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3 rd Financial Managers Seminar Brussels 19 May 2010

This seminar on May 19, 2010 in Brussels will cover the eligibility and reporting requirements for expenditure in the context of the European Community Structural Funds. Learn about the legal framework, project specifications, and approved budget lines. Understand the eligibility period and reporting guidelines for different budget categories such as staff, administration, travel, equipment, and external expertise. Gain insights on supporting documents and compliance with public procurement rules.

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3 rd Financial Managers Seminar Brussels 19 May 2010

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  1. 3rd Financial Managers Seminar Brussels 19 May 2010 Eligibility period and reporting eligible expenditure

  2. Eligibility of Expenditure (1) • Cost must comply with the legal framework set by the following documents: • The Community rules and the European Community Structural Funds regulatory framework. • The national rules. • The Programme Manual and programme rules. • The Project Specifications. • The approved and contracted Application Form. • The provisions of the Subsidy Contract. • The content of the Partnership Agreement.

  3. Eligibility of Expenditure (2) • Costs are eligible for funding if they comply with all the following requirements: • Are incurred (paid out) • Are incurred by the partners • Are directly linked to the project implementation • Are incurred and accounted in compliance with the Legal Framework • Are correctly reported within the approved budget lines • Are incurred within the eligibility period

  4. End date administrative duties Launch of the call AF approved AF submitted Subsidy Contract End date content related part Pre-announcement Preparation cost Eligibility period for reporting cost Eligibility Period For approved projects preparation costs are eligible from pre-announcement of the call until submission of AF

  5. Budget Lines • Staff • Administration • Travel and accommodation • Equipment • External expertise and services For the personnel employed by the partner institutions listed in the Application Form

  6. Reporting under budget line – Staff • Costs for personnel employed only (contract) • Full time / part time • Calculation of hourly rate to be based on actual yearly salary • External project coordinator, financial manager etc. to be reported under Budget Line - External Expertise and services • Supporting documents: • Working contract • Payslips • Payment proofs • Calculation evidence of the hourly rate • Overall workable time (national legislation) • Time sheets

  7. Reporting under budget line - Administration (1) • Direct general costs • incurred directly in relation to the project • Indirect general costs overheads related to the project activities calculated on a pro-rata basis (no lump sums, estimations are allowed) Ratio= total number of people employed for the operation total number of people employed by the organization

  8. Reporting under budget line - Administration (2) • Threshold: • Total administration cost cannot exceed 25% of the of total staff cost • EC Regulation No 397/2009 • Indirect cost declared on a flat-rate basis cannot exceed 20% of the direct costs of the overall project budget Supporting documents: • List of indirect general costs • Original invoices • Payment proofs • Calculation scheme used NEW !

  9. Reporting under budget line – Travel and accommodation (1) • Only for employed personnel travelling on the territory of Member/Partner States • Travels outside the territory of Member/Partner States are subject to prior approval of the MA(CU) and eligible if: • they are for the benefit of the project • they are explicitly mentioned and justified in the approved application • Most economic way of transport and accommodation has to be chosen • Daily allowances, per diem is eligible • Travel costs of external experts are reported under BL-External expertise

  10. Reporting under budget line – Travel and accommodation (2) • Supporting documents: • Agenda of the meeting • Invitation to the meeting • List of participants • Travel report related to the meeting • Proof of the per diem, daily allowance • Original invoices, receipts • Tickets, boarding cards, passenger receipts • Payment proofs

  11. Reporting under budget line – Equipment • IT equipment (computer, printer etc.) and software • Have to be initially planned in the Application Form • Only depreciation allowances according to national rules • The amount of equipment has to reflect the actual use of the of these items • Share of the depreciation quota has to be calculated according to a fair and equitable method • Supporting documents: • Invoices • Payment proofs • Depreciation method

  12. Reporting under budget line – External expertise and services • Costs for supplies of services and goods (e.g.: consultants, experts, interpreters) • Contract/agreement • Invoice/request of reimbursement • External expertise has to be specified in the Application Form • Compliance with the public procurement rules applicable to the project partner • Supporting documents: • Documentation of the public procurement procedure • Contract/agreement • Invoices • Deliveries of the external experts • Payment proofs

  13. More information on the ESPON 2013 Programme can be found on www.espon.eu Thank you for your attention!

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