universities included in the partnership (JP) • be exclusively for PC universities/institutions/organisations included in the partnership (SM) Not public administration! • be exempt from VAT and custom duties (they are not eligible) • be recorded in the inventory of the institution where it is installed • Total expenses for equipment cannot exceed the 30% ceiling (Co-financing is also subject to the 30% ceiling. Contractual rules • The beneficiary shall retain: • all invoices for all equipment declared costs • proofs of tendering procedure (min. 3 quotations) for purchases above EUR 25,000 (no ‘saucissonage’!). • The Beneficiary shall provide: • Readable copies of invoices if the purchase is above EUR 25,000. • The names of the firms consulted (min. 3) have to be indicated in the Financial statement (Final report). Supportingdocuments

16. Printing & Publishing • Printing & Publishing budget heading can cover: • paper and electronic productions (electronic form) • design, development, • establishment and maintenance of website (external subcontract) • photocopying of teaching materials/documentation

17. Printing & Publishing • Non eligible costs: • General photocopying • Internal staff costs (i.e. web updating, web maintenance, translation etc)

18. Printing & Publishing budget heading can cover: • paper and electronic productions (electronic form) • design, development, establishment and maintenance of website (external subcontract) • photocopying of teaching materials/documentation • General photocopying  Indirect Costs Purpose Internal staff costs may not be covered by this budget heading (i.e. web updating and web maintenance), VAT ineligible. Contractual rules • The beneficiary shall retain: • all invoices (internal invoices to be issued for in-house printing and publishing) and subcontracts. • The beneficiary shall provide: • Copies of subcontracts and invoices if thecontract or remuneration exceeds EUR 25,000 (3 quotation to be retained) • The names of the firms consulted (min. 3) have to be indicated in the Financial statement (Final report). Supportingdocuments

19. Other costs • Other costs budget heading can cover: • Costs related to dissemination of information (advertising in media, promotional materials such as pen, bags, posters, etc.) • Inter-project coaching (maximum of EUR 2,500) • Bank charges (including bank guarantee charges where requested) • External audit fees • Costs of subcontracting for specific tasks • Travel costs and costs of stay related to subcontracted service providers • Hire of premises for dissemination events (prior EACEA authorisation needed).

20. Other costs budget heading can cover: • Costs related to dissemination of information (advertising in media, promotional materials such as pen, bags, posters, etc.) • Inter-project coaching (maximum of EUR 2,500) • Bank charges (including bank guarantee charges where requested) • External audit fees • Costs of subcontracting for specific tasks • Travel costs and costs of stay related to subcontracted service providers • Hire of premises for dissemination events (prior EACEA authorisation needed). Purpose Contractual rules Ineligible costs: hospitality costs, costs related to the use of materials & equipment incurred by institutions when hosting students/ staff, registration fees for courses/conferences, exchange losses, VAT, etc. • The beneficiary shall retain: • invoices, subcontracts, mobility supp. docs., bank statements • The beneficiary shall provide: • Copies of subcontracts and invoices if thecontract or remuneration exceeds EUR 25,000 (3 quotation to be retained) • The names of the firms consulted (min. 3) have to be indicated in the Financial statement (Final report). Supportingdocuments

21. INDIRECT COSTS • Indirect costs include: • stationery, • general photocopying, • office supplies, • postage and telecommunication costs directly related to the project. • the cost of using internet and other computerized communication software • Exception : the cost of installing an internet connection can be covered under equipment

22. INDIRECT COSTS • The total amount for indirect costs is fixed at 7% of the total eligible direct costs. • Formula accepted by Serbian Universities: Indirect costs per partner = • No supporting documentation is required.

23. CO-FINANCING • Costs equivalent to at least 10% of the total eligible costs and identified in the estimated budget of the action contained in Annex II as co-financing, must be financed from sources other than the European Union.

24. Summary table: supporting documents per budget headings

25. Summary table: supporting documents per budget headings

26. Supporting documents - Requested for Serbian partners (1)

27. Supporting documents - Requested for Serbian partners (2)

28. The following costs are considered ineligible: • return on capital; • debt and debt service charges; • provisions for losses or potential future liabilities; • interest owed; • doubtful debts; • exchange losses; • VAT • costs declared by a beneficiary and covered by another action or work programme receiving a European Union grant; • equipment such as: furniture, motor vehicles of any kind, equipment for research and development purposes, telephones, mobile phones, alarm systems and anti-theft systems; • hospitality costs; • costs related to the use of materials (computer, laboratory, library, etc.) incurred by universities, institutions, industries or companies when hosting staff; • registration fees for courses, seminars, symposia, conferences, congresses; • costs linked to the purchase of real estate;

29. Be aware • Do not assume that all activities in your project application are automatically eligible. • Before implementing any activity, please check first that the activities indicated in your project proposal are. • An Audit Report on the action's financial statement and underlying accounts must be submitted for grants > € 750,000

30. Be aware • Any conversion of actual costs into euros shall be made by the beneficiary at the monthly accounting rate established by the Commission and published on its website http://ec.europa.eu/budget/inforeuro 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 • Dates of validity • Currency • Rate

31. REQUESTED DOCUMENTS

32. StaffCosts

33. Travel costs and costs of stay

34. Boarding Pass for travel by planemost importantdocument • Invoices for airplane tickets(electronic reservations) • Other transportationticket’s and bill’s • Hotel bill’s ( not obligatory) Travel costs and costs of stay

35. Thank You For Your Attention!!! Msc. Marija Šola International Relation Office, University of Belgrade Marija.sola@rect.bg.ac.rs