Enhancing Study Programs in Public Health in Montenegro

1. Erasmus+ KA2 project: Enhancement of study programs in Public Health Law, Health Management, Health Economics and Health Informatics in Montenegro Administration, Communication, Cooperation Kick-off Meeting, 15-16th February, Montenegro .

2. COMMUNICATION, COOPERATION • PROJECT WEB SITE: http://ph-elim.net/ • Accounts at SOCIAL NETWORKS • Official mail: phelim.udg@gmail.com • Notes: • Please check information on project web site (Contact persons, logo, etc.) • PH-ELIM logo must be put at web-sites of all partner institutions! • All information related to project must be published on project web-site • All content shall be sent to: phelim.udg@gmail.com • Use PH-ELIM templates! Project web site: www.ph-elim.net

3. DOCUMENTATION • EACEA portal: https://eacea.ec.europa.eu/erasmus-plus/beneficiaries-space/capacity-building-in-field-higher-education-2016_en • PARTNER DOCUMENTATION • Travel costs and supporting documents • Staff conventions and supporting documents • Contracts, equipment purchase, etc. • GOOGLE DRIVE- FOLDERS PER EACH INSTITUTION AND CATEGORY OF COSTS • PROJECT DOCUMENTATION • Project outputs/outcomes • Project meetings • Dissemination events • PROJECT WEB SITE Project web site: www.ph-elim.net

4. PH-ELIM TEMPLATES • Will be published at project web site (DOWNLOADsection) • Templates for: • Deliverables • Reports on dissemination events • Internal project reports • Agendas • Minutes • Attendance list • Travel - supporting documents • Staff Conventions- supporting documents • Promotional materials • Call for funds • Power point presentation Project web site: www.ph-elim.net

5. PH-ELIM PROJECT MEETINGS- DOCUMENTATION AND PROCEDURES • List of project meetings is already specified • Deadline: Hosting institution shall inform Project coordinator at least 45 days if there is any issue about proposed dates • AGENDA: Hosting institution in cooperation with Project coordinator • Deadline: 30 days before the meeting sent to all partners and published on web-site • ATTENDANCE LIST: Hosting institution (Obliged to keep in hard copy) • PHOTOS: Hosting institution (each participant is obliged to provide proofs of participation- see Travel reporting) • MINUTES: Hosting institution in cooperation with Project coordinator • Deadline: 7 days after the meeting sent to all participants; 7 days for potential requests for corrections; then to be published on project web site • Presentations and other documents used during the meeting • Deadline: Till end of the meeting hosting institution shall collect them all, and publish on project web site Project web site: www.ph-elim.net

6. TRAVEL COSTS- SUPPORTING DOCUMENTATION • Individual Mobility Report • Travel- supporting document • available at project web site (Download section) • Deadline for submitting documents (Google Drive): 15 days after travel • Individual Mobility Report • Illustrative Example • Notes: be careful when specifying DETAILS OF THE ACTIVITY (refer to Agenda and Minutes) • Travel- supporting document • It will not be necessary to prove the actual cost of the travel • Purpose: demonstrate the fact that the travel and the activity actually took place • Notes: EACH PARTICIPANT IS RESPONSIBLE TO PROVIDE PROOFS OF ATTENDANCE AND PARTICIPATION AT MEETINGS! Project web site: www.ph-elim.net

7. STAFF COSTS- SUPPORTING DOCUMENTATION • Agreement between Institution and Staff Member • Salary slips • Time sheets • Staff conventions • available at project web site (Download section) • Deadline for submitting Time sheets (Google Drive): monthly • Deadline for submitting Staff conventions (Google Drive): 30 days after Quality Control approval of project activities • After making the payment of staff costs- mail notification shall be sent to Project coordinator, after which time sheets and staff conventions will be printed and documented by project coordinator! • Agreement between Institution and Staff Member • Salary slips • Purpose: show that Staff member is employed by institution and all taxes and contributions are paid • Notes: Refer to Guidelines_for_the_use_of_grant Project web site: www.ph-elim.net

8. STAFF COSTS- SUPPORTING DOCUMENTATION • Time sheets • related to only one role (Manager/Research/Technical/Administrative) • Prepared on monthly bases • Staff conventions • related to only one role (Manager/Research/Technical/Administrative) • Prepared for all payments proceeded • Must refer to one or more time sheets • All signed and stamped • Each participating institution is obliged to keep originals at least 3 years after the project! Project web site: www.ph-elim.net

9. EQUIPMENT- SUPPORTING DOCUMENTATION • Open call announced • Decision on creation of the board (with representatives of each beneficiary institution) • At least 3 bids received • Minutes of the bids opening • Decision after bids opening • Agreement with supplier • Report on received, checked and installed equipment • Proof of payment • Inventory list Project web site: www.ph-elim.net

10. REVIEW OF EXPENDITURES PER INSTITUTION • Will be available at project web site (Download section) • Only for internal purposes between Project coordinator and partner institution • Periodically, each 6 months project coordinator will send the Review of expenditures to Institutional project coordinator Project web site: www.ph-elim.net