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EMA2 & Tempus Info Day Ljubljana , 07.12.2012

EMA2 & Tempus Info Day Ljubljana , 07.12.2012. EMA 2  Financial Management General budget Lump- Sum share Scholarship funds. OVERVIEW. GENERAL BUDGET. Organization of mobility Amount available Lump sum share management Documents for the justification of expenses.

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EMA2 & Tempus Info Day Ljubljana , 07.12.2012

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  1. EMA2 & Tempus Info Day Ljubljana, 07.12.2012 • EMA 2  • Financial Management • General budget • Lump-Sumshare • Scholarshipfunds

  2. OVERVIEW GENERAL BUDGET • Organizationofmobility • Amountavailable • Lump sumsharemanagement • Documentsforthejustificationofexpenses Memorandum of Understanding SCHOLARSHIP FUNDS • Scholarshipmanagement • Subsistenceallowance • Insurance • Travel costs • Visa & residencepermit • Participationcosts (tuition)

  3. GENERAL BUDGET Organizationof Mobility WHAT? Budget allocatedtotheimplementationoftheproject Website andapplicationsofware Promotion material Promotion tour Training workshops Meetings (SelectionandSteeringCommiteemeetings) Expertsforexternalprojectevaluation Others HOW MUCH? Maximum amount – 200.000 € Upto 10.000€ foreachpartneruniversity (flat rate) In addition– 10.000€ allocated in thebudgetforjointcoordination (Call 42/2011)

  4. GENERAL BUDGET Organizationof Mobility Flat rate sharemanagement HOW MUCH do thepartnersreceive? Depending on thepartners‘ involvment– howactive do youwantthemtobe? Whatistakencareofbytheprojectcoordinator? WHAT canthepartnerscover? Forexample: any project-related activities (e.g. staff costs, printing material, office supplies) travel expenses for participation in projectmeetings, trainings, workshops Attention! Keep the supporting documents 5 years from the date of the final payment ( Audit) USEFUL EACEA Financial Information Kit http://eacea.ec.europa.eu/about/documents/fik_1202.pdf

  5. ScholarshipManagement Subsistenceallowance (unitcosts) UNIT COSTS – fixedamount per budget item WHO? Who isresponsibleforthepayment?  Specify in Memorandum of Understanding HOW MUCH? Duration! Onemonthequalsat least 16 days(not applicableforstaff) 9 months + 16 days: 10 months 9 months + 15 days: 9 months WHEN? Suggestion:First twoinstallments upon arrival  therest on regularbasis

  6. ScholarshipManagement Insurance and Travel (unitcosts) Insurance (unitcosts) Coverage in line with the minimum requirements for the health and accident insurance coverage set by the EACEA Who isresponsiblefororganizinginsurance? Insurance organizedbyhost/homeuniversities? Insurance organizedcentrallybycoordinator? Periodinsured fulldurationofthegrantedmobility Travel (unitcosts) Maximum amounteligible: flat rate accordingtodistance Who isresponsibleforthepayment? Whatmeansoftransportationareeligible? Reimbursementprocedures (documents, deadlines, etc.)

  7. Scholarship Management Visa andResidence Permit Visa Hastobecovered! BUT NOT from subsistence allowance Possiblesourceoffunding: left-oversfromanyotherunitcosts Residencepermit canbecovered – optional (tobeagreed on bytheconsortium) Suggestion bythe EACEA: participationcosts Who isresponsibleforthepayment? Maximum amounteligible? Reimbursementprocedures (documents, deadlines, etc.)

  8. ScholarshipManagement Participationcosts/tuitionfees WHAT? HOW MUCH? On equal basis to local and other international students! Participation costs charged to EMA2 students should not exceed the amount charged to non EMA2 students and in any case cannot exceed the maxima indicated in the Programme Guide Eligible tuition fees* (maxima) < 10 months = feewaiverpolicy 10 to 17 months = 3.000€ 18 to 26 months = 6.000€ > 27 months = 9.000€ *Post-doctorate (specialisedstudies) = 10 months 5.000€ If participation costs exceed these amounts fee waiver No double imposition of fees  Rules in the MoU

  9. ScholarshipManagement Transfer management Transferofbudgetforscholarshipmanagementandtuitionfeestothepartners Howoften? Roleofthepartners – proactive? (e.g. requestbypartners) Mechanisms (documents, justification, etc.) !!! pre-financingbythe EACEA tothecoordinatinginstitution  Justification of incurred expenses  Documentation must be kept for 5 years from the date of the final payment (Audit)

  10. USEFUL LINKS Useful links:EACEA contractualobligationsandcontractualmanagement: http://eacea.ec.europa.eu/erasmus_mundus/events/coordinators_conference_2012/a2_financial_management_experiencedprojects.pdfEACEA Financial Information Kit:http://eacea.ec.europa.eu/erasmus_mundus/events/coordinators_conference_2012/fik_a2.pdf

  11. QUESTIONS, COMMENTS?

  12. THANK YOU FOR YOUR ATTENTION!

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