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Project Budget Albena Vutsova&Lora Pavlova. When the Money becomes an issue Dont make it look as an absurdity Dont grasp it as an Golden goose The result.

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Presentation on theme: "Project Budget Albena Vutsova&Lora Pavlova. When the Money becomes an issue Dont make it look as an absurdity Dont grasp it as an Golden goose The result."— Presentation transcript:

1 Project Budget Albena Vutsova&Lora Pavlova

2 When the Money becomes an issue Dont make it look as an absurdity Dont grasp it as an Golden goose The result might be quite disappointing and…

3 Where to begin? Read the call text – there are hints for you! Keep in mind the type of project and upper funding limits allowed; Check the eligible costs and types of eligible activities Do not compare and copy/paste from other partners and/or projects First prepare the core of the project, then continue to calculations Choose the type of indirect cost calculation model

4 Collaborative projects (RTD) STREP (small-medium) RTD development – new knowledge Demonstration – viability of the new technologies (testing; prototypes) project management activities innovation-related activities, mainly for knowledge management and IPR protection

5 Collaborative projects (RTD) IP (large-scale) RTD – significant advance; typically multidisciplinary; Demonstration Innovation activities, including socia-economic studies; promote exploitation of results Training of researchers and other key staff + potential users of knowledge produced; Other specific type of activities Project managements

6 NoE - Joint programme of Activities Activities aimed at integration: mechanisms for coordination and possibly merging of research portfolios; Staff exchange schemes; complete or partial relocation of staff; shared and mutually accessible research equipment explore legal requirements for durable integration; setting up joint supervisory bodies; joint public relations Jointly executed research as an addition to own institutional portfolio, not part of the JPA Activities for spreading excellence joint training programmes; dissemination&communication promotion of the results Management

7 CSA – Coordinating activities Organization of events – conferences; meetings; workshops; seminars Related studies, exchange of personnel; exchange and dissemination of good practices; If applicable – definition; organization and implementation of joint activities, together with management actions; Management

8 CSA-Supporting activities monitoring and assessment activities; conferences; Seminars; Studies Expert groups; High-level scientific awards and competitions; Support for transnational access to research infrastructures or preparatory technical work; support for cooperation with other European research schemes

9 Personnel costs In FP7 – you can have temporary and permanent staff paid; Do not use overestimated monthly rates Make a difference between new (hired) and permanent personnel; Make difference between categories of staff or use a weighted average Cost of employment = salary + employers contribution + any accountable benefits ( car; mobile telephone, pension, etc.)

10 Personnel costs2 use a percentage for increase per annum: % of inflation; for outside the Euro zone – expected fluctuations in the exchange rate Calculate the PM following the EC net productive annual hours per person, i.e. 140 productive hours per month and 1,680 per annum ( NB! – full time employment on the PROJECT!)

11 DaysHours ( 8 hour working day) Annual 365 Less weekends 104 Net 261 =2.088 National/statuary holidays 8 Annual vacation 21 Annual sickness 12 Training courses 5 Staff meetings, etc. 3 Annual net productive time = hours per month Personnel costs3

12 Personnel costs4 So, the number of actual productive hours reported per employee should be divided into 141,33 Thus we will get the Person/months estimate Remember – PM has to be recorded Over time will be paid if one is working 100% on 1 project only

13 Time sheet Some organizations has Computerised system based of staff clocking in and out in the morning, evening and each break and for different tasks! In our cases normally work time-sheets Available on-line



16 Budget table template – summed - up Project acronymWP1WP2WP3WP4WP5WP6WP7Totals WP Name CMDissemWPname Man months0.00 Personnel costs Travel Equipment Materials Other Other direct costs Indirect costs Subtotal Audit cert0 0 Sub-contract Subcontracting Total budget Requested EC contribution

17 Partner 1,2, 3….. Part 1 MM w/o OH Funding rate O/Head rateWP1WP2WP3WP4WP5WP6WP7Totals 0in Euros50/750CMDissem WP nam e WP name WP name WP name WP name Labour rate00 Man months 0.00 Personnel costs Travel 0 Equipment 0 Materials 0 Other 0 Other direct costs Indirect costs Subtotal Audit cert 0 Sub-contract 0 Subcontracting Total budget Requested EC contribution

18 Man power total Part 1Part 2Part 3Part 4Part 5Part TOTAL ACTIVITIES Activities WP20.00 WP30.00 WP40.00 WP50.00 WP60.00 WP70.00 Total0.00 Consortium management activities WP1 Project Management0.00 TOTAL per PARTICIPANT0.00 Overall TOTAL MANPOWER 0.00

19 In-house consultant Worker that simultaneously fulfills the following: The beneficiary has a contract with a physical person and part of the tasks cover tasks to be carried under EC project; the work is designed, decided and supervised by the beneficiary; the results belong to the beneficiary; costs are close or equal to the personnel travel and subsistence are eligible if paid by the beneficiary NO overheads on the consultant costs – it uses employer's administrative services

20 Management costs Certificate on Financial statement costs and Audit certificates BUT without overhead as technically this is subcontracting; Certification of accounting system management of joint competitive calls within a large project or NoE or ERA-NET schemes; Updating and management of the CA Consortium management – technical issues; Overall legal, financial, ethical management; Coordination of knowledge-management plan

21 Research and Demonstration costs Material and immaterial resources deployed by a participant for carrying out research activities Costs for proving the viability for future applications of a research results; Trials or result validation – carried out on prototypes or pre-production systems can be classified under the Innovation or research activity type

22 Other costs IP protection – patent searches; filling of patent (or other type of IPR) applications, etc.; Dissemination activities – publications; conferences; workshops; web-based activities; Studies on socio-economic aspects – assessments of impact of the knowledge generated; analyses of the influence factors (e.g. standartisation; ethical or regulatory aspects); Promotion of exploitation of results – plan for knowledge use and dissemination; feasibility studies; take-up activities to promote early or broad application ( assessment; trial and validation of promising but not fully established technologies and solutions); Training activities – can include salary costs for those providing training but not for those being trained

23 Indirect costs costs for general administration and management; office or laboratory space, including rent or depreciation of buildings and equipment and all related expenditures such as water, electricity; maintenance ; insurance and safety costs communication expenses, network connection charges, postal charges and office supplies; depreciation of common office equipment such as PCs, laptops, office software; various consumables

24 Third party costs Can be eligible if: There is a pre-existing agreement between the beneficiary and the third party; This is written in the Annex 1 of the GA; Certified by an external auditor and the beneficiary can only declare them in its accounts If above can not be fulfilled - receipt

25 Receipts Resources made available by third parties to the beneficiary by means of financial transfers or contribution in kind which are free of charge and have been contributed by the third party specifically to be used on the project Income generated by the project (e.g. admission fee to a conference carried out by the consortium, sale of the proceedings of the conference, etc.) Income generated from the use of foreground resulting from the project shall not be considered a receipt

26 Receipts2 The receipts would not have an impact on the EC contribution, as long as their amount does not exceed the difference between the eligible costs of the project and the EC contribution:

27 Equipment costs Depreciation is applied The Formula: A/BxCxD, where A is the period of months during which the durable equipments is used for the project after invoicing; B is the normal depreciation period; C is the actual cost of the durable equipment D is the percentage of usage of the durable equipment for the project Lap Top 36/24x1000x0.30 =450 euro

28 NoE costs The leading is the Number of researchers involved EC provides 23,500 per researchers per year Addition of further partners will not affect the funding 4000 per year for each registered doctoral student

29 Important issues Each partner has to prepare its own calculations – Why?; Too many PM/or too high PM costs No subcontracting envisaged No equipment envisaged Indirect cost calculation Or check it before submission

30 Thank you

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