ITN Finances and Budget

ITN Finances and Budget Content General funding principle Financial contribution Eligible costs Contribution of the Union to the ITN Direct costs, indirect costs Categories of eligible costs Activities carried out by the Researchers Activities carried out by the Beneficiaries (host organisation) Non-eligible costs Claimed costs - Exchange rates, Subcontracting, Joint Research Unit, Events organisation, Personnel, Certificate on Financial Statements 3. Payments An individual researcher may not be supported as an Early Stage and Experienced Reseracher within the same ITN!

General funding principles Financial contribution Grant Agreement: maximum contribution EUR 5.039.854,37 Max. 40 % to a single country in multipartner ITN Any interest generated by the pre-finanincing and other income will be deducted from the final contribution (AVOID RECEIPTS!!!) Breakdown table in Annex I is indicative Transfer on budget between activities and beneficiaries may be allowed on a case-by-case basis to be verified with the Project Officer However, the Marie Curie Grant Agreement prohibit transfers of budget from the Allowances allocated for the activities carried out by the researchers (categories A, B, C and D) to the amounts allocated for the activities carries out by the beneficiary (host; categories E,F,G,H) If we spend less than the maximum EC contribution, the Union will give us less. If we spend more, the EU will NOT cover the difference!

General funding principles Eligible costs Actual Related to the objectives of the project, consistent with the principles of economy, effeciency and effectiveness Recorded into accounts of beneficiary Incurred during the duration of the project except costs incurred in relation to final reports and reports corresponding to the last period as well as Certificates on Financial Statements when requested at the last period and final reviews if applicable (up to 60 days after the end of the project)

Union contribution to ITN Direct costs Expenses for the activities carried out by the researchers categories A,B,C,D Expenses for the activities carried out by the beneficiaries category E,F,G Indirect costs Overheads category H

Contribution of the Union to the ITN Stipend may be used for visiting scientists for example! Pay the researchers the actual amounts they are entitled to receive. The allowances of the researchers are GROSS AMOUNTS and include health insurance costs. Consequently, the net salary results from deducting all compulsory social security contributions as well as direct taxes (e.g. income tax) from the gross amounts!!! Important notice: Allowances A, B & C Please note that social security contributions and taxation of the different allowances vary from country to country. The travel, mobility and career exploratory allowances have been conceived as separate flat rate amounts and where national taxation allows, it is the intention that these amounts should not be subject to personal taxation or employers deductions. In order to obtain an estimation of the actual net allowances for the researchers, it is recommended to consult the host institution and/or the relevant National Contact Point (see Annex 1).

Contribution of the Union to the ITN Eligible costs – activities carried out by the researchers: all allowances cover gross salary paid to the researcher and include employer social security charges > net salary results from deducting all compulsory social security contributions as well as direct taxes from the gross amounts. reference date for family situation is the date of recruitment parental leave: eligible costs = employer costs under national law (if mandatory and not refundable) to be checked with the Project Officer on casa-by-case Family Status: if the researcher gets married during the lifetime of his PhD, the flat rate for the mobility does NOT change!!!! Parental Leave:it could be that the total amount of the person-months could increase, but before we have to ask the project officer!

Contribution of the Union to the ITN

Contribution of the Union to the ITN Non-eligible costs: Identifiable taxes including VAT Duties Interest owed Provisions for future losses or charges Exchange losses Costs reimbursed in the frame of another EU project Debt and debt service charges Excessive or reckless expenditure

Contribution of the Union to the ITN Claimed costs – Exchange rates: all costs MUST be claimed in EURO Exchange rates published by the European Central Bank on the date that the actual costs were incurred or on the first day of the month following the end of the reporting period contact your National Contact Point ! Exchange rates: try to pay a conservative salary to the researchers because you will have to take into acount the adjustments caused by the exchange rates!

Contribution of the Union to the ITN Claimed costs - Subcontracting: only if foreseen in Annex I NO SUBCONTRACTING FOR QUEST!!! Except for the External Certificate on Financial Statement ( = old Audit Certificate of FP6) = subcontracting. It must be deducted before calculation of overheads! Audit certificates (= for FP7 Certificate on Financial Statement) from External Auditors are SUBCONTRACTING! External Auditor: costs charged to category G but MUST be deducted from cat. H Internal Auditor: costs charged to cat. G and NEED NOT to be deducted from cat. H

Contribution of the Union to the ITN Claimed costs – Joint Research Units or Unités Mixtes de Recherche: Pay attention to JRU/UMR Identified in Grant Agreement and in Annex I Their costs have to comply with the principles established in articles II.14 and II.15 Each third party fills in its costs in an individual Form C The beneficiary will submit both its Form C and the one of the third party and a summary financial report consolodating the sum of the eligible costs borne by the third party and the beneficiary itself. An individual researcher may not be supported as an Early Stage and Experienced Reseracher within the same ITN!

Contribution of the Union to the ITN Claimed costs – Organisation of events: Meeting and conference attendance, participation in training actions, research costs for recruited fellows: category D organisation of internal network events (technical meetings, training events not open to external researchers but just for researchers within the network): category E organisation of international conferences, workshops and events open to researchers from outside the network: category F Participant list to be kept! If the event generated income > must be taken into account in claimed costs > Union contribution is less!

Contribution of the Union to the ITN Claimed costs – Personnel costs other than those related to fellows: ONLY for assistance in management activities (category G) other personnel costs (e.g. supervision/teaching) are NOT eligible costs It is unlikely that 7% of management costs will cover the costs of a full-time administrative assistence but in any case ½ a position is there!

Contribution of the Union to the ITN Claimed costs – Certificate on Financial Statements (CFS) = old Audit Certificate of FP6: CFS mandatory when the amount of financial contribution claimed by a beneficiary is ≥ 375.000 € next CFS needed when claiming again ≥ 375.000 € CFS for < 375.000 € is not an eligible cost To be submitted together with Financial Statement at the end of the reporting Period To be charged to category G: in case of internal auditor the costs have NOT to be detracted from category H in case of external auditor (=subcontratcing), the costs have to be detracted from category H

Therefore Pre-financing paid = (65% - 5%) X total contribution = Payments Pre-financing is 65% of total contribution: 65% of 5.039.854,37 € = 3.275.905,34 € Only one Pre-financing payment Pre-financing remains the property of the EU until final payment Guarantee Fund: Is 5% of total contribution: 5% of 5.039.854,37 € = 251.992,72 € Replaces other financial guarantees In principle, this amount will be reimbursed at project end Therefore Pre-financing paid = (65% - 5%) X total contribution = 3.023.912, 62 € An individual researcher may not be supported as an Early Stage and Experienced Reseracher within the same ITN!

Payments Pre-financing to the partners: Pre-financing payment: (65% – 5%) x total contribution Pre-financing payment: 60% now 40% after Progress Report has been accepted

Payments Interim payment: After approval of the periodic report Based on accepted claimed costs interest earned/receipts taken into account Final payment: following approval of the final report 10% retention of total contribution until final payment Guarantee Fund contribution will be returned (normally 5%) to the beneficiaries via the coordinator at the moment of the final payment Pre-financing + Interim payment = 90% of total contribution

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