LIFELONG LEARNING PROGRAMME/LEONARDO DA VINCI-TRANSFER OF INNOVATION 3 C PROJECT Department of Sanitary and Environmental Engineering, Budapest University of Technology and Economics PRESENTATION FOR ADMINISTRATIVE AND FINANCIAL MANAGEMENT

Subject of the financial presentation Official interim financial and narrative report (mistakes+general experience+recommendation) How to compile the report? Budget Budget modification

Official interim report Interim report (official) was submitted: by 10/01/2015- financial+professional (Reporting period: 1/11/2013 – 31/10/2014) Feedback from NA did not arrive yet Expected in the end of March

Financial interim report General comments Copies are not readable Documents are not compiled by budget category: staff; travel&subsistance; other;equipment, subcontracting Proofs of payment are missing The reported amount does not match on the invoices and in the official excel sheet Documents does not include the reference stamp Documents are not signed We are not able to identify the subject of the invoice/document since lack of english translation

Financial interim report General comments The reported amount includes the sum of VAT even the organisation is able to recover VAT Official excel sheet for reporting was not filled or barely filled. NEW FORM! Please fill the excel sheet according to the prescribed format (for example date) Exchange rate is incorrect

Insufficiencies by cost types Staff cost: Timesheets are filled partly: nr of hours/duration of work/reported amount are missing (this is the base of staff cost reporting) Working contract/proof of payment of salaries+social security contribution are missing (or declaration) Job description is missing Timesheets are not dated and signed by employer and manager Supporting documents for staff cost calculation are missing- how did you calculated the daily rate? In case of auditing visit we have to provide all supporting documents, like payslips, banks statements, working contracts etc. Daily rate are higher than EU ceilings- ineligible cost/or too low The daily rate must be provided in EUR not in your currency

Insufficiencies by cost types Travel&subsistance cost: Proof of payment of flight tickets are missing Boarding cards are missing Amount on summary sheet does not match to the amount in the official reporting form The reported amount in the summary sheet is not harmonized to the amounts of invoices Table of summary of expenses is missing Expenses about different travels must be reported in separeted sheets

Insufficiencies by cost types Other cost/subcontracting cost Proof of payment is missing No contract attached English translation is missing Concerning contracts does not include the project reference number

Recommendation for the next period Create a dropbox or a common surface for uploading documents To submit the documents about paid expenses in 30 days as they occured- for example travel&subsistance cost, subcontracting and other cost Checking the table of balance and plan cash flow to avoid a lot of remaining amount Please note that you have to prefinance the 20% of the last period! The next unofficial reporting deadline is 15May 2015 (reporting period 01/11/ /04/2015)

Reported amount in the official reporting period The total budget (amount of grant +own contribution) is EUR The amount of advance payment (1st installment) is EUR. Spent from advance payment EUR Next payment is due in April 2015 with the second 40% of the grant amount

Budget modification - Budget modification- rules for budget modification (staff cost and operational cost)- in case of exceeding of 10% for modification of Heading A Staff cost and Heading B Operational, we have to submit an official request for National Agency - Under budget category B operational cost (travel&subsistance; other; subcontracting cost) we are able to reallocte amount without any official request. Only justifiction needs to be sent to National Agency. - The deadline of submitting of your request and reccomendation for budget modification is 28th February Format will be sent by to all partner organization!

3 C PROJECT THANK YOU FOR THE COOPERATION!