F LLL EX Financial and administrative management Jan Neyens Finance & Projectadministration Timing: 10.00h presentation 11.00h coffee break 11.15h presentation continuation + questions 12.00h lunch

F LLL EX Financial and administrative management Welcome to you, “key-players”, in this project: Partners: 18 partners (of which HEI’s, experts and national organisations) Associated Partners: 3 associated partners 1 external evaluator (members of the Advisory Board) Contractor: KHLeuven Agency: Education, Audiovisual and Culture Executive Agency (EACEA) from more then 10 countries (be, ie, lt, uk, at, fi, nl, fr, lv, tr, …) !

F LLL EX Financial and administrative management Agenda: 1.Contract with Agency 2.75/25 3.Eligible costs 4.Staff 5.Travel/subsistence 6.General meeting 7.Contract with Partners 8.75/25 to Partner 9.Flllex budget 10.Payments to Contractor 11.Expenditures 12.Payments to Partners 13.Payments schedule 14.Time sheet 15.Time sheet example 16.Calculation of “daily rate” Contact details

F LLL EX Financial and administrative management 1.Contract with Agency Contract between Agency (=EACEA) & Contractor (=KHLeuven) The contract (52pages + annexes): Will be placed on website.

F LLL EX Financial and administrative management 2. 75/25 Co-financing - “Grant principle” - 75%/25% On expenditures (*) there’s a grant of 75%: Example: staff cost = 100 euro  Your organisation makes expenditure of 100 euro  Flllex project pays you 75% = 75 euro (*) (*) if expenditure is; - eligible - approved in the budget, with correct invoice, proof of payment, documents, signatures, approved by the Agency (as stated in budget), …

F LLL EX Financial and administrative management 3. Eligible costs Eligible costs for FLLLEX fall in the categories: Staff Travel/subsistence Subcontracting Other

F LLL EX Financial and administrative management 4. Staff In Project Handbook (Guidelines for adm. & fin. Management and Reporting); Staff = “Costs relating to the following categories of staff are considered: Statutory staff, having either a permanent or a temporary employment contract with the partner Temporary staff, recruited through a specialised external Agency”

F LLL EX Financial and administrative management 5. Travel/subsistence: Travel: - use cheapest means of travel - if your travel costs exceed 350 euro you can not claim surplus on top of 350 euro - car travel, in accordance with the internal rules of the organisation concerned, up to a maximum of 0,22 euro per km, with an overall maximum of 350 euro.

F LLL EX Financial and administrative management 3. Eligible costs Staff Travel/subsistence Subcontracting Other => Mainly “Staff” & “Travel/subsistence”. Please note that Partners are not allowed to move costs from one budget heading to another. If you doubt, please contact us.

F LLL EX Financial and administrative management 6. General meeting Expenditures: Lunches, hotel, meetings, … paid by KHLeuven (75/25) Travel paid by partners (75/25) Guideline: Budget built to cover expenses for 1 person per organisation to attend meetings => 1st person “in budget”: 75/25 => 2nd person: on behalf of partner Your organisation will receive a detailed list of all costs concerning the General meeting. Please note we will avoid payments from Partner to Contractor.

F LLL EX Financial and administrative management 7. Contract with Partners Please add: - Bank details; bank account, bank name, iban nr, bic, … - Organisation data; address, name + function of legal representative of organisation who signs, … - signature, name, … Please return to us (Contractor) 2 signed copies before end of February 2010.

F LLL EX Financial and administrative management 8. 75/25 to partner - invoices, proof of payment, original/signed documents + evt. “translation note” - signed - in euro - eligible (comply with all financial and administrative rules laid out in the Administrative and Financial Handbook, as published on the EACEA website) - three-monthly reports & payments according to “document deadline” dates - indirect cost: at the end of the project - documents to be kept until 10 years after the end of the eligible period

F LLL EX Financial and administrative management 9. FLLLEX Budget Staff costs: euro Travel/subsistence: euro Subcontracting: euro Other: euro Indirect costs: euro Total project expenditures: euro Co-financing: 75% (*) Financing Grant: euro Partners’ own funding: euro Total project revenues: euro (*) according to the result of the “overall rating”

F LLL EX Financial and administrative management 10. Payments to Contractor (expected schedule): 01/2010: 40% of grant: euro 07/2011: 40% (after validation of the interim report): euro 09/2012: 20% (after validation of final report): euro Total grant = euro (*) (*) according to the result of the “overall rating”

F LLL EX Financial and administrative management 11. Expenditures according to the budget: expenditure 01/2010 -> 07/ ,5% of total budget: euro 07/2011-> 08/ ,5% of total budget: euro 9/2012 Total: euro

F LLL EX Financial and administrative management 11’ Expenditures according to the budget: expenditure75% of exp 01/2010 -> 07/ ,5% of total budget: euro euro 07/2011-> 08/ ,5% of total budget: euro euro 9/2012 Total: euro euro

F LLL EX Financial and administrative management 11’’ Expenditures according to the budget: expenditure75% of exp grant 01/2010 -> 07/ ,5% of total budget: euro euro euro 07/2011-> 08/ ,5% of total budget: euro euro euro 9/ euro Total: euro euro euro

F LLL EX Financial and administrative management 12. Payments to Partner: Three monthly payments: Example: Expenditure:-100 euro Three-monthly payment (66,66% of grant):+ 50 euro Payment at end of project (33,33% of grant):+ 25 euro

F LLL EX Financial and administrative management 13. Payments schedule On last Thursday of March, June, September & December we ask you to send us declarations. Two weeks later we pay you 66,66% of the grant. “deadline agenda” with exact data: on website. Rest of grant (33,33%) will be paid when receiving the final report & the final payment from EACEA.

F LLL EX Financial and administrative management 14. Time Sheet - Invoices or salary slip, proof of payment, original/signed documents, (employment) contract (+ “translation note”) - in euro - eligible ! - documents to be kept until 10 years after the end of the eligible period Please note: - sending three-monthly, see “deadline agenda” for three-monthly payments - you should use 1 time sheet per staff member involved in the project - “Daily rate” to be calculated per staff member

F LLL EX Financial and administrative management 15. Time Sheet – example: Fill in: Name organisation + partner nr Name of staff member Daily Rate Month(s) and year Annexes Worked days (in whole days) Description of activity Will be placed on website.

F LLL EX Financial and administrative management 16. Calculation of “Daily Rate” Step 1 - Gross annual salary in euro Employee’s basic salary plus any contributions made by the employer, pension costs and so on. Bonuses not included. Example: = (Salary + taxes + pension) Step 2 - Number of working days Example: 52 x 5 days – 25 days – 6 days = 229 days (weeks – annual leave – national holidays) Step 3 - Daily rate Example: / 229 = 61 Please note there are maximum daily rates by the EC.

F LLL EX Financial and administrative management Contract with EACEA Calculation of “Daily Rate” - Time sheet - “Deadline agenda” for three-monthly payments - FAQ - link to the exchange rate - …

F LLL EX Financial and administrative management 18. Contact Financial & administrative: Jan Neyens Finance & Projectadministration Phone: Mail: Nadia Falise Head of financial & administrative services Phone: Mail: Klaas Vansteenhuyse Head International Office Phone: Mail: KHLeuven Abdij van Park 9 B-3001 Leuven