Financial management of DBBT project Milos Subotic – Tartu, Estonia 12 September, 2017

DBBT budget info Estimated budget of DBBT Maximum Grant contribution to the project costs Staff costs: 312.071 EUR Travel costs: 77.145 EUR Costs of stay: 142.110 EUR Equipment costs: 220.000 EUR Subcontracting: 76.960 EUR Total project expenditures: 828.286 EUR

Installments from EACEA to the UPKM -Project coordinator pre-financing payment of 50% of the maximum amount upon entry into force of the Agreement (already transferred during 2016) second payment of 40% of the maximum amount if: at least 70% of the previous pre-financing installment is spent the statement of costs incurred and the request for payment is sent to EACEA the progress report on the implementation of the Action (Intermediate report) is sent to EACEA balance of 10% upon the approval of the Final Report

Exchange rate Exchange rate which DBBT will used : On the month of the first pre-financing for all costs incurred until the second pre-financing is received Exchange rates for February 2016 On the month of the second pre-financing for all costs incurred until the end of the project Exchange rates for July 2017 http://ec.europa.eu/budget/contracts_grants/info_contracts/inforeuro/index_en.cfm  

Preparing for the writing of the report: forms and supporting documentation -To fill the financial part of the report, it is necessary to have prepared documentation. -All staff conventions/joint declaration should be filled out, signed and notarized in a short period of time after the payment of fees -All ITR forms should be completed and signed as soon as possible after returning from the travel. Recommendation: Immediately gather all supporting documentation (make copies of airline tickets, boarding passes, bus and train tickets, account for leased vehicles and the like). -All other accounts, such as for equipment and so on. Should also be timely to be copied or scanned. On the end of project all scans and copies should to be upload on DBBT website.

Staff Costs - Supporting documents Project partners should keep all documentation related to staff costs and upload scans on DBBT website: JOINT DECLARATION for each person employed ORIGINAL (https://eacea.ec.europa.eu/erasmus-plus/beneficiaries-space/capacity-building-in- higher-education_en) TIME-SHEET (attached to each staff convention), indicating number of days worked for corresponding month/year, description of tasks , outputs produced and related work package ORIGINAL (https://eacea.ec.europa.eu/erasmus-plus/beneficiaries-space/capacity- building-in-higher-education_en) ANY EVIDENCE allowing to verify that declared workloads correspond to actual activities/outputs (e.g. inter institutional contract, attendance lists for lectures given, tangible outputs / products, salary slips, etc.) EMPLOYMENT CONTRACT PROOF OF PAYMENT (e.g. bank statement) TAX STATEMENT (if applicable)

Staff Costs - Supporting documents Staff Convention Form- Joint Declaration signed by task performer, signed and stamped by the person responsible (e.g. Rector, Vice-rector) For different staff categories, separate convention forms Time sheet indicating date of the service provided indicating number of days worked indicating the task performed signed by task performer and by the responsible person

Travel Costs and Costs of Stay Supporting Documents The travel distance identified will be used to calculate the corresponding unit cost (http://ec.europa.eu/programmes/erasmus-plus/tools/distance_en.htm). Each unit cost applied will contribute to the costs of travel for the round trip, regardless of the expenses actually incurred. Costs of stay In order to apply the correct unit cost, the beneficiary must identify the duration in days of the activity (including the travel from their place of origin to the venue of the activity and vice-versa) and apply the corresponding unit costs. Each unit cost applied will contribute to the costs of stay regardless of the expenses actually incurred.

Travel Costs and Costs of Stay Supporting Documents Individual travel report (ITR) - SIGNED & filled – ORIGINAL (https://eacea.ec.europa.eu/erasmus-plus/beneficiaries-space/capacity-building-in- higher-education_en) Table of specificaltion of travel and stay costs (if applicable) Travel order/decision (if applicable) Proof that the trip actually took place (e.g. travel tickets, boarding passes, invoices, receipts, proof of attendance in meetings and/or events (attendance list), agendas, tangible outputs/products, minutes of meetings) Proof of payment for travel costs and costs of stay (bank statement) Proof of payment for taxes (if applicable)

Equipment Supporting document For the purposes of any financial evaluation and/or audit, beneficiaries will have to be able to justify / prove the following elements: The declared costs are identifiable and verifiable, in particular being recorded in the accounting system of the Beneficiary. The equipment is properly registered in the inventory of the institution concerned. All equipment must be Labelled with E+ stickers! The following should be retained with the project accounts: Invoice(s) for all purchased equipment (please note that order forms, pro-forma invoices, quotations or estimates are not considered as proof of expenditure). VAT exemption statement Documentation on the tendering procedure and three quotations (for more than 25000 Euros) Proof of payment (bank statement)

Subcontracting Supporting documents Implementation of specific tasks, by third party, to which a contract is awarded by one/several beneficiaries. Typical activities which may be sub-contracted (provided they are not carried out by beneficiaries' staff): Evaluation activities and auditing IT courses Language courses Printing, publishing and dissemination activities Translation services Web design and maintenance Logistic support for the organisation of events Invoices, subcontracts and bank statements

Documentation All financial documentation should be prepared and scan. Each project partner is responsible for his own documentation. Financial documentation (staff costs, travel costs, equipment and subcontracting costs) should be scanned as pdf and uploaded on DBBT financial platform. https://dbbt.pr.ac.rs/wp- login.php?redirect_to=https%3A%2F%2Fdbbt.pr.ac.rs%2Fwp- admin%2F&reauth=1 Annex VI should be fulfilled

DBBT financial platform Each DBBT partner have its one financial platform on the DBBT website.

DBBT financial platform

Tartu 14th September 2017 milos.subotic@pr.ac.rs