FINANCIAL AND ACTIVITY MANAGEMENT Kick-off meeting 4-5 February 2009

1. FINANCIAL AND ACTIVITY MANAGEMENT Kick-off meeting 4-5 February 2009

2. Phase I. Development Eligible period 21 April-21 October’08 (invoice payments can be done until 21 February’09) Eligible partners for ERDF funding: 5 core partners Budget real max: 52.600Euros Final progress report phase I Phase II. Implementation Eligible period January’09-April’11 Eligible partners: all 9 members of the network Budget Phase II: 657.069,03 Euros 5 progress report and 1 final report Phases

3. Decentralised A keeping of the financial contribution at Project Partner’s, who spends, accounts and certifies its own contribution (liability for its own actions) Provides the Lead Partner with the certificate of expenditure signed by the appointed CB at the end of each reporting period LP shall ensure that the expenditure is accounted by the PPs in the correct budget lines without exceeding the max. available amount (flexibility of 20%) and has been certified by the appointed Certifying Body. Financial Management system

4. Progress reports • Phase I. • -For the period: 21 April-21 Oct’08. Submit the report on 21 February’09 by the LP. • Phase II.

5. Management systemPhase 1. progress report calendar

6. Management cycle Example 1 period Jan-June’09

7. 1.Project coordination 2. Personnel 3. Meeting organisation 4. Travel and accommodation 5. Communication and dissemination 6. External expertise 7. Equipment- N.A. 8. ULSG- Urbact Local Support Groups 9. Managing Authorities Eligible costs and support documents

8. Direct costs: legal expenses, translation of relevant information, bank costs, … (support documents: invoices) Indirect costs: stationary, photocopying, mailing, tel, fax, internet, heating, office furniture, office rent. Indirect costs calculated pro-rata on basis of the actual costs according to a duly justified, fair and equitable method. (example of keys to calculate the apportionment of costs charge to the project on Urbact Technical manual) Support doc: certificate of entity. 1.Project coordination costs

9. PP’s staff directly employed at the PP’s organisation. Calculation of hour/cost: (employee’s gross salary + employer’s charges in accordance with the national legislation)/ (total number of hours worked per year) Support documents: Working contract (only at the beginning) pay slips, payment proofs, calculation evidence for the determination of the staff time value/hourly rate. (per year) Monthly Timesheets (template to be provided by US). The majority of personnel expenses will be PP’s local contribution (is a cash contribution) 2. Personnel

10. Costs included: hiring the venue, rental equipment, documents, translators and interpreters, meals (if not covered by per diems). Support documents: Invoices. 3. Meetings organisation

11. Eligible costs: flights and train costs of PP/LP personnel and Lead Expert . Per diems costs: accommodation, meals and local travel (in some cases the accommodation will be paid by the host partner and also the meals) (Maximum per diems following EU rules) Support documents fly/train costs: invoice of travel agency, original ticket and boarding passes. Support documents per diems: depends on the institutions regulation – if per diem paid integrally or paid by expenses realised!-please specify. (under the case that the meals are covered by the project the per diem will not be reimbursed) 4.Travel and accommodation

12. Eligible costs: Designing, editing, translating, printing and mailing the following: Promotion activities: press releases Publications: brochures, leaflets, guidelines Dissemination tools (NeT-TOPIC web site, interactive tool-Bank of case studies) Support document: invoices This cost will be mainly centralised by Lead Partner 5. Communication & dissemination

13. Eligible costs: Speakers for meetings External independent financial control (certifying body) Fees for communication expert (develop the communication plan, writing, lay out of promotion materials,..) Studies and surveys External staff contracted by PP to assist on the project management or on specific tasks. Support documents: Invoice/request for reimbursement Contract/agreement 6. External Expertise

14. Budget minimum allocation of 70.000Euros. Costs eligible: Meetings and seminars Organisation of training sessions (trainer and facilitators fees) Travel and accommodation of members of ULSG 8.Urbact Local Support Groups

15. Minimum budget allocation- 40.000 Euros Eligible costs: Travel and accommodation of representatives of the Project Partner’s Managing Authorities participating at the NeT-TOPIC activities. 9. Managing Authorities

16. Minor changes: 20% modification between budgets. (To be mentioned on progress report). Major changes: more than 20% modification of the budget- need a project reprogramming (approved by Monitoring Committee, by 31st March’09 first reprogramming phase 2). Budget changes

17. Review of the “informal guidelines”. Example on how to fill in the expenditure forms in presage. Steps: insert, validate and certify. Review of the Certifying body guidelines and documents to print and send to LP. PRESAGE Training session

18. Thank you