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TEMPUS PROGRAMME PROJECT REPRESENTATIVES’ MEETING Brussels, March 2010 Management of the Grant Agreement

THE AIM OF THIS PRESENTATION Essential information on the Tempus Grant Agreement and other important documents Approach and rules for sound contractual management:

OUTLINE Structure of the Grant Agreement Hierarchy Special Conditions and General Conditions Annexes Guidelines for the Use of the Grant FAQ

STRUCTURE OF THE GRANT AGREEMENT I. Special Conditions II. General Conditions Part A: Legal and Administrative Provision Part B: Financial Provisions Annex I:Description of the action Annex II: Estimated budget of the action Annex III:Mandates Annex IV:Technical implementation reports and financial statements to be submitted Annex V: List of co-beneficiaries

CALL FOR PROPOSALS (the foundation) HIERARCHY Grant Agreement: SPECIAL CONDITIONS Grant Agreement: GENERAL CONDITIONS Annexes Project Proposal PRECEDENCE ++ -

eligible. 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 BEWARE!

The 2009 projects are the first to use the new Multi-beneficiary Grant Agreements: NEW TERMINOLOGY! Tempus IV, First Call 2008 Tempus IV, Second Call 2009 Grant holder  co-ordinator Partner  co-beneficiary Partners (collective term)  beneficiaries

SPECIAL CONDITIONS Purpose of the Grant (Article I.1) Duration (Article I.2) Role of the Beneficairies (Article I.3) -Mandate -Partnership Agreement -Approach to Conflict Resolution

SPECIAL CONDITIONS Financing the Action (Article I.4) -Annex II – Estimated budget -Maximum Agency Contribution (Article I.4.3) -% co-financing -Transfers between budget headings -Indirect costs

11% 89% I.4.3The Agency shall contribute a maximum of EUR «xxx.xxx,xx», equivalent to «xx,xx»% of the estimated total eligible direct costs indicated in paragraph 2 plus up to 7% flat-rate funding for indirect costs. The final amount of the grant shall be determined as specified in Article II.17, without prejudice to Article II.19. The European Union grant may not finance the entire costs of the action. The amounts and sources of co-financing other than from European Union funds shall be set out in the estimated budget referred to in paragraph 1. PROJECT FINANCE€ Co-financing: at least 10% of the total eligible direct costs (from the own resources of the partnership) 110, Tempus grant: includes financing to a maximum of 90% of the total eligible direct costs (from the EU) 890, Indirect costs:50, TOTAL PROJECT FINANCE1 050, % 89% AGENCY AND CO-FINANCING CONTRIBUTIONS

Payment Arrangements (Article I.5) -Pre-financing (60%) -Further pre-financing (30%) -Payment of the Balance (max. 10%) SPECIAL CONDITIONS NEW! NEW! External Audit Report Required for grants of €750,000 or more Can be financed from the ‘Other Costs’ budget heading

Bank Account (Article I.7) =0 General Administrative Provisions (Article I.8) Postal Address Support Details of co-ordinator Law Applicable and Competent Court (Article I.9) Data Protection (Article I.10) SPECIAL CONDITIONS Single contact person for all communication s with EACEA

Other Special Conditions (Article I.11) -Exchange Rates two rates per project -Implementation Contracts €25,000 and above -Publicity -Use of the Results -Cooperation obligation -Eligible Costs -Depreciation SPECIAL CONDITIONS

GENERAL CONDITIONS Some key points: Liability (Article II.1) Ownership/Use of the Results (Article II.3) Evaluation (Article II.6) -NTOs, Tempus team, External monitors Award of Contracts (Article II.9) -Contracting not covered in the proposal and the estimated budget requires prior authorisation!

 No later than one month before the end! Termination Procedure and effects (Article II.11) Financial Penalties (Article II.12) -For grave breaches of obligations under the Agreement (% repayment) Supplementary Agreements (Article II.13)  GENERAL CONDITIONS Contractual Amendments: Extension of Eligibility Period Budget modification Addition or Withdrawal of a co-beneficiary/Expert Change in Bank Details

GENERAL CONDITIONS Eligible and Ineligible Costs (Article II.14) Requests for Payment (Article II.15) Determining the Final Grant (Article II.17) Recovery (Article II.18) Checks and Audits (Article II.19) -No longer required to send all supporting documents  strengthened audit policy

Annex I: Description of the Action Annex II: Estimated Budget Workshop to follow Annex III: Mandates Annex IV: Reports to be submitted -Report templates can be downloaded from the Tempus website Workshop to follow Annex IV: List of co-beneficiaries ANNEXES

GUIDELINES FOR THE USE OF THE GRANT How to make changes to the Consortium Detailed information on the different budget headings -Information on eligible/ineligible activities -Information on supporting documents to send and to keep

GUIDELINES FOR THE USE OF THE GRANT How to transfer € between budget headings Reference daily rates for Staff Costs and Ceilings for Costs of Stay Staff Convention and Individual Mobility Report forms

FREQUENTLY ASKED QUESTIONS (FAQ) A valuable reference document -Covers a multitude of questions and different situations -Available on the Tempus Website

QUESTION NOT ANSWERED? Please contact the Tempus team EACEA-Tempus-Project-

Guidelines for the Use of the Grant FAQ the Tempus team ANNEXES GRANT AGREEMENT PROJECT PROPOSAL CALL