LINKED Administrative & Finance overview18/03/2010 LINKED Leveraging Innovation for a Network of Knowledge on Education LIFE LONG LEARNING PROGRAMME LLP ADMINISTRATIVE & FINANCIAL OVERVIEW FOR PARTNERS

LINKED Administrative & Finance overview18/03/2010 EUN Management Team As Coordinator: EUN Management Team Patricia Wastiau Caroline Kearney Leo Guilfoyle Our role in the project is to Take charge of the technical, financial and administrative coordination of the project Check and submit the deliverables Distribute the funds Be an intermediary between the partners and the European Commission 2

LINKED Administrative & Finance overview18/03/2010 The Role of the Partner As a partner, you will: Designate one or more persons who will direct the work and ensure that the partner tasks (as specified in the work packages) are carried out to the required standard Forward all data needed to draw up the deliverables to the coordinator Forward complete accurate financial statements to the coordinator 3

LINKED Administrative & Finance overview18/03/2010 Reporting to EC Partners LINKED Management Team Reporting to EC Reporting to EUN 4 Reporting Structure

LINKED Administrative & Finance overview18/03/2010 Reporting Structure for Financial and Legal Matters Leo Guilfoyle (EUN Project Support Team) each One administrative representative from each Partner organisation preferably from respective finance departments (details of this individual should be found on the Google doc) 5 Reporting to EC Reporting to EUN

LINKED Administrative & Finance overview18/03/2010 Partner Reporting Requirements Detailed financial report with supporting documents to be submitted to EUN at final report stage (Report due – 31st January 2011) Complete a SHORT questionaire (which will be sent to you next month with your partnership agreement) WHY IS THIS QUESTIONAIRE NECESSARY! TO ENSURE THAT YOUR COSTS ARE ELIGIBLE AND ARE CONSISTENT WITH THOSE PROJECTED IN THE PROPOSAL. 6

LINKED Administrative & Finance overview18/03/2010 Reporting on LLP projects Familiarise yourself with the following headings: Co-funding principle Reporting templates (To be given to you at month 6) Eligible and ineligble project costs Rules concerning Staff costs LLP guidelines on Travel & Subsistence costs Subcontracting Rules concerning Other costs Indirect costs in LLP projects 7

LINKED Administrative & Finance overview18/03/ CO-FUNDING PRINCIPLE LINKED is a EC GRANT PROJECT: part EC funded/part partnership funded LINKED TOTAL BUDGET = €248, EC FUNDING (GRANT) 75% = €186, CONTRIBUTION FROM PARTNERS 25% = €62,245.11

LINKED Administrative & Finance overview18/03/2010 LINKED Budget Overview

LINKED Administrative & Finance overview18/03/ General Principles of Eligibility (II.14.1) Reported costs are actual (real) costs – not just estimated or budgeted costs Respect principle of economy and cost effectiveness Incurred during the duration of the project (February 1st 2010 – 31 st January 2011) Recorded and verifiable in the accounts of the Partner Must be connected with the execution of the project

LINKED Administrative & Finance overview18/03/ Direct Costs Personnel Travel & subsistence Subcontracting Other specific Costs Cost Categories

LINKED Administrative & Finance overview18/03/2010 Direct Costs (II.14.2) Personnel Costs 1 Timesheet per person working on project (The timesheet template will be provided to you by EUN) Report actual days spent working on the project Report actual daily rates of personnel 12

LINKED Administrative & Finance overview18/03/ Personnel You must not exceed the maximum rate as specified in the following table:

LINKED Administrative & Finance overview18/03/2010 Direct Costs (II.14.2) Travel Travel : – Actual & Economical Note : travel from/to Non-EU/EEA countries needs prior approval from LINKED project officer at the European Commission 14

LINKED Administrative & Finance overview18/03/ TRAVEL EXPENSES DON’T FORGET TO KEEP ALL PROOFS! Travel agency invoices, online bookings or train tickets – prices must be clearly visible When flying please keep boarding cards When submitting financial report, please show receipts for all claimed travel. Boarding cards Invoice travel agencyOnline-booking form

LINKED Administrative & Finance overview18/03/2010 Direct Costs (II.14.2) Subsistence Subsistence rate = per diem Or Actual costs = reimbursement of receipts You must be able to prove that you had an over night stay to claim the full day per diem. Please submit hotel invoice with all travel and subsistence claims Rates to be used = the 07/07/2009 subsistence rates as detailed on the EC website 16

LINKED Administrative & Finance overview18/03/2010 Direct Costs (II.14.2) Subcontracting No partner subcontracting costs have been foreseen in the LINKED budget Written approval from the Commission is required if: Unforeseen subcontracting is required 17

LINKED Administrative & Finance overview18/03/2010 Direct Costs (II.14.2) Other costs: Costs for the organisation of workshops/conferences Web site hosting Web site design Printing of dissemination materials at an external print company Software licenses Cost of certification of financial statements (Audit certificate) Please provide invoices/proof of payment of all costs in this category 18

LINKED Administrative & Finance overview18/03/2010 INDIRECT COSTS (II.14.3) UP TO 7% OF THE TOTAL AMOUNT OF ALL ELIGIBLE DIRECT COSTS EXAMPLES OF INDIRECT COSTS : Equipment related to admin of the project Communication costs Infrastructure costs (rent electricity heating) of premises where project is carried out Office supplies Photocopies 19

LINKED Administrative & Finance overview18/03/2010 Ineligible costs (II.14.4) Under no circumstances can the following types of costs be considered as eligible: Return on capital Debt and debt service charges Provisions for losses or potential future liabilities (provisions for contractual and moral obligations, fines, financial penalties and legal costs) VAT (unless beneficiary unable to recover it) Costs of opening and operating bank accounts Costs declared by the beneficiary and covered by an other project. 20

LINKED Administrative & Finance overview18/03/2010 Successfully Completing LLP Projects Invaluable Documents The Grant Agreement [GA] – Answers the majority of your questions The Description of Work [DoW] – Annex 1 of the GA – Describes what you are expected to do and how – Details the work plan, expected results, budget distribution per work package – Provides the list of Deliverables with requested month of delivery Please be aware that any significant changes to the description of work will require approval by the Commission in the form of an amendment. ***Reviewers will evaluate your work against the DoW*** 21

LINKED Administrative & Finance overview18/03/2010 Distributing Payments to Partners Partnership agreements will be sent to you all in April Your 1 st instalment (75% of your grant) will be paid to you within 60 days of your signed partnership agreement being received at the EUN offices)) The balance payment will be paid to you within 60 days of the Agency approving the final report and the final financial statement 22