Global Awareness in Action (GAIA)

Financial information

Åsa GonnerFinancial OfficerCity of Malmo/Environment Department

Pre-financingCost eligibility criteriaReportingSub-grants and sub-contractors

Global Awareness in Action (GAIA)

Pre-financing

Each partner will get a pre-financing when the Partner Agreement is signed.

The amount will be approximately 80% of the calculated grant for the first year.

Further instalments of pre-financing will be made after EU:s approval of our Interim report 1 and Interim report 2.

Final payment will be made after EU:s approval of our Final report.

Global Awareness in Action (GAIA)

Cost eligibility criteria

Costs must: Be generated during the lifetime of the project Be indicated in the budget Be directly connected to activities in the project Be identifiable and verifiable Be reasonable, justified and comply with the

requirements of sound financial management

Global Awareness in Action (GAIA)

Reporting

Narrative report Financial report

Invoices (with a short description in english) Timesheets Travel documents (for example claimed

subsistence and reimbursement of travel costs) A ledger or similar showing that invoices, staff

costs and travel costs have been recorded in the accounting system

Contracts and other documentation from procurement of sub-contractors

Contracts/Agreements with sub-grants

Global Awareness in Action (GAIA)

Invoices: Example

We will need a translation or a short description if the invoice is in another language than english!

Timesheets: Example

You will get a template!

CLICC 5265 Rosengård

Name of staff memberName of Beneficiary/ PartnerTotal of working hours *Calendar YearCalendar Month* indicate number of working hours per day, week or month

Calendar Day 1 2 3 4 5 6 7 8 9 10 11 12 13 14 15 16 17 18 19 20 21 22 23 24 25 26 27 28 29 30 31In case of absence, indicate one of the reason codes below

WE WE WE WE AH AH AH AH AH WE WE AH AH AH AH AH WE WE AH AH AH AH AH WE WE

Hours worked on project 3,0 3,0 3,0 3,0 3,0 3,0Hours worked on project OthersOther activities 3,0 3,0 3,0 3,0 3,0 3,0Total hours (including overtime) 6,0 0,0 0,0 6,0 6,0 6,0 6,0 6,0 0,0 0,0 0,0 0,0 0,0 0,0 0,0 0,0 0,0 0,0 0,0 0,0 0,0 0,0 0,0 0,0 0,0 0,0 0,0 0,0 0,0 0,0 0,0

Absences

Weekend WE

Sick leave SL

Public holidays PH

Annual holidays AHOther absence OA

Date and signature of staff member Date and signature of person in charge of the work

7

Magnus LindskogHSB Brf Hilda

6 h/day2011

Travel documents: Example

Follow usual practices of your organisation!

A ledger from the accounting records:

Transaktionslista urval

Enhet: krVerdatum: 2011-10-01 - 2011-12-31 Obj: - - 9999999Vernummer: 00000000 - 99999999 Proj: 5300Konto: 30000 - 99999 Slag: - - 99999

Konto Obj Proj Utfall Verdatum Vertyp Vernr Vertext Bild Defdatum Faktnr

47000 074- 0745300 20 000,00 2011-12-23 074LR03 21006860 GIV AKT Slutk 1000020610 Bild 2012-01-03 1000020610

47000 0745310 0745300 32 500,00 2011-11-08 074LR03 21005778 Landskapsarki Slutk 1000019826 Bild 2011-11-30 1000019826

47000 0745310 0745300 26 000,00 2011-12-01 074LR03 21007095 Mall 22000099 20120103 Landska Bild 2012-01-13 1000020767

67971 0745301 0745300 1 370,05 2011-12-01 074TP02 11001770 Anita Tapper 2012-01-23

67971 0745301 0745300 50 656,47 2011-10-01 074TP02 11001617 Lena Eriksson 2011-11-08

67971 074- 0745300 10 027,00 2011-11-01 074TP02 11001713 Åsa Gonner 2011-12-09

Do not create a new report for this purpose. Use one of the reports that you can get from your accounting system!

Example

Reporting periods and deadlines

Type of report (always financial- + narrative reports)

Period covered in report Partners deadline for reporting to Lead Partner Malmö

Internal 2013-01-01 – 2013-04-30 2013-05-31

Internal 2013-05-01 – 2013-08-31 2013-09-30

Interim EC Year 1 2013-01-01 – 2013-12-31 2014-01-31

Internal 2014-01-01 – 2014-04-30 2014-05-31

Internal 2014-05-01 – 2014-08-31 2014-09-30

Interim EC Year 2 2014-01-01 – 2014-12-31 2015-01-31

Internal 2015-01-01 – 2015-04-30 2014-05-31

Internal 2015-05-01 – 2015-08-31 2014-09-30

Final report to EC 2013-01-01 – 2015-12-31 2016-01-31

Global Awareness in Action (GAIA)

Sub-grants and sub-contractors

A sub-grant is a contract of a non-commercial nature between the Beneficiary of the action and a thírd party in order to support the achievement of the objectives of the action.

A sub-contractor provide sevices and are subject to the procurement rules in Annex IV. The sub-contractor enters into an agreement on business conditions.

Global Awareness in Action (GAIA)

More information

Before deadline for each report we will send you information and templates to use

If you have questions contact: Narrative report – Karin Wallin Financial report – Åsa Gonner

Global Awareness in Action (GAIA)