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Management of the Grant Agreement By Philippe Ruffio & Nathalie Hoste-Luxen

Management of the Grant Agreement By Philippe Ruffio & Nathalie Hoste-Luxen Tempus project representatives’ meeting Brussels 12-13 December 2011. THE AIM OF THIS PRESENTATION. Approach and rules for sound contractual management:.

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Management of the Grant Agreement By Philippe Ruffio & Nathalie Hoste-Luxen

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  1. Management of the Grant Agreement By Philippe Ruffio & Nathalie Hoste-Luxen Tempus project representatives’ meeting Brussels 12-13 December 2011

  2. THE AIM OF THIS PRESENTATION Approach and rules for sound contractual management: • Essential information on the Tempus Grant Agreement and other important documents

  3. OUTLINE • Structure of the Grant Agreement • Hierarchy • Special Conditions and General Conditions • Annexes • Guidelines for the Use of the Grant • FAQ

  4. STRUCTURE OF THE GRANT AGREEMENT I. Special Conditions II. General Conditions Part A: Legal and Administrative Provision Part B: Financial Provisions Annex I: Description of the action Annex II: Estimated budget of the action Annex III: Mandates Annex IV: Technical implementation reports and financial statements to be submitted Annex V: List of co-beneficiaries

  5. HIERARCHY CALL FOR PROPOSALS (the foundation) Grant Agreement: SPECIAL CONDITIONS ++ PRECEDENCE Grant Agreement: GENERAL CONDITIONS - Annexes Project Proposal

  6. 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 BEWARE! eligible.

  7. SPECIAL CONDITIONS • Purpose of the Grant (Article I.1) • Duration (Article I.2) • Role of the Beneficiaries (Article I.3) • Mandate • Partnership Agreement

  8. KEY PROVISIONS IN THE PARTNERSHIP AGREEMENT • Duration of the Agreement • Amount of funds (not final at this stage) and payment modalities (if relevant) • Respective duties and obligations of coordinator and partners • Decision making process including approach to conflict resolution • Financial management (accounting, reporting, …), including (in)eligible expenses, exchange rates and reimbursement modalities for e.g. travel costs, accommodation, …

  9. SPECIAL CONDITIONS • Financing the Action (Article I.4) • Annex II – Estimated budget • Maximum Agency Contribution (Article I.4.3) • % co-financing

  10. AGENCY AND CO-FINANCING CONTRIBUTIONS 89% 89% 11% 11% MIN 10% MAX 90% • “I.4.3 The Agency shall contribute a maximum of EUR «xxx.xxx,xx», equivalent to «xx,xx»% of the estimated total eligible directcosts indicated in paragraph 2. The final amount of the grant shall be determined as specified in Article II.17, without prejudice to Article II.19. • The European Union grant may not finance the entire costs of the action. The amounts and sources of co-financing other than from European Union funds shall be set out in the estimated budget referred to in paragraph 1.” (i.e. Annex II)

  11. SPECIAL CONDITIONS • Payment Arrangements (Article I.5) • Pre-financing (60%) • Further pre-financing (30%) • Payment of the Balance (max. 10%) Required for grants of €750,000 or more External Audit Report • financed under the ‘Other Costs’ budget heading

  12. SPECIAL CONDITIONS • Bank Account (Article I.7) • - The account or sub-account must identify the payments made by the Agency – recommend a project account to identify transactions and record bank interest. • General Administrative Provisions (Article I.8) • - Single contact person for all communications with EACEA • Law Applicable and Competent Court (Article I.9) • - 2 situations : EU : General Court of the European Union • Partner Country : Belgian law

  13. SPECIAL CONDITIONS • Other Special Conditions (Article I.11) • Exchange Rates • Implementation Contracts • Publicity • Use of the Results (EVE) • Cooperation obligation with NTO’s • (recommended also with NCP’s) • Eligible Costs

  14. GENERAL CONDITIONS • Some key points : • Termination Procedure and effects (Article II.11) • Financial Penalties (Article II.12) • For grave breaches of obligations under the Agreement (% repayment) • Supplementary Agreements (Article II.13) •  • Contractual Amendments: • Extension of Eligibility Period • Budget modification • Addition or Withdrawal of a co-beneficiary  No later than one month before the end!

  15. GENERAL CONDITIONS (Part B) • Eligible and Ineligible Costs (Article II.14) • Requests for Payment (Article II.15) • Determining the Final Grant(Article II.17) • Recovery(Article II.18) • Checks and Audits(Article II.19)

  16. GUIDELINES FOR THE USE OF THE GRANT • How to make changes to the Consortium ? • Supporting documents • Detailed information on the different budget headings • Information on eligible/ineligible activities • Information on supporting documents to send and to keep

  17. GUIDELINES FOR THE USE OF THE GRANT • Co-financing • List of ineligible costs • How to transfer € between budget headings • Reference daily rates for Staff Costs and Ceilings for Costs of Stay • Staff Convention and Individual Mobility Report forms

  18. FREQUENTLY ASKED QUESTIONS (FAQ) • A valuable reference document • Covers a multitude of questions and different situations • Available on the Tempus Website Check regularly updated versions

  19. QUESTION NOT ANSWERED? • Please contact the Tempus team EACEA-Tempus-Project-Management@ec.europa.eu

  20. GRANT AGREEMENT PROJECT PROPOSAL Guidelines for the Use of the Grant Email the Tempus team FAQ ANNEXES CALL

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