Periodic Report - Finance

1. Periodic Report - Finance Grazyna Guz & Erik Fuglsang Finance Officers

2. How projects are split........

3. Preparation Costs • Come on the top of the project budget with the same grant rate as the principal project • Incurred not earlier than 6 months before submission the application • You can show the direct connection to the project development • Ceiling for ERDF grant: 20.000 EURO or 2% of budget

4. Budget lines in general • Real costs principle as a basis - only the actually incurred and paid costs can be included in the claims; related product or service delivered • Relevant project costs - only additional costs and costs for activities described for in the application • Only the costs before VAT can be entered

5. 1. External experts • Balance between the costs of external subcontractors and the added value – profit for the region and not the consultants • Tender rules must be respected • Only the costs before VAT can be entered here • External experts as a project manager – conflict • Formal partners can not be the consultants

6. 2,3. Staff • (50 % rule) • Time sheets and pay slips is the accounting evidence • Temporary Staff >< Permanent Staff • Staff hours spent on general day to day managementwithin an authority are NOT eligible; i.e. only time spenton the specific project (additional activities) is eligible

7. 4. Travel and accomodation • Cost efficiency (No extravagant luxury !!) • Within the eligible area • Own car used in connection with a project activities • Official standard rate per kilometre according tonational rules • Document (name, purpose of meeting, distance) • Signed by an authorised person • Kept on the accounting files

8. 5. Meetings and conferences • Real cost principle must be respected • Only the cost before the VAT can be entered • Justified within the activities described in the application form • Cost efficiency (No champagne !!) • Accounting evidence is the specified invoice

9. 6. General costs • No fixed percentage – real costs basis • Supporting evidence of costs (invoice or equivalent) • Calculation of proportional participation

10. 7. Promotion and publication • Indication of the European Union participation • Downloading the appropriate emblems: http://europa.eu.int/comm/regional_policy/ sources/graph/embleme_en.htm • Evidence to be provided: invoices paid for

11. 8. Material investment • All material investments to be reported here • Further specification in the section 3.1

12. 9. Audit • Evidence to be provided: as a rule invoicespaid for • Distinction between the external and internal audit costs

13. 10. Other • Expenditurenot matchingany other budget line • Project generating income – any income must be reported here • Project income can not be omitted and has to be deducted from the project eligible expenditure

14. 11. VAT • VAT is ineligible unless you can prove that it is irrecoverable • National rules apply for the VAT rate calculation • Evidence: VAT invoices actually paid and justification that it can not be reimbursed

15. 13. Ineligible • Ineligible expenditure must be reported • List of ineligible expenditure is never exhaustive • No formal requirements for evidence as no ERDF money claimed here

16. Budget change • Total budget can not be changed • Any changes expected – inform the Secretariat (before the costs incur) • Shift from and to ”material investment” normally not accepted • Shift between the yearly spending targets...