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Financial Rules. Reference documents to be consulted regularly: Grant Agreement Consortium agreement Guidelines for the use of the grant Frequently Asked.

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Presentation on theme: "Financial Rules. Reference documents to be consulted regularly: Grant Agreement Consortium agreement Guidelines for the use of the grant Frequently Asked."— Presentation transcript:

1 Financial Rules

2 Reference documents to be consulted regularly: Grant Agreement Consortium agreement Guidelines for the use of the grant Frequently Asked Questions For national partners:

3 Budget headings Staff costs (incl. replacement costs) Travel costs and Costs of stay Equipment Printing & Publishing Other costs Indirect costs Co-financing

4 STAFF COSTS Max 40% of the total eligible direct costs Co-financing is subject to the 40% limit Daily rates stated in project application should not be increased as they are just below maximum eligible rate Increase number of days, not salary rate!!!

5 STAFF COSTS Staff categories: Manager Researcher/Teacher/Trainer Technical Administrative Maximum eligible daily rates for EU staff or Tempus partner country staff (in ) is given Local salary rates to be applied

6 STAFF COSTS Country Manager Researcher Teacher/Trainer TechnicalAdministrative UK IT SI RS

7 To cover the costs of staff directly necessary for the achievement of the results and not covered by other sources: Administrative or academic tasks (3.1 Guidelines): Course development, maintenance of online courses/website, Language / IT courses, translation services, evaluation activities when performed by internal staff (if sub-contracted Other costs) Replacement costs for EU staff (3.3 of Guidelines) Purpose Contractualrules Staff costs should respect local salary rates and reflect the employing institution's usual policy on remuneration. Maximum reference daily rates: Guidelines/Annex 3. Supportingdocuments The beneficiary shall retain: For staff members: Staff Convention (Guidelines/Annex 1) For replacement of EU teaching staff: confirmation of engagement from EU institution and Staff Convention The beneficiary shall provide: Explanation & supporting documents (final report) if higher salary rates are applied (Guidelines/Annex 3).

8 TRAVEL COSTS & COSTS OF STAY Actual costs per person for: –Travel costs –Daily allowance Actual travel costs including visa fee and related obligatory insurance, travel insurance etc. Basic principle : the cheaper option

9 TRAVEL COSTS & COSTS OF STAY (Travel costs) Eligible travel costs –Expenses for travel by private or company cars –The price of a rail, bus or plane ticket Expenses for travel by private or company cars (whichever the cheaper option) will be refunded as a rate per km in accordance with the internal rules of the organization concerned up to a maximum of EUR 0.22 per km

10 TRAVEL COSTS & COSTS OF STAY (Cost of stay) Cover the daily allowance per person Expenses will be refunded with the internal rules of the organization concerned up to a maximum of the ceilings per person indicated at point of the Guidelines must be respected

11 TRAVEL COSTS & COSTS OF STAY (Cost of stay) Maximum costs of stay per person:

12 To cover the costs of travel and subsistence allowances of staff for mobilities linked to: teaching/training assignments, retraining, update of courses, practical placements, short visits for coordination and planning, language training, dissemination visits. Purpose The budget for Travel Costs and Costs of Stay should: cover only actual travel costs (including visa fee and related obligatory insurance, travel insurance and cancellation costs if justified) cover the daily allowance: the ceilings per person indicated at point of the Guidelines must be respected Travel for research activities is not allowed Contractualrules Supportingdocuments The beneficiary shall retain: a SIGNED & filled-in Individual Mobility Report for each mobility using the standard form (Guidelines, Annex 2) readable copies of travel tickets, invoices, boarding passes, receipts. The beneficiary is not requested to send any supporting documents with the Final report.

13 EQUIPMENT Only the purchase of equipment which is directly relevant to the objectives of the project can be considered as eligible expenditure. This could include – books and periodicals, – fax machines; –photocopying machines; –computers and peripherals, –software; –machines and equipment for teaching purposes; –video-projectors (hardware) and video-presentations (software); –television sets, – installing/setting up of communication lines for internet connection/Skype; –access to databases (libraries and electronic libraries outside the partnership); –consumables required to ensure the smooth functioning of equipment; –equipment maintenance, – insurance, – transport and installation costs.

14 EQUIPMENT Only for non EU partners For Serbian partners unique tender procedure is obligatory Requested tender procedure in Serbia will be conducted by University of Belgrade

15 Purpose To cover the costs of equipment directly relevant to the projects objectives (hardware and software), books, the costs for installing internet connection, for access to databases, for equipment insurance/transport/installation, for maintenance of equipment. Prior authorisation required for hire of equipment. Contractualrules The equipment must: be exclusively for PC universities included in the partnership (JP) be exclusively for PC universities/institutions/organisations included in the partnership (SM) Not public administration! be exempt from VAT and custom duties (they are not eligible) be recorded in the inventory of the institution where it is installed Total expenses for equipment cannot exceed the 30% ceiling (Co- financing is also subject to the 30% ceiling. Supporting documents The beneficiary shall retain: all invoices for all equipment declared costs proofs of tendering procedure (min. 3 quotations) for purchases above EUR 25,000 (no saucissonage!). The Beneficiary shall provide: Readable copies of invoices if the purchase is above EUR 25,000. The names of the firms consulted (min. 3) have to be indicated in the Financial statement (Final report).

16 Printing & Publishing Printing & Publishing budget heading can cover: –paper and electronic productions (electronic form) –design, development, –establishment and maintenance of website (external subcontract) –photocopying of teaching materials/documentation

17 Printing & Publishing Non eligible costs: –General photocopying –Internal staff costs (i.e. web updating, web maintenance, translation etc)

18 Purpose Printing & Publishing budget heading can cover: paper and electronic productions (electronic form) design, development, establishment and maintenance of website (external subcontract) photocopying of teaching materials/documentation General photocopying Indirect Costs Contractualrules Internal staff costs may not be covered by this budget heading (i.e. web updating and web maintenance), VAT ineligible. Supporting documents The beneficiary shall retain: all invoices (internal invoices to be issued for in-house printing and publishing) and subcontracts. The beneficiary shall provide: Copies of subcontracts and invoices if the contract or remuneration exceeds EUR 25,000 (3 quotation to be retained) The names of the firms consulted (min. 3) have to be indicated in the Financial statement (Final report).

19 Other costs Other costs budget heading can cover: –Costs related to dissemination of information (advertising in media, promotional materials such as pen, bags, posters, etc.) –Inter-project coaching (maximum of EUR 2,500) –Bank charges (including bank guarantee charges where requested) –External audit fees – Costs of subcontracting for specific tasks –Travel costs and costs of stay related to subcontracted service providers –Hire of premises for dissemination events (prior EACEA authorisation needed).

20 Purpose Other costs budget heading can cover: Costs related to dissemination of information (advertising in media, promotional materials such as pen, bags, posters, etc.) Inter-project coaching (maximum of EUR 2,500) Bank charges (including bank guarantee charges where requested) External audit fees Costs of subcontracting for specific tasks Travel costs and costs of stay related to subcontracted service providers Hire of premises for dissemination events (prior EACEA authorisation needed). Contractualrules Ineligible costs: hospitality costs, costs related to the use of materials & equipment incurred by institutions when hosting students/ staff, registration fees for courses/conferences, exchange losses, VAT, etc. Supporting documents The beneficiary shall retain: invoices, subcontracts, mobility supp. docs., bank statements The beneficiary shall provide: Copies of subcontracts and invoices if the contract or remuneration exceeds EUR 25,000 (3 quotation to be retained) The names of the firms consulted (min. 3) have to be indicated in the Financial statement (Final report).

21 INDIRECT COSTS Indirect costs include: –stationery, –general photocopying, –office supplies, – postage and telecommunication costs directly related to the project. –the cost of using internet and other computerized communication software Exception : the cost of installing an internet connection can be covered under equipment

22 INDIRECT COSTS The total amount for indirect costs is fixed at 7% of the total eligible direct costs. Formula accepted by Serbian Universities: Indirect costs per partner = No supporting documentation is required.

23 CO-FINANCING Costs equivalent to at least 10% of the total eligible costs and identified in the estimated budget of the action contained in Annex II as co-financing, must be financed from sources other than the European Union.

24 Summary table: supporting documents per budget headings Budget heading Supporting documents To be submitted to EACA To be submitted to project coordinator I. Staff Costs Formal justification for higher salary rates Staff Conventions for staff members For replacement costs, confirmation from the EU institution that the vacated role was filled for the period in question + Convention for each staff member filling the vacated role. II. Travel Costs & Costs of Stay None Individual mobility reports and all copies of travel tickets, boarding passes, invoices, receipts. III. Equipment Copy of invoices for equipment with a total value above 25,000* All invoices Three estimates / quotations for equipment purchases obtained by tender procedures Pictures of equipment

25 Summary table: supporting documents per budget headings Budget heading Supporting documents To be submitted to EACA To be submitted to project coordinator IV. Printing & Publishing Copy of the sub-contract and invoice when a sub- contract is above 25,000* All invoices Sub-contracts and invoices for external staff For all sub-contract, docs on the tendering procedure (min 3 quotations). V. Other Costs Copy of the sub-contract and invoice when a sub- contract is above 25,000* All invoices, bank statements Sub-contracts, invoices and travel supporting documents for external staff For all sub-contract docs on the tendering procedure (min 3 quotations). VI. Indirect Costs None None, but should be identifiable and justifiable (Art. II.14.3)

26 Supporting documents - Requested for Serbian partners (1) SERBIAN partners STAFF Staff convention Ugovori o Autorskom honoraru 1. Ugovori o autorskom honoraru (pojedinačno po autorima) 2. OPJ obrasci za svaki obračun sa dokazom da su predati poreskoj upravi 3. Izvodi koji dokazuju da su isplaćeni honorari i pripadajući porezi Ugovori o delu 1. Rekapitulacija zarade za učesnike projekta čije se zarade priznaju kao trošak projekta 2. Izvodi koji dokazuju isplatu neto zarada kao i pripadajućih poreza i doprinosa 3. OPJ obrasci za svaku isplatu 4. OD obrasci za svaku isplatu TRAVEL COSTS AND COSTS OF STAY IMR / individual mobility report/ Putni troškovi 1. Putni nalozi 2. Obračuni troškova po službenom putu 3. Sve fakture koje se odnose na putni nalog(putarine, hotelski računi, karte za prevoz, boravak na terenu, kotizacije za seminare/kongrese, dnevnice) 4. Dokazi plaćanja – i akontacije po konačnom obračunu (izvodi banaka i blagajnički izveštaji) 5. Računi koji nisu obuhvaćeni putnim nalozima i izvodi koji dokazuju njihova plaćanja (avio karte, hotelski računi...)

27 EQUIPMENT - all invoices for all equipment declared costs - proofs of tendering procedure Nabavka opreme 1. Dokumentacija koja dokazuje postupak javne nabavke 2. Fakture dobavljača* 3. Izvodi koji dokumentuju isplatu dobavljačima * priznaje se samo vrednost usluge, bez PDV-a PRINTING AND PUBLISHING Invoice for printing and publishing Troškovi štampe1. Dokumentacija koja dokazuje postupak javne nabavke 2. Fakture dobavljača* 3. Izvodi koji dokumentuju isplatu dobavljačima * priznaje se samo vrednost usluge, bez PDV-a OTHER COSTS All InvoicesOstali troškovi1. Fakture dobavljača 2. Izvodi koji dokazuju isplate faktura Supporting documents - Requested for Serbian partners (2)

28 The following costs are considered ineligible: return on capital; debt and debt service charges; provisions for losses or potential future liabilities; interest owed; doubtful debts; exchange losses; VAT costs declared by a beneficiary and covered by another action or work programme receiving a European Union grant; equipment such as: furniture, motor vehicles of any kind, equipment for research and development purposes, telephones, mobile phones, alarm systems and anti-theft systems; hospitality costs; costs related to the use of materials (computer, laboratory, library, etc.) incurred by universities, institutions, industries or companies when hosting staff; registration fees for courses, seminars, symposia, conferences, congresses; costs linked to the purchase of real estate;

29 Be aware Do not assume that all activities in your project application are automatically eligible. Before implementing any activity, please check first that the activities indicated in your project proposal are. An Audit Report on the action's financial statement and underlying accounts must be submitted for grants > 750,000

30 Be aware Any conversion of actual costs into euros shall be made by the beneficiary at the monthly accounting rate established by the Commission and published on its website applicable on the month of the first pre-financing until the second pre-financing is received, after which the rate of the month of the second pre- financing must be appliedhttp://ec.europa.eu/budget/inforeuro Dates of validity Currency Rate

31 REQUESTED DOCUMENTS

32 Staff Costs

33 Travel costs and costs of stay

34 o Boarding Pass for travel by plane most important document o Invoices for air plane tickets (electronic reservations) o Other transportation tickets and bills o Hotel bills ( not obligatory)

35 Thank You For Your Attention!!! Msc. Marija Šola International Relation Office, University of Belgrade


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