ERASMUS+ Kick-off meeting for Erasmus+ Key Action 2: School Education (Other) Higher Education

1. ERASMUS+ Kick-off meeting for Erasmus+ Key Action 2: • School Education (Other) • Higher Education • Adult Education • Vocational Education and Training Foundation for the Management of European Lifelong Learning Programmes Nicosia, 10 September 2015

2. Agreement • Grant agreement is signed between the NA and the Coordinator (original is to be kept at the institution for 5 years) • All communication takes place between the National Agency (NA) and the coordinator.

3. Annexes • Annex Ι:Description of the project • Annex ΙΙ: Estimated budget • Annex ΙΙΙ: Financial and contractual rules • Annex ΙV:Templates for agreement documents to be used between beneficiaries and participants [not applicable] • AnnexV: Mandate(s) provided to the coordinator by the other beneficiaries • AnnexVI: List of other beneficiaries

4. Project duration • Project duration: between 24 to 36 months • Earliest start date: 01.09.2015 • Latest possible end date: 31.08.18 For 2-year projects, extension of 6 months is possible in exceptional cases. No further funding can be given for that period and the extension should be the result of a formal request for an amendment of the grant agreement.

5. Role of the coordinator (1/2) • Monitors that the project is implemented in accordance with the Agreement • Intermediary for all communications with the NA • Makes arrangements for providing all financial guarantees required under the Agreement

6. Role of the coordinator (2/2) • Establishes the requests for payment • Ensures that all appropriate payments are made to the other beneficiaries without any delay • Is responsible for providing all the necessary documents in the event of checks

7. Role of partners (1/3) • Responsible for carrying out the Project in accordance with the terms and conditions of the Agreement • Responsible for complying with any legal obligations jointly or individually • Make appropriate internal arrangements for the proper implementation of the Project consistent with the provisions of the Agreement

8. Role of partners (2/3) • Inform the coordinator immediately of any change likely to affect or delay the implementation of the Project • Inform the coordinator immediately of any change in their legal, financial, technical, organisational or ownership situation and of any change in their name, address or legal representative

9. Role of partners (3/3) • Submit in due time to the coordinator • Data for reports, financial statements and other documents provided for in the Agreement • All the documents in the event of audits, checks, evaluation and monitoring • Any other information to be provided to the NA according to the Agreement

10. Mandates • The NA can accept the scanned copy of the duly signed mandate. • The coordinator keeps the originals as part of the supporting documents for the project for possible checks by the NA and other bodies for 5 years.

11. Agreements between coordinator and partners • Only the mandate is required • However, internal arrangements between the partners (contractual agreements) are highly recommended and are considered good practice for the smooth realisation of the project. (sample to be sent via email)

12. First pre-financing • It is intended to provide beneficiaries with cash flow. • When: 30 days following the entry into force of the Agreement (provided that the financial capacity of the organisation has been checked and approved).

13. Further pre-financing • Following the interim report with proof that the 70% of the first pre-financing has been spent.

14. Balance payment • Upon evaluation of the FR, the NA shall proceed with the last instalment if applicable. • The amount shall be determined based on the eligible costs incurred after the evaluation and approval of the final report and its supporting documents. • Possible grant reduction for poor/partial/late implementation of the Project, the products and outputs produced or on the basis of monitoring visits, desk checks or on the spot checks

15. Payments

16. Budget Headings • Project management and implementation • Transnational project meetings • Intellectual outputs • Multiplier events • Learning/teaching/training activities • Special needs • Exceptional costs All eligible costs are unit costs apart from Special Needs and Exceptional Costs

17. Project management and implementation • Unit Cost (amount multiplied per month) • In order for the beneficiaries to be given this amount in total, they have to implement the activities and produce the outputs as applied for in the grant application • Proof: Final Report / Dissemination platform / available for checks and audits

18. Project management and implementation What can be covered under this budget heading: • Planning, finances, coordination and communication between partners etc. • Small scale learning/teaching/training materials, tools etc. • Information, promotion, dissemination (brochures, flyers, leaflets etc.) - Participants insurance

19. Transnational project meetings • Transnational meetings are hosted only by one of the participating organisations. • In all cases, the beneficiaries have to be able to demonstrate a formal link with the persons participating in the transnational project meetings

20. Transnational project meetings • Allocated on the basis of the online distance band calculator. • All travel and subsistence costsare included, regardless of the duration of the meeting • Participations shall be reported in the Mobility Tool by the coordinator (name of participant / place of origin and venue / distance band)

21. Transnational Project Meetings within the same country Participation in Transnational project meetings taking place within the same country are eligible only if: • the activities involve participants from Project beneficiary organisations from at least two different Programme Countries • the distance between the place of departure and place of arrival is at least 100km based on the online distance calculator.

22. Supporting documents for Project Meetings • Certificate of participation issued and signed by the host institution specifying: • the name of the participant • the purpose of the activity • starting and end date

23. Transnational Project meeting - Organisation • Agenda (prepared in cooperation with all partners in advance) – planning, coordination, evaluation, preparation, dissemination • Invitation and Programme sent in advance • Certificate of participation • Accommodation of partners • Participation of relevant stakeholders if applicable • Cultural aspect of the meeting

24. Intellectual Outputs (IOs) • The beneficiaries shall develop the IOs approved by the CY NA. • The coordinator shall report on the activities undertaken and results produced in the Mobility Tool on behalf of all the project partners. • The coordinator shall provide evidence of the project results which shall be uploaded at final report stage on the dissemination platform.

25. Intellectual Outputs • Number of days of work per person shall be reported in the Mobility Tool on the basis of timesheets (days x unit per day – according to staff category and country) . • Only members of the staff can work for the development of intellectual outputs (no subcontracting can take place for the intellectual part of the production of IOs) Note: staff categories “manager” and “administrative staff” can be used only if applied for and approved by the CY NA.

26. Supporting documents for IOs • Proof that the IO has been realised and it is of acceptable quality (dissemination platform and available for checks and audits) • Time sheets per person (name, category of staff, dates, total number of days) signed by both the “employees” and the employer (legal representative).

27. Supporting documents for IOs • Proof of relationship between the person and beneficiary organisation as registered in the official records of the beneficiary: • employment contract between employer and employee • Payslips • Voluntary work etc.

28. Multiplier events • Multiplier events are eligible only if approved for by the CY NA. • In case the beneficiaries do not develop the IOs approved by the NA then the related Multiplier Events will not be eligible for grant support. • If the NA awarded support for the development of several IOs but only some are realised, the NA will determine to which extent the related Multiplier event is eligible.

29. Multiplier events • Only participants from organisations other than the beneficiaries can be counted in for the number of persons on the basis of which the grant amount is established (locals and internationals)

30. Supporting documents for Multiplier events • Proof that the event has taken place and is of acceptable quality - description in the final report • Invitation to and programme of the event • Detailed agenda of the event and any documents used or distributed at the event

31. Supporting documents for Multiplier events • Signed attendance list with name, date and place of the event and for each participant: • Name • Email address • Signature of the participant • Name and address of the sending organisation of the person

32. LTT Activities • The eligible minimum duration of mobility activities is the minimum duration of the activity excluding travel. • One day for travel directly before the first day of the activity abroad and one day of travel directly following the last day of the activity is possible. These days are counted in for the calculation of the individual support.

33. Departure/arrival • Place of departure: the place where the sending organisation is located • Place of arrival: place where the hosting organisation is located

34. LTT Activities • Who can participate? Persons who have a direct link with a beneficiary organisation in one of the following capacities: • Students of HEI • Apprentices, VET students, adult learners • Pupils of any age accompanied by school staff (in short term exchanges of group of pupils) • Pupils over 14 enrolled in full-time education for long-term mobility of pupils • Professors, teachers, trainers and educational administrative staff employed at a participating organisation

35. LTT in partners’ own country Support to participants in LTT activities taking place in one’s own country (i.e. in the event of two partners located in the same country) is eligible if: →the activities involve beneficiaries from at least 2 Programme Countries → the distance between the place of departure and the place of arrival is at least 100km

36. LTT Activities • The coordinator records all activities in the MT • The MT will calculate the grant amounts for travel and individual support based on unit cost rates.

37. Supporting documents for Learning/teaching/training activities • Copy of the certificate of participation in the activity issued and signed by the receiving organisation which specifies: • the name of the participant • the purpose of the activity abroad • starting and end date

38. Special needs • Support included only costs directly related to participants with special needs and accompanying persons taking part in LTT . • On the basis of real costs. Includes all costs and all means of travel from the point of origin to the point of destination (including travel from/to the airport to/from the hotel) • The coordinator shall report in the MT whether (additional) grant support for special needs was used

39. Supporting documents for Special Needs support • Reporting will be related with the type and cost for additional expenses. • All receipts related with additional expenses incurred showing the type and exact amount spent to cover for the needs of people with special needs participating in any of the approved activities of the Project.

40. Exceptional costs Only for sub-contracting of goods and services and depreciation costs of equipment or other assets purchase. • Equipment cannot include normal office equipment such as PCs, laptops, printers, beamers, or equipment which is part of the normal curriculum • Services are limited to ones that cannot be provided by the beneficiaries themselves.

41. Exceptional costs • The same type of costs cannot be claimed both under grant items based on unit costs and actual costs incurred for exceptional costs. • In the case of equipment purchase/rental/ lease only the amount corresponding to the share of time of the use of the equipment of the project can be claimed.

42. Exceptional costs • The coordinator shall report in the MT the type of expenses and actual costs incurred for the exceptional costs • The coordinator is required to provide all supporting documents at final report stage. • 75% of the costs incurred shall be covered by the NA if that does not exceed the amount granted for that reason in the Agreement.

43. Supporting documents for Exceptional Costs • Contractual agreement between the beneficiary and the organisation which is going to provide the service. - where a procurement of goods/works/ services is required, the beneficiaries shall award the contract to the tender offering best value for money or, as appropriate, to the tender offering the lowest price, avoiding any conflict of interest. • Invoice and receipt of payment for the services or purchases.

44. Checks and audits • Final report check • Desk-check (at or after final report stage) • On the spot check (at the premises of the beneficiaries or any other relevant premise for the execution of the project) • During the action • After the action • Systems check

45. Checks and audits • The coordinator must keep all relevant documents to the project for at least 5 years after the completion of the agreement including proof of the amounts transferred to each beneficiary. (i.e. invoices, copies of cheque payments, timesheets, payslips, subcontracting agreements, boarding passes, copies of bank transfers to partners) • All financial reports need to be consistent with the accounting records kept.

46. Budget transfers It is possible to adjust the estimated budget set out in Annex II, by transfers between the different budget categories (up to a certain percentage). This adjustment is not considered an amendment of the agreement provided that the following rules are respected:

47. 20% transfers provided that the categories already exist in the GA 20% maximum increase or decrease: • Transnational Project Meetings • Intellectual Outputs • Multiplier Events • Learning/teaching/training activities 20% maximum decrease (NO increase) • Project Management and Implementation • Exceptional Costs

48. Exception Special needs support Money can be transferred to that category even if no funds have been allocated to that category. In such a case the maximum increase of 20% of this budget category does not apply Transfers from Special needs support heading to other budget headings are not possible.

49. Amendments • In all other cases of a budget change an amendment request is necessary. Amendment requests have to be sent to the NA prior to the date that they are due to take effect and in any case at least one month before the end of the eligibility period of the project. • It is not possible to increase - the total budget granted - the percentage of EU contribution (i.e. 75% of eligible costs for Exceptional Costs) - the maxima set in the Programme Guide for each budget heading

50. Online tools • Mobility Tool • Erasmus+ Project Results Platform – Dissemination Platform • URF database