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01/07/2007, Ljubljana

European Project Center. Enhancing Mobility of the Croatian Academic Community M O B I L SCM-C018B06-2006 Administrative Details and Contractual Issues. 01/07/2007, Ljubljana. Content. General conditions Contract details * Eligibility of costs Supporting documents Visibility guidelines

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01/07/2007, Ljubljana

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  1. European Project Center Enhancing Mobility of the Croatian Academic CommunityM O B I LSCM-C018B06-2006Administrative Details and Contractual Issues 01/07/2007, Ljubljana

  2. Content • General conditions • Contract details * • Eligibility of costs • Supporting documents • Visibility guidelines • Project management • Discussion Project Planning Meeting 01/07/2007 Ljubljana

  3. General Conditions I • Acronym: M O B I L • Eligibility period: 15/06/2007-14/06/2008 • Project number: SCM-C018B06-2006 • Grant holder: Mr. Matthias Winker • Technische Universität Dresden • European Project Center Project Planning Meeting 01/07/2007 Ljubljana

  4. General Conditions II - Partners • EU TU Dresden – Grant applicant • University Ljubljana • IPO - International Programme Office for Education and Training • Croatia • IDE – Grant Coordinator • MSES – Ministry • ASHE – Agency for Science and Higher Education • (AAE – Agency for Adult Education) • University Rijeka • University Dubrovnik • University Osijek • Zagreb School of Management • ISR-CERD – Institute for Social Research Project Planning Meeting 01/07/2007 Ljubljana

  5. General Conditions III – project relationship • Within the sense of the TEMPUS programme: • External relationship: • EU   Applicant • - Internal relationship: • Applicant   Coordinator   Partners • IMPORTANT! Please no direct communication between partner instistutions and EU. Project Planning Meeting 01/07/2007 Ljubljana

  6. Contract Details I – Grant Agreement • signed in Dresden 09/05/2007 • signed in Brussels 21/05/2007 • Eligibility period: 15/06/2007 – 14/06/2008 • project number: SCM-C018B06-2006 • Total Budget: € 128,308.00 • Grant: € 121,892.00 = 95 % • Co-Financing: € 6,416.00 = 5 % Project Planning Meeting 01/07/2007 Ljubljana

  7. Contract Details II – Financial risks • The TUD has the full financial risk! • EU makes the applicant responsible for any mistakes and ineligible actions. • The final audit of the project can be up to 5 years after the project has ended. • TUD will follow the EU rules and guidelines as close as possible to minimize the risk of financial loss. • Pre-financing of every partner is necessary • IMPORTANT! The EU will not give all the money at the beginning. There is a pre-financing of only € 97,513! That means: partnership must pre-finance € 24,379! Be aware of it! The rest will be paid after the confirmation of the final report. Project Planning Meeting 01/07/2007 Ljubljana

  8. Contract Details III – Partnership Agreement • EU   Grant Applicant • Grant Agreement • Grant Applicant   Partner institution • Partnership Agreement • Mandate • Annex I Project Description/ Work plan • Annex II Individual Budget • Annex III Financial Provisions • Annex IV General Criteria of eligible costs * • Annex V Guidelines for the use of the grant * • Annex VI Declaration on taxation • Annex VII Visibility Guidelines * Project Planning Meeting 01/07/2007 Ljubljana

  9. Eligibility of costs I *Annex IV • 1 Staff Costs: • - salaries plus social security charges – gross salary • - may not exceed local rates – see Annex II • - calculated on the basis of the task performed and not on • the status of the person • 2 Staff Travel Costs & Costs of Stay: • - only people under official contract in the consortium institutions • - APEX air fare, economy class or equivalent • - Car – 1st class train price confirmation • - Train (1st class fare) • - per diem: € 150 (accommodation, subsistence, insurance, local transport) Project Planning Meeting 01/07/2007 Ljubljana

  10. Eligibility of costs II *Annex IV • 3 Equipment: • - only eligible for Croatian universities and institutions • - equipment planned for IDE (copy machine, voice recorder) • 4 Publishing & Printing: • - handbook "Platform for launching ERASMUS in Croatia“ • - seminar packages • - seminar working papers • - project web site creation • 5 Other Costs: • - external translations, review, bank transfer costs, book keeping costs Project Planning Meeting 01/07/2007 Ljubljana

  11. Supporting documents I *Annex V • 1 Staff Costs • - Working contract or any similar document showing the status as staff member of the institution • - Salary slip or any similar document showing the gross salary paid by the university • - Filled in and stamped form Annex V/I – convention for staff costs • - Timesheet of each month (time & activity) Project Planning Meeting 01/07/2007 Ljubljana

  12. Supporting documents II *Annex V • 2 Travel Costs and Costs of Stay • - Annex V/II (Individual Grantholder Report) • - Template: Answered questions for each trip • - travel costs: invoices, tickets, boarding cards, passenger receipt  original documents • - costs of stay/per diems: cash receipt Project Planning Meeting 01/07/2007 Ljubljana

  13. Supporting documents III *Annex V • 3 Equipment • - 3 quotations • - original invoice – without VAT (at least not showing) ! • - confirmation of taking into inventory • 4 Publishing & Printing • - original invoice • - 3 copies of any distribution  visibility guidelines • 5 Other Costs • - original invoices Project Planning Meeting 01/07/2007 Ljubljana

  14. Supporting documents IV • Co-financing same documents as for grant • official exchange rate by the EC • all supporting documents must be dated within the eligibility period •  all documents by fax or scanned by email first – original to be brought with to meetings or sent per registered mail Project Planning Meeting 01/07/2007 Ljubljana

  15. EC and Tempus Visibility *Annex VI/VII • Using the EC logo for every communication means • Using disclaimer - responsibility by author and not by EC • 3 copies of each outcome, publication or communication means •  to TUD Project Planning Meeting 01/07/2007 Ljubljana

  16. Project management I • Communication • EC/ETF   TUD   IDE   Partners • preferred by email, telephone, fax • Coordination and Management • Scientific coordination = Grant coordinator = IDE • Administrative management = Grant applicant = TUD • Changes within the project  Project Planning Meeting 01/07/2007 Ljubljana

  17. Project management II – Changes within project • for all changes to the proposal & contract we need OK from EC • that must be given prior to the change! • two different types of changes: • Minor Changes: - timeline, dissemination • Major Changes: - partnership, budget, • - outcomes, activities • PROBLEM: EC and ETF work very slow! Response to the request can take up to 3 to 12 weeks! Project Planning Meeting 01/07/2007 Ljubljana

  18. Project management III – Reporting & Accounting • Accounting deadlines • 1st part of the project: 11.01.2008 • 2nd part of the project: 30.06.2008 • Payment deadlines • 1st instalment – after confirmation of 1st accounting • final payment – after receiving the final payment by EC • Final Report • Project end 14.06.2008  2 months Project Planning Meeting 01/07/2007 Ljubljana

  19. Project Management IV - Payment • Cash • travel costs and costs of stay • Transfer to the institution/university • staff • equipment (or to the company) • other costs • overhead •  Transfer of the overhead can be made only after the positive evaluation by the EC and the final payment of the EC!!! Project Planning Meeting 01/07/2007 Ljubljana

  20. Questions Project Planning Meeting 01/07/2007 Ljubljana

  21. Discussion I - Co-financing •  Co-financing only for eligible costs • Supporting documents as for grant • in the proposal 6,416.00 €= 5 % • by MSES  University Rijeka ??? • Which costs should be covered within the project ? Project Planning Meeting 01/07/2007 Ljubljana

  22. Discussion II - Payment • To avoid any financial risk for TUD, each partner has to pre-finance different activities and costs. •  80 % of the stated costs as 1st instalment within the project • 20 % of the stated costs as final payment after the project was positive evaluated by EC • PROBLEM: • institutions with travel budget only, less staff costs (ASHE, UNIOS, MSES, UNIDO, ZSM, AAE) •  80 % of travel costs and costs of stay • SUGGESTION: • 100 % paymanet for travel costs and costs of stay for these inst. • sharing of prefinancing with the other 6 inst.??? Project Planning Meeting 01/07/2007 Ljubljana

  23. Contact • Technische Universität Dresden • European Project Center (EPC) • Mrs. Ines Schmidt • 01062 Dresden • Germany • Tel. +49 351 463 39741 • Fax +49 351 463 39742 • ines.schmidt@tu-dresden.de Project Planning Meeting 01/07/2007 Ljubljana

  24. Thank you very much for your attention. Project Planning Meeting 01/07/2007 Ljubljana

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