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Financial management of projects funded under the TEMPUS programme Experience of WEBIN

Financial management of projects funded under the TEMPUS programme Experience of WEBIN.  TEMPUS TEACH kick off meeting  18-20 February 2014  Vrsac, SERBIA . GENERAL REMARKS. Funds belong to donor until justified

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Financial management of projects funded under the TEMPUS programme Experience of WEBIN

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  1. Financial management of projects funded under the TEMPUS programme Experience of WEBIN  TEMPUS TEACH kick off meeting  18-20 February 2014  Vrsac, SERBIA 

  2. GENERAL REMARKS Funds belong to donor until justified 3-folded strict rules: TEMPUS + national legislation + institutional rules/procedures Partners are authonomous in managing their share whereas lead institution is responsible for entire budget and corespondance with the donor Uniform rules & proceedures for keeping and reporting

  3. FINANCIAL MNGT: BASELINE Fin. mngt shared responsibility of project coordinator and finance dept. Grant monitoring scheme: provides for information on current balance of your share of the budget

  4. EXCHANGE RATE Official ECs rate (rate valid in a month when the Lead received 70%) Your banks exchange rate Transfering th entire installment into local curr. VS transfering part by part

  5. GRANT MONITORING SCHEME (EUR)

  6. BUDGETARY HEADINGS STAFF COSTS: salaries and allowances for work TRAVEL & STAY COSTS: travel costs + allowances for stay (food, refreshments, local transportation/metro) EQUIPMENT COSTS: electrical eq, softwares, books, didactical eq, profession-specific eq. PRINTING&PUBLISH. COSTS: handbooks, guidelines, reports, workshop materials, handouts...(mean of payment: invoice) OTHER COSTS: all other costs incl. outsourcing of external experts for short-term engagement INDIRECT COSTS: flat rate of 7% (all other costs not fitting to headings 1-5.)

  7. STAFF COSTS Only institutions regular staff (not allowed to pay a student) 4 staff catagories: focus on work type not the status of staff member 2-folded payment forms: salary or honorarium (no cash payments) Rates: max. per country max. per staff cat. Institutions routine or decision on rates

  8. STAFF COSTS: DOCUMENTS MANDATORY ORIGINAL FORMS: Staff convention (TEMPUS form) Time sheet (TEMPUS form) SUPPORTING DOC’S: COPIES Employment contract: only short-term contracts for regular staff

  9. STAFF CONVENTION & TIME SHEET STAFF CONVENTION: signed + sealed by (Di)Rector and staff member short indication of task performed HEIs to practice ½ day workload (3.5 – 4 hrs per day) TIME SHEET: signed by (Di)Rector and staff member description of task performed + (with reference to activity no.)

  10. TRAVEL & STAY COSTS Exampl of prof. Prtljaga’s visit to Brussels Travel costs: bus ticket Vrsac-Beograde bus ticket Beograde-Vrsac airplane fare BEG-BXL-BEG train ticket Brussels airport – Brussels city center train ticket Brussels city center – Brussels airport Costs of stay: Hotel Nurtrition costs (lunch, dinner, refreshments...) Metro tickets

  11. TRAVEL & STAY: SUPPORTING DOCs IMR (International Mobility Report) – TEMPUS form + copies of: Bus/train tickets, airfare invoice, boarding passes Regular travel form used at your institution (putni nalog) If private/institutions vehicle to be used, max. eligible cost for fuels and tolls is 0,22 €/km + viamicheline routemap Costs of stay: no supporting documents required Internal regulation act showing the normal routine regarding the costs of travel and stay

  12. IMR: FILLING THE FORM To be closed within 7 days from the end date of journey Signed by staff member only Original to be sent to lead institution

  13. EQUIPMENT 1 joint procurement in the midd time of the project National procurement legislation + TEMPUS rules to be applied Procurement preparatory session to be organized within one of the following Steering Committee meetings

  14. PRINTING & PUBLISHING Printing and copying of meeting/workshop/training materials (agendas, handouts, presentations, meeting minutes etc.) service to be provided by an external provider and paid on the basis of invoice Paper and tonner for printing/copying machine not allowed under this heading

  15. PRIN. & PUBL.: SUPPORTING DOCs Copies of invoices Where applicable: 3 quotes + 1 copy of printed/published material to deliver to lead institution for final report

  16. OTHER COSTS: SUPPORTING DOCs Copies of invoices Where applicable: 3 quotes

  17. INDIRECT COSTS No supporting documents are required

  18. CO-FINANCING Financial contribution to be paid from institutions regular bank account Matching of funds from different EU project not allowed Supporting documents: as same as for TEMPUS funds

  19. Thank you for your attention! marko.stojanovic@wb-institute.org www.wb-institute.org www.facebook.com/wbinstitute

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