1. Kick-off Meeting INT COMP, 08.09.2006 - ViennaSeite 1 LEONARDO DA VINCI Information on Administrative & Financial Issues PROCEDURE B LEONARDO DA VINCI National Agency

2. Kick-off Meeting INT COMP, 08.09.2006 - ViennaSeite 2 Required Documents  Contract NA - promoter  Contracts promoter - partners  Interim report  Final report  (Amendment – if necessary) please refer to official forms

3. Kick-off Meeting INT COMP, 08.09.2006 - ViennaSeite 3 Tasks of each partner  Contracts for partner institutions – within 3 months, including bank account  Official statement of legal entity  Any publication in connection with the project need to refer to the LEONARDO DA VINCI programme and EU funding Preparation of Contracts 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.

4. Kick-off Meeting INT COMP, 08.09.2006 - ViennaSeite 4 Reporting Obligations Interim Report:  Submission within 2 months after the end of reporting period  Formal request for 2 nd instalment  Assessment of the project’s progression  Payment of second rate after approval please refer to official forms

5. Kick-off Meeting INT COMP, 08.09.2006 - ViennaSeite 5 Reporting Obligations Final Report:  Submission within 2 months after the end of contracting period  Formal request for last instalment  Overall evaluation of the project outcomes  Payment of final rate after approval please refer to official forms

6. Kick-off Meeting INT COMP, 08.09.2006 - ViennaSeite 6  Contractor holds the rights of intellectual property and commercialisation  Additional agreements between Contractor and Partners to share the rights  NA and European Commission deserve the right for using the results and products for dissemination and information activities  NA to be informed about commercialisation Ownership and Property Rights

7. Kick-off Meeting INT COMP, 08.09.2006 - ViennaSeite 7 4 General Rules  Direct connection with execution of the project in accordance with the work plan  Incurred by partner organisations  Only activities involving EU, EFTA or associated countries participating in the LdV programme (BG, RO, TR)  Only actual/real costs Eligibility of Costs

8. Kick-off Meeting INT COMP, 08.09.2006 - ViennaSeite 8  Staff Costs  Overheads* * Own funds only!  Travel and subsistence costs  ICT costs  Production costs  Other costs  Subcontracting costs Eligible Costs

9. Kick-off Meeting INT COMP, 08.09.2006 - ViennaSeite 9  any remuneration paid to people employed by a partner institution or working regularly or recurrently for the project  Staff costs must be calculated on the basis of the actual daily salary  Contractor must be prepared to provide evidence relating to how the daily rates for staff were calculated Staff Costs – Community contribution towards Staff Costs

10. Kick-off Meeting INT COMP, 08.09.2006 - ViennaSeite 10 Staff Costs – Reimbursement of Costs  After submission of the final report the project will be assessed with regard to the achievement of the aims of the project  Project overall rating will be assigned according to a scale ranging from 0 to 10

11. Kick-off Meeting INT COMP, 08.09.2006 - ViennaSeite 11 Rating between 0 - 2: maximum contribution towards staff costs, as provided by the agreement, will be reduced by 100 % Rating between 3 - 4: Contractor will be entitled to 50 % of the maximum contribution towards staff costs or the declared amount for staff costs, whichever is lowest Rating between 5 - 10: payment of 100% of the maximum contribution towards staff costs or the declared amount for staff costs, whichever is lowest Staff Costs – Reimbursement of Costs

12. Kick-off Meeting INT COMP, 08.09.2006 - ViennaSeite 12 Costs specific to the project as follows  communications (fax, telephone, etc.)  photocopies  office materials, stationery, office consumables  bank costs relating to the transfer of funds Overhead costs – no LEONARDO funds

13. Kick-off Meeting INT COMP, 08.09.2006 - ViennaSeite 13 NOT eligible are  expenditure on rent, heating, electricity, water  structural costs not linked to the project  office equipment or furniture max. 7% of the total project costs, which will be provided for in full by the projects own funds Overhead costs – no LEONARDO funds

14. Kick-off Meeting INT COMP, 08.09.2006 - ViennaSeite 14  for persons directly employed by the promoter or partner organisation  real costs for travel directly linked to the project relating to specific and clearly identifiable activities  use the cheapest means of travel (APEX tickets, reduced fares or 2 nd class train tickets)  expenses for private car travel (on the basis of corresponding air or rail fares)  rental cars (max category B) Travel Costs

15. Kick-off Meeting INT COMP, 08.09.2006 - ViennaSeite 15  calculation in accordance with the partner organisations’ internal rules (actual costs or daily allowance basis)  maximum daily rates for the country being visited are given in the Administrative and Financial Handbook and may not to be exceeded Subsistence Costs

16. Kick-off Meeting INT COMP, 08.09.2006 - ViennaSeite 16 ICT Costs  Only actual costs necessary for completion of project (max 15% of total costs)  Purchase or rent of ICT equipment - justification of decision is required  Indicate degree of use within the period  Depreciation of equipment purchased (date of invoice): up to € 10,000: max 33,33% per year above € 10,000: max 20% per year (no equipment purchased prior to the project start!)

17. Kick-off Meeting INT COMP, 08.09.2006 - ViennaSeite 17 Production Costs  actual costs related to the production of products by a member of partnership as stipulated under project aims (originally foreseen and contractually agreed)  for example: production of CD-Rom, printing of marketing material, cost for production of seminars and conferences (if a product), purchases of product-related consumables (e.g. printing paper, empty CDs)

18. Kick-off Meeting INT COMP, 08.09.2006 - ViennaSeite 18  must not be covered by any other budget heading  considered necessary to the proper performance of work  must not involve any fundamental change in the scope and content of the work  eligible under the agreement, clearly identifiable  for example: press releases, advertisement, copyrights, conference fees, certification costs Other costs

19. Kick-off Meeting INT COMP, 08.09.2006 - ViennaSeite 19  specific one-off task  paid to external party which is not part of partnership  More than 10.000 Euro  call for tender  Max. 30 % of total project cost  Subcontracting agreement  for example: translation costs, printing, expert consultancy, interpretation, conference / seminar organisation Subcontracting costs

20. Kick-off Meeting INT COMP, 08.09.2006 - ViennaSeite 20  Any amendment of the agreement must be subject of a written agreement concluded between the parties to the agreement (NA – contractor).  Formal request (Contract Amendment Request Form) must be sent well in advance before it is planned to take effect  No amendments less than two months before the closing date of the project!  Changes to the amounts fixed for each of the budget headings are acceptable if the change does not affect the essential aim of the project. Amendment of the Agreement – how?

21. Kick-off Meeting INT COMP, 08.09.2006 - ViennaSeite 21 Partnership (or contractor)  If partner withdraws  If partner joins  If partner is replaced Work Programme  Essential changes of project contents (e.g. removal of a Work Package, removal of foreseen testing phase, change of products and results, change of dissemination strategy) Amendment of the Agreement – when?

22. Kick-off Meeting INT COMP, 08.09.2006 - ViennaSeite 22 Budget  Changes simultaneously by more than 10 % and 5,000 € (Transfers between “Operating costs” or “Sub-contracting costs” and “Staff costs” are not accepted)  Budget shift between partners (incl. new partner contracts) Amendment of the Agreement – when?

23. Kick-off Meeting INT COMP, 08.09.2006 - ViennaSeite 23  Each invoice related to the project has to be sent to the contractor in photocopy and in time  Original invoices have to be kept with the project partner for possible audits  A detailed list of all expenditures has to be sent in time to the contractor  The invoices have to be in the right order, sorted by category, and provided with numbers  Each invoice must be clearly readable concerning amount and content (if necessary each partner has to add an explanation in English) Reports

24. Kick-off Meeting INT COMP, 08.09.2006 - ViennaSeite 24  Europe Server LEONARDO DA VINCI http://europa.eu.int/comm/education/programmes/ leonardo/new/leonardo2_en.html  LEONARDO DA VINCI NA Austria www.leonardodavinci.at  Austrian project database www.leonardodavinci-projekte.org Links to documents and databases

25. Kick-off Meeting INT COMP, 08.09.2006 - ViennaSeite 25 LEONARDO DA VINCI National Agency Austria Schottengasse 4, A-1010 Wien Phone: + 43 - 1 / 532 47 26-35 Fax: + 43 - 1 / 532 47 26-80 info@leonardodavinci.at www.leonardodavinci.at Karin Lackner