Gina

- Reporting deadlines- Visibility- Web based reporting- Communication with whom?- Communication through lists

Reporting deadlines

Work plans Financial plan Matching fund plans First ones with the contract

First simplified narrative report September 15 First yearly narrative report January 15 First yearly financial report January 31

Visibility

EU logo flag Text of EU distances itself from the contents of

our project Our project logo All materials (film, video, foto, text, web) Press releases: only on electronic version! Also on street banners! Or not at the banner but

at the leaflets used during demonstration

Web based reporting

We collect We publish Everybody can see everybody's plans and

report

Manuals, instructions, requirements etc will be uploaded to the hidden websitepage

The updated info is always available

Communication with whom? Will be on the project contact page of website Gina

Changes Deadlines

Elvira Finance Reports Plans

Adrian Contents

Communication through lists [ffe]

National partners will be subscribed Main contact persons And their substitutes Everybody can do postings General information exchange

[ffe-eu] Administrative and organisational information

Jeroen

Budget overview Zero cofunding obligation: now what?

Budget overview

You get to see the old (!) data at the time of the application

We will send you per email: The updated overview The whole budget The whole application A longer summary for fundraising and other

purposes

Zero cofunding obligation

We ask you to also provide a co-funding plan It is not a contract requirement We're in this together now Plus a matter of capacity training AND It will be a lot of fun

Elvira

- FAQ

Changing activities

Very minor changes within main budget heading total < 10% We report to Alfredo

Minor changes: we propose to Alfredo f.i. changing the year of the activity

Big changes: Big changes that we like: we beg Alfredo Big changes that we don't like Big changes that we don't dare to ask Alfredo

Omitting activities?

Anne cannot do the activity on Research into the role of French banks

She wants to reallocate the money to publication or other activities within the same main heading

Budget cuts are the wrong strategy You want budget, you need to spend We offer you an alternative set of activities

We change main activity

With consequences for all national budgets F.i. We skip Speaker tour Asia We introduce Joint Project Launch Big change so we beg Alfredo

Changes in matching funds

Communicate all the time Contact the 24/7 co funding helpdeks hotline Propose not report

Accounting for staff

Bank slip with bank payment to employee Salary slip

Social securities Employers and employees taxes Sick leave insurance, etc

Monthly time sheet with two signatures Spent hours per day %work time dedicated to the project We try to create a web form / web report system

Change in staff budget

In principle impossible Unless:

You provide the project extra co-funding With the exact same activities (as in the original

application) No other and no more activities But with extra budget for staff costs

Changes in staff rates

Very minor change Jaanus' salary is higher than in application Jaanus works 9 months not 12 months on the

project in 2008 No problem if: Total amount of budget for staff costs keeps the

same You just change the tariff, or the number of months,

or the time%, but it adds up to the original budget

Changes in staff employees

Lenka is also working on the project Not only Katka No problem if: They perform the same role as in the original

application So both perform the role of coordinating the

Czech national activities Changes in role, f.i. communication tasks, is not

possible

Too little capacity We have a lot of activities in the original

application But not enough budget for staff time to organise

these activities This is valid for all partners Solutions:

Reduce time effort, output and quality Extra cofunding applications Changes between partners

Cooperation with other NGO's

That are not taking part in the project Andrej makes a leaflet together with other

Slovak Klub Three logo's on leaflet

FoE Slovakia: Cepta EU Other Slovak Klub

Only acceptable if Slovak Klub co-funds this activity and if CEPTA pays total expenses

Contents of a leaflet

Should it be about Feeding or Fuelling? Yes Logo

Car travel expenses

Maria is driving the Latin American speaker's around from Katowice to Szczecin and back in her own Polski Fiat

Maria is using Polish law and Polish tariffs on car travel kilometer allowances

And uses own reimbursement forms of PKE This fits in budget line for national Speaker tour

costs

Currency exchange

What moment is the moment of exchange rate? The moment = invoice date Look on official website (see guideline) for

monthly rates Look up the tariff for this date