“RACCE” R aising earthquake A wareness and C opping C hildren’s E motions:

1. NATURAL HISTORY MUSEUM – UNIV. OF CRETE(NHMC) “RACCE” Raising earthquake Awareness and Copping Children’s Emotions: Management and Financial Issues Project co funded by the DG Environment of the EU Grant Agreement No. 070401/2010/579066/SUB/C4

2. Main budget categories DIRECT COSTS • Staff costs • Travel & Subsistence • Sub-contract • Equipment • Other costs INDIRECT COSTS

3. Raising earthquake Awareness and Copping Children’s Emotions Eligible Costs • Directly linked and necessary for project • Reasonable and comply with principles of sound financial management (“value for money”) • Compliant with applicable tax and social legislation • Actually incurred during lifetime of action • Functioning to financial and analytical accounting system in each country • Without any profit Project co funded by the DG Environment of the EU Grant Agreement No. 070401/2010/579066/SUB/C4

4. Raising earthquake Awareness and Copping Children’s Emotions • Staff costs: • Calculated on the basis of the actualgrosssalary or wages plus obligatory social charges and anyotherstatutorycosts • Time spent for the project must berecorded on a daily basis by means of time sheet • Own contribution –Overtimework Project co funded by the DG Environment of the EU Grant Agreement No. 070401/2010/579066/SUB/C4

6. Raising earthquake Awareness and Copping Children’s Emotions • Keep Time Sheets (a model will be supplied by CO) to report staff cost per month and person. Should be sent to CO and originals kept by the partner for the case of request by EU • We strongly recommend to keep dailydiary with the works of the project • Staff changes are acceptable. Except for contracting staff all other changes should officially be reported to CO Project co funded by the DG Environment of the EU Grant Agreement No. 070401/2010/579066/SUB/C4

7. Travel and Subsistence • DETAILS REQUIRED ON: • reason/ purpose • destinations • number of persons • travel costs • subsistence costs (e.g. use of per diem)

8. Raising earthquake Awareness and Copping Children’s Emotions Distinction should be made between transportation and subsidence costs: • Transportation (flight, taxi to get to the work place, visa, travel insurances). Concerning this, the use of cheapness principle and the internal rules of your organization have to be taken into consideration Project co funded by the DG Environment of the EU Grant Agreement No. 070401/2010/579066/SUB/C4

9. For the justification documents (reimbursement based on kilometers, or single expense accounts) it is necessary that you are able to present the related supporting documents. Supply copies to CO with summary in English (as in all categories)

10. Raising earthquake Awareness and Copping Children’s Emotions • Subsistence costs: they are referred to all the expenses of board, lodging and local transportation in the city of work where one stays for at least one night (if there is no overnight stay, these costs are subject to 50 % reduction) • there is a table of reference given by the Commission, that defines the maximum amounts for hotel and allowance (and that is advisable not to exceed with the justification documents) Project co funded by the DG Environment of the EU Grant Agreement No. 070401/2010/579066/SUB/C4

12. Equipment • Relating to durable goods, clear description of item required • Full estimated purchase cost • Participants shall apply internal rules to • calculate the eligible depreciationrate

13. Sub-contracting External assistance • Relate to purchase of services, not of goods • Necessary to make contracts (a model will • be provided by CO)

14. Other direct costs • other direct costs not falling within another • defined cost category • (Except consumables (e.g. photocopies), bank guarantees)

15. Indirect costs (overheads) (7% of total amount of eligible direct costs) • Costs that cannot be directly and exclusively • attributed to the project, e.g. • communication costs • costs linked with buildings • administrative costs

16. Raising earthquake Awareness and Copping Children’s Emotions • Refer to communication costs (telephone, mailing), costs linked with buildings (rent, heating, electricity, cleaning), administrative costs (office equipment, stationery, secretarial costs, photocopies) • These costs don't need to be justified with supporting documentation, but they must be identifiable and justifiable in the accounting system of the partner organization Project co funded by the DG Environment of the EU Grant Agreement No. 070401/2010/579066/SUB/C4

17. Raising earthquake Awareness and Copping Children’s Emotions Non Eligible Costs • Not foreseen in the Project • Excessive expenditure: lodging in luxury hotels, • business class tickets • Interest charges • Provision on losses • VAT (exception if the participant cannot recover the VAT paid under the project. Proof to be delivered) Project co funded by the DG Environment of the EU Grant Agreement No. 070401/2010/579066/SUB/C4

18. Management of budget • First installment (40%): March 2011 • Second installment (20%): beginning of 2012 • Last installment (40%): after the end of the project • In order to close the project there is the need of prepaid invoices by each partner