linked administrative & finance overview18/03/2010 linked leveraging innovation for a network of...

LINKED Administrative & Finance overview18/03/2010

LINKEDLeveraging Innovation for a Network of Knowledge

on Education

LIFE LONG LEARNING PROGRAMME LLP ADMINISTRATIVE & FINANCIAL

OVERVIEW FOR PARTNERS


EUN Management Team

As Coordinator: EUN Management TeamPatricia WastiauCaroline 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

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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

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Reporting to EC

Partners

LINKED Management Team

Reporting to ECReporting to EC

Reporting to EUN

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Reporting Structure


Reporting Structure for Financial and Legal Matters

Leo Guilfoyle (EUN Project Support Team)

One administrative representative from eacheach Partner organisation preferably from respective finance departments (details of this individual should be found on the Google doc)

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Reporting to EC

Reporting to EUN


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.

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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

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LINKED Administrative & Finance overview18/03/2010 8

CO-FUNDING PRINCIPLE

• LINKED is a EC GRANT PROJECT: part EC funded/part partnership funded

• LINKED TOTAL BUDGET = €248,980.44

• EC FUNDING (GRANT) 75% = €186,735.33

• CONTRIBUTION FROM PARTNERS 25% = €62,245.11


LINKED Budget OverviewBudget Split for LINKED Partners P1 - EUN - BE P2 - ANSAS - IT P3 - ITU - NO P4 - UH - FI P5 - ITC - LT P6 - Tiger Leap - EE P7 - DGIDC - PT Total

Personnel € 71,308.00 € 22,510.00 € 38,378.00 € 20,682.00 € 7,594.00 € 7,746.00 € 7,814.00 € 176,032.00

Travel & Subsistence € 2,160.00 € 2,160.00 € 2,000.00 € 2,960.00 € 2,960.00 € 2,960.00 € 2,960.00 € 18,160.00

Equipment € 3,000.00 € 0.00 € 0.00 € 0.00 € 0.00 € 0.00 € 0.00 € 3,000.00

Subcontracting € 0.00 € 0.00 € 0.00 € 0.00 € 0.00 € 0.00 € 0.00 € 0.00

Conferences and seminars € 3,000.00 € 0.00 € 0.00 € 0.00 € 0.00 € 0.00 € 0.00 € 3,000.00

Other Costs (see breakdown below)

Other Costs Graphic design (WP 4) € 2,000.00 € 0.00 € 0.00 € 0.00 € 0.00 € 0.00 € 0.00 € 2,000.00

Other Costs Dissmemination materials (WP6) € 1,000.00 € 1,000.00 € 1,000.00 € 1,000.00 € 1,000.00 € 1,000.00 € 1,000.00 € 7,000.00

Other Costs Technical development (WP 4) € 5,000.00 € 0.00 € 0.00 € 0.00 € 0.00 € 0.00 € 0.00 € 5,000.00

Other Costs Production of 5 videos (WP6) € 18,500.00 € 0.00 € 0.00 € 0.00 € 0.00 € 0.00 € 0.00 € 18,500.00

Indirect costs € 7,417.76 € 1,796.90 € 2,896.46 € 1,724.94 € 808.78 € 819.42 € 824.18 € 16,288.44

Grand Total € 113,385.76 € 27,466.90 € 44,274.46 € 26,366.94 € 12,362.78 € 12,525.42 € 12,598.18 € 248,980.44

75% Requested EC Contribution 85,039.32€ 20,600.18€ 33,205.85€ 19,775.21€ 9,272.09€ 9,394.07€ 9,448.64€ 186,735.33€


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 – 31st January 2011)

• Recorded and verifiable in the accounts of the Partner

• Must be connected with the execution of the project


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Direct Costs Personnel

Travel & subsistence Subcontracting

Other specific Costs

Cost Categories


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

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Personnel

You must not exceed the maximum rate as specified in the following table:

Category P1 EUN – BE P2 ANSAS - IT P3 ITU - NO P4 - UH - FI P5 - ITC - LT P6 - Tiger Leap - EE P7 - DGIDC - PTDaily Rates Daily Rates Daily Rates Daily Rates Daily Rates Daily Rates Daily Rates

Manager 376 790 553 361 130 117 118Researcher/teacher 321 145 480 259 95 107 95Technical 260 0 392 213 67 75 119Administrative 203 180 296 179 60 53 79



Travel

• Travel :– Actual & Economical

Note : travel from/to Non-EU/EEA countries needs prior approval from LINKED project officer at the European Commission

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TRAVEL EXPENSESDON’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 cardsInvoice travel agency Online-booking form


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

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Subcontracting No partner subcontracting costs have been

foreseen in the LINKED budget

Written approval from the Commission is required if: • Unforeseen subcontracting is required

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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

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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

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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.

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Successfully Completing LLP ProjectsInvaluable 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

deliveryPlease 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***

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Distributing Payments to Partners

• Partnership agreements will be sent to you all in April

• Your 1st 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

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