Master program in Educational Leadership (EdLead) 2013 - 2016

1. Master program in Educational Leadership (EdLead)2013 - 2016

2. Project management

3. Coordinator • Ultimately responsible for the project • Initiates, informs, implements, oversees, steers, evaluates, corrects, reports and decides, but all in cooperation

4. Steering committee • Participatory decision-making in the project through Steering committee (SC) • comprised of one representative from each institution; • monitors progress and quality of the project activities, budget, plans, etc; • can propose changes and make decisions on key aspects of the program, with UKG ensuring that everything is in line with TEMPUS and partner country regulations and overall objective of the project; • will meet on six occasions.

5. Partnership agreement • In addition to the Grant agreement, the partners should sign a Partnership agreement which will: • include all aspects necessary for the management and the implementation of the action; • define roles and responsibilities of each of the parties; • define internal and external monitoring and procedures for effective project management; • set modalities of payments and appropriately allocate to each partner a suitable budget share, including co-financing and indirect costs; • be signed by the Legal representative of each of the participating institutions.

6. Partner obligations • All efforts will be made to guide each partner in the project management, however it is important that each partner: • reads the provisions of the Grant Agreement; • reads the provisions of the Partnership Agreement; • is aware of the project content and contributes to the monitoring of the assigned activities; • is familiar with the Tempus website (http://eacea.ec.europa.eu/tempus/programme/about_tempus_en.php)

7. Project budget

8. Total budget

9. Budget by partner

10. Payment arrangements • First pre-financing representing the 60% of the maximum TEMPUS grant is transferred from EACEA to UKG • Partnership agreement is signed • Each partner provides the Coordinator with the references (including IBAN) of the bank account to which the funds should be transferred; this is to be provided on a letter head, signed, stamped and dated • UKG transfers to each partner the funds necessary to perform the assigned activities in the next six months • Next six-month payment will be disbursed when full documentation for the undertaken activities is provided by the partner to the coordinator (supporting documents, short report of the activities, spent budget and remaining budget)

11. Payment arrangements • Second pre-financing representing the 30% of the maximum TEMPUS grant gets transferred from EACEA to UKG when 70% of the first pre-financing have been used and when Progress report has been submitted • The remainder of the funds (10%) gets transferred from EACEA to UKG when Final report has been submitted

12. Financial regulations

13. Eligible costs • To be considered eligible, costs have to be: • incurred during the lifetime of the project (except for costs relating to final report and external audit); • connected with the subject of the project and indicated in the project proposal and estimated overall budget; • necessary for the implementation of the project; • identifiable and verifiable • recorded in the accounting records of a partner institution; • determined according to the applicable accounting standards of the country where the partner resides and according to the usual cost-accounting practices of the beneficiary; • compliant with the requirements of applicable tax and social legislation; • reasonable, justified, and compliant with sound financial management.

14. Eligible costs - Staff costs - Travel & Stay costs - Equipment costs - Printing & Publishing costs - Other costs Direct costs - Overheads Indirect costs

15. Eligible costs – direct and indirect costs • Direct costs are all those eligible costs which can be attributed directly to the project • Indirect costs (overheads) are all those eligible costs which cannot be identified by the beneficiary as being directly attributed to the project but have a relation with the project activities (e.g. water/gas/electricity, maintenance, etc) • cannot exceed the 7% of total direct eligible costs; • do not require supporting documentation; • cannot be used for co-financing.

16. Direct costs - categories • Staff costs • max.40% of the total direct eligible costs • Travel & Stay costs • Equipment costs • max. 30% of the total direct eligible costs • Printing & Publishing costs • Other costs

17. Staff costs – rules • Staff costs are paid out to the staff of all beneficiaries (excluding Associated Partners, e.g. Ministries) for performing administrative or academic tasks which are directly necessary for the achievement of the project objectives • activity has to be described in the project proposal • Staff costs must correspond to the employing institution's usual policy on remuneration, comprising net salaries plus social security charges and other statutory costs included in the remuneration • Staff costs may not exceed daily reference rates prescribed by EACEA; they are applied according to the staff’s country of origin • Additional hours, if any, are financed at the normal hourly rate • Staff costs should be calculated on the basis of the tasks performed and not on the status of the person • Staff costs cannot exceed the 40% of total eligible direct costs

18. Staff costs – maximum daily reference rates

19. Staff costs – supporting documents • Convention for Staff Costs (CS) duly filled out • project activity line must be specified and activity described • Employment contract • period and a detailed description of the activity carried out in the project, the reference to the Grant Agreement, the amount and any other clause needed • Proof of payment • bank transaction or any other document that demonstrates that the payment has been processed • Pay slips or other relevant documents to certify method of calculation of the staff cost hourly rate • Curriculum Vitae • obligatory to keep the CVs of all external collaborators, but also advisable for all partner staff in the project

20. Convention for Staff Costs 20

21. Travel & Stay costs – rules • People under official contract in the beneficiary institutions, experts included in the partnership or subcontractors (with prior written authorization from the EACEA) may have their travel reimbursed • the mission has to be described in the project proposal • Travel and stay allowances have to be in line with the beneficiary's usual practices on travel and stay costs or do not exceed the ceilings approved by the EACEA • This budget heading covers: • travel; • accommodation; • subsistence; • travel, personal or health insurance; • entrance visas.

22. Travel & Stay costs – rules for travel • Reimbursement is based on real costs • Always use the cheapest means of travel (e.g. economy tickets for air travel) • Travel costs include: • travel insurance; • visa fees; • cancellation costs. • Expenses for car travel (private or company cars), where the price is not excessive, will be refunded as follows (whichever is cheaper): • either a rate per km in accordance with the internal rules of the organization up to a maximum of 0.22 EUR per km; • or the price of a rail, bus or plane ticket; only the price of one ticket will be reimbursed, irrespective of the number of people travelling in the same vehicle. • For hire cars (maximum category B or equivalent) or taxis: • the actual cost where this is not excessive if compared to other means of transport (taking into account factors such as time of day or excessive luggage); • reimbursement will be made for the real cost of car hire, irrespective of the number of people travelling in the same vehicle.

23. Travel & Stay costs – rules for stay • Stay costs are calculated as number of days times daily allowance (per diem) • The daily allowance covers: • accommodation; • subsistence; • local and public transport such as bus and taxi; • personal or optional health insurance, etc. • The daily allowance must be calculated according to the normal practices of the beneficiary institution, but cannot exceed the EACEA ceilings

24. Travel & Stay costs – EACEA ceilings (staff)

25. Travel & Stay costs – EACEA ceilings (students)

26. Travel & Stay costs – supporting documents • Individual Mobility Report (IMR) duly filled out • project activity line must be specified and activity described • Travel tickets, boarding passes, invoices, receipts • Other documentation regularly required by your institution for travel (travel approval, travel report, etc) • Proof of payment • bank transaction or any other document that demonstrates that the payment has been processed • Subsistence invoices do not have to be submitted, but internal financial provisions that allow you to do so do • Copy of the internal regulations on the reimbursement rate per km for car travel • When travel costs are shared, the invoice for the group should be retained and each individual should keep a record of his/her share of the hire costs in the Individual mobility report

27. Individual Mobility Report 27

28. Equipment costs – rules • Equipment must be directly relevant to the objectives of the project • the equipment and needs for it have to be described in the project proposal • Equipment purchase can be carried out only for non-EU partner academic institutions • The total purchase cost of the equipment can be charged on the project; there is no depreciation • Equipment must be purchased according to the financial regulation in place at your own institution and in accordance with Tempus rules • Purchased equipment must be installed as soon as possible and must be recorded in the inventory of the university where it is installed • Equipment purchased is exempt from taxes (including VAT), duties and charges (such as customs and import duties) • Equipment costs cannot exceed the 30% of total eligible direct costs

29. Equipment costs – supporting documents • Quotations from 3 different suppliers, if applicable • Relevant invoices and the respective delivery notes • VAT exemption certificate to be obtained by EACEA • Proof of payment • bank transaction or any other document that demonstrates that the payment has been processed • Copy of the equipment inventory register • All equipment (including portable equipment) purchased with Tempus funds must bear the Tempus stickers

30. Printing & Publishing costs – rules • Costs relating to printing, publishing (including in electronic format as editing costs), photocopying of teaching material and any other documentation necessary to achieve the objectives of the project should be reported under this heading

31. Printing & Publishing costs – supporting documents • All invoices should be filed in the project documentation

32. Other costs – rules • Cover any other expenses necessary for the implementation of the project which do not clearly fit into other budget headings, such as: • hire of premises for dissemination events (only with prior written approval); • inter-project coaching; • bank charges including bank guarantees; • charges requested by the EACEA; • external language courses; • external translation services.

33. Other costs – supporting documents • All invoices should be filed in the project documentation

34. Transfers between the categories • The coordinator may, in agreement with partners, adjust the estimated budget by transfers between categories of direct eligible costs, provided that • this adjustment of expenditure does not affect the implementation of the project; • the transfer between headings does not exceed 10% of the amount of each heading of estimated eligible costs for which the transfer is intended; • EACEA is informed in writing (email).

35. Co-financing • The maximum EACEA contribution may not exceed 90% of the total direct eligible costs as established at the end of the project • The remaining costs, equivalent to at least 10% of the total direct eligible costs and identified in the project as co-financing, must be financed from non-EACEA sources (e.g., salaries, own printing and publishing, etc) • Indirect costs cannot be co-financed • All invoices and proofs of payment for co-financing should be filed in the project documentation

36. Total budget

37. Co-financing

38. Ineligible costs • Furniture, motor vehicles of any kind, equipment for research and development, phones, alarm and anti-theft systems, etc • Hospitality costs • Costs related to the use of materials (computer, laboratory, library, etc.) incurred by institutions when hosting staff • Registration fees for courses, seminars, conferences, etc • Costs of premises (purchase, rent, heating, maintenance, repairs etc) • Renting of premises is only possible for specific dissemination events with prior written approval from the EACEA; • Costs linked to the purchase of real estate • Expenses for travel to or from countries other than those participating in the project unless explicitly approved by the EACEA • Costs declared by a partner and covered by another EU grant

39. Accounting • Maintaining accurate and regular accounting as well as keeping evidence of all expenditures has to be ensured since the very beginning of the project, because: • The expenditure incurred during the project implementation is only eligible if there are supporting documents that provide evidence of the expenses; • These records are the basis for preparing the financial section of the Intermediate and Final reports; • The project expenditure records will be analyzed during the mandatory audit at the end of the project; all expenses deemed ineligible will have to be returned; • The project expenditure records can be analyzed during possible EC audits even five years after the end of the project.

40. Reporting • Reporting is a contractual obligation closely related to the processing of payment requests • Payments are only made after the EACEA has approved the report presented with the payment request. • Reporting ensures that everyone is kept fully informed of the project implementation and the progress achieved • UKG will compile information from the six-month reports on undertaken activities and the budget from partners and release it to all partners • UKG is responsible for the submission of reports. However, the reports should be the result of a clear and concerted effort by all project partners. Each partner shall report its activities according to the reporting procedure and provide the project coordinator with all needed information.

41. Supporting documentation • The Coordinator has to submit the following original documents with the final report: • invoices related to the purchase of equipment where the costs exceed 25000 EUR • invoices and contracts related to subcontractors whether academic or administrative where the costs exceed 25000 EUR • The Coordinator keeps copies of all other project supporting documents, while partners keep the originals

42. Next steps… • Steering committee • Members • Ppt and minutes of the meeting • Grant agreement • Partnership agreement • Model, signatures, IBAN info • Money transfers • Meeting of local contact persons and financial persons • Establishing procedures applicable to everyone • Packet of needed paperwork • IMR, Staff convention, template for entering financial info for 6 month submissions of supporting documents