This project has been funded with support from the European Commission. This publication [communication] reflects the views only of the author, and the Commission cannot be held responsible for any use which may be made of the information contained therein. IIS “L. LUZZATTI” PROJECT MANAGEMENT Kick-off meeting Venice, February

‘This project has been funded with support from the European Commission. This publication [communication] reflects the views only of the author, and the Commission cannot be held responsible for any use which may be made of the information contained therein.’ CONTRACT 2  PARTNERS HAVE TO SIGN THE CONTRACT WITH THE PROMOTER  ANNEX I : BUDGET  ANNEX II: PARTNERS’ TASKS FOR EACH WP

‘This project has been funded with support from the European Commission. This publication [communication] reflects the views only of the author, and the Commission cannot be held responsible for any use which may be made of the information contained therein.’ INTERIM & FINAL REPORT 3  THEY REPORT ON THE PROJECT’S PROGRESS AND ACHIEVEMENTS  INTERIM REPORT: mid-term update on how a project is advancing against original plans and budgets  FINAL REPORT: allows an overall evaluation of the project and of the use of EU funds  INTERIM REPORT by the 30th of November 2011  FINAL REPORT by the 30th of November 2012 PARTNERS’ TASKS: to fill in the financial tables to send all proofs of expenses (invoices) By the dates written in the Contract

‘This project has been funded with support from the European Commission. This publication [communication] reflects the views only of the author, and the Commission cannot be held responsible for any use which may be made of the information contained therein.’ INTERIM & FINAL REPORT 4  THE GOOD EVALUATION OF THE INTERIM REPORT LEADS TO THE LAUNCH OF THE NEXT PAYMENT  THE GOOD EVALUATION OF THE FINAL REPORT LEADS TO THE LAUNCH OF THE FINAL PAYMENT TO RECEIVE THE NEXT PAYMENTS IT IS NECESSARY TO SPEND AT LEAST 70% OF THE AMOUNT RECEIVED BY THE NATIONAL AGENCY

‘This project has been funded with support from the European Commission. This publication [communication] reflects the views only of the author, and the Commission cannot be held responsible for any use which may be made of the information contained therein.’ CATEGORIES OF COSTS 5 DIRECT COSTS: specific costs directly linked to the project’s execution A. STAFF B. OPERATIONAL COSTS 1. TRAVEL AND SUBSISTENCE 2.EQUIPMENT (10% of the direct costs) 3.OTHER C. SUBCONTRACTING COSTS (30% of the direct costs) INDIRECT COSTS: max 7% of the total direct costs Not directly linked to the project’s execution It is not necessary to provide invoices N.B. VAT is considered an eligible cost if the institution is able to demonstrate that it cannot be recovered!!

‘This project has been funded with support from the European Commission. This publication [communication] reflects the views only of the author, and the Commission cannot be held responsible for any use which may be made of the information contained therein.’ STAFF 6  Statutory staff having either a permanent or a temporary employment contract with a partner of the consortium  Temporary staff recruited through a specialised external agency NB: Contracts with VAT number are eligible only if they are valid for the whole project

‘This project has been funded with support from the European Commission. This publication [communication] reflects the views only of the author, and the Commission cannot be held responsible for any use which may be made of the information contained therein.’ STAFF 7  Staff costs should be reported based on real daily rates which cannot exceed the maximum rates published on the website of the NA  Staff cost rates are based on average rates corresponding to the Beneficiary’s usual policy on remuneration comprising actual salaries plus social security charges and other statutory costs  They are calculated by multiplying the number of working days and the real daily staff cost rate  Non-statutory costs like bonuses, lease car, incentive payments, etc. are excluded N.B. Staff members of project partners are not allowed to operate in a subcontracting capacity for the project

‘This project has been funded with support from the European Commission. This publication [communication] reflects the views only of the author, and the Commission cannot be held responsible for any use which may be made of the information contained therein.’ TRAVEL COSTS 8  Travel costs only for staff taking part in the project are considered eligible  Only for journeys directly connected to specific and clearly identifiable project-related activities  Reimbursement must be based on real costs  Partners are required to use the cheapest means of travel  The travel cost for a journey should include all costs and means of travel from the point of origin to the point of destination (and vice versa)  Visa fees, travel insurance and cancellation costs may be included N.B. For rented cars or taxis: the actual cost where this is not excessive compared with other means of travel

‘This project has been funded with support from the European Commission. This publication [communication] reflects the views only of the author, and the Commission cannot be held responsible for any use which may be made of the information contained therein.’ SUBSISTENCE COSTS 9  Subsistence costs only for staff taking part in the project are considered eligible  The reported expenses should respect the maximum rates published on the website of the NA: the one of the destination country  They cover accomodation, meals and all local travel costs  A full day normally icludes an overniht stay  Reimbursement must be based on the existing internal rules of the partner organisations: On actual cost (reimbursement of receipts) On daily allowance basis N.B. In either case proof of attendance and overnight accomodation will be required to substantiate declared costs

‘This project has been funded with support from the European Commission. This publication [communication] reflects the views only of the author, and the Commission cannot be held responsible for any use which may be made of the information contained therein.’ EQUIPMENT COSTS 10  Purchase, rent or lease of equipment (new or second-hand), including the installation, maintenance and insurance costs, are considered eligible  All equipment related to the administration of the project (PCs, portables, etc.) and all equipment purchased before the start of the project is covered by indirect costs  In case of purchase: To charge to the project only the equipment’s depreciation corresponding to the duration of the project and the rate of actual use for the purposes of the project Apply the EU rules on subcontracting (see slide on “Subcontracting”)

‘This project has been funded with support from the European Commission. This publication [communication] reflects the views only of the author, and the Commission cannot be held responsible for any use which may be made of the information contained therein.’ SUBCONTRACTING COSTS 11  Procurement contracts for the purposes of carrying out a part of the project when awarded by a partner to an external body, organisation or individual (only if not employed by any of the Partner organisations of the consortium)  Only for specific and limited actions  Costs are based on a verifiable estimate or on the basis of an offer; the contract shall be awarde to the tender offering the best value for money  if the subcontract is not planned in the initial budget it is necessary to ask for a written authorization by the National Agency

‘This project has been funded with support from the European Commission. This publication [communication] reflects the views only of the author, and the Commission cannot be held responsible for any use which may be made of the information contained therein.’ SUBCONTRACTING EU RULES 12  Contracts under € : direct assignment; invoice  Contracts between € and € : at least three offers  Contracts between € and € : at least five offers  Contracts over € : to apply the national legislation on the public tenders

‘This project has been funded with support from the European Commission. This publication [communication] reflects the views only of the author, and the Commission cannot be held responsible for any use which may be made of the information contained therein.’ OTHER COSTS 13  Activities which are specific and necessary for achieving the goals of the project may be considered eligible  They arise from: Requirements imposed by the grant agreement (dissemination of information, audits, translations, website, etc.) including the costs of any financial services Implementation of specific actions or of products/results of the project (organisation of seminars, the production of a video, etc.)

‘This project has been funded with support from the European Commission. This publication [communication] reflects the views only of the author, and the Commission cannot be held responsible for any use which may be made of the information contained therein.’ OTHER COSTS 14 Some examples: Press releases and advertising (one-off payment) Purchase of copyright Purchase of information materials: books, studies, etc. Registration fee to conferences Financial warranties Rent of show floors Diffusion of information Audit Translations Organization of seminar (if considered outcome/product) Drafting of seminar materials Video

‘This project has been funded with support from the European Commission. This publication [communication] reflects the views only of the author, and the Commission cannot be held responsible for any use which may be made of the information contained therein.’ INDIRECT COSTS 15  A flat rate amount set at a maximum of 7% of the total amount of eligible direct costs  They don’t need to be justified by accounting documents  Examples: All costs for equipment related to the administration of the project Communication costs (fax, telephone, internet, etc.) Infrastructure costs (rent, electricity) of the premises where the project is being carried out Office supplies Photocopies

‘This project has been funded with support from the European Commission. This publication [communication] reflects the views only of the author, and the Commission cannot be held responsible for any use which may be made of the information contained therein.’ BUDGET CHANGES 16  If you need a change within the categories of the direct costs please inform the Promoter  The Promoter will ask for an amendment if the transfer between budget headings exceeds 10% of the amount of each heading of eligible costs for which the transfer is intended  If the transfer does not exceed 10% the Promoter will simply inform the NA by a letter.

This project has been funded with support from the European Commission. This publication [communication] reflects the views only of the author, and the Commission cannot be held responsible for any use which may be made of the information contained therein. THANKS FOR YOUR KIND ATTENTION CAMILLA TAMIOZZO 17