mw - sonet partners virtual session 12 th of october , 200 9
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MW - Sonet Partners virtual session 12 th of October , 200 9. Financial Issues. Financial aspects. Contract between contractor/coordinator and the partners will be signed explaining both obligations and all necessary information regarding project - PowerPoint PPT PresentationTRANSCRIPT
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MW - SonetMW - Sonet Partners virtual session Partners virtual session
1212thth of October of October, , 20020099
Financial IssuesFinancial Issues
Financial aspects Financial aspects Contract between contractor/coordinator and the
partners will be signed explaining both obligations and all necessary information regarding project
Project activities and eligibility period for expenditures starts on 01.10.2009 and ends on 30.09.2011
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PaymentsPayments 1st payment1st payment – after Project Contract signing– after Project Contract signing
20% of Leonardo Community funding 2nd payment - after approval of the 1st phase2nd payment - after approval of the 1st phase report report
20% of Leonardo Community funding 3rd payment - after approval of Interim Report3rd payment - after approval of Interim Report
20% of Leonardo Community funding 4th payment - after approval of the 3rd phase4th payment - after approval of the 3rd phase report report
20% of Leonardo Community funding Final payment - after approval of Final ReportFinal payment - after approval of Final Report
the balance of Leonardo da Vinci contribution according to the results of the evaluation of the final products and eligible costs
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Financial reportsFinancial reports The 1st phase monitoring report is from 01.10.2009 to
31.03.2010. The report must be sent till 15th of 15th of April April in in 20201010.
The interim report is from 01.10.2009 to 30.09.2010. The report must be sent till 15th of 15th of October October in 20in 201010.
The 3rd phase monitoring report is from 01.10.2010 to 31.03.2011. The report must be sent till 15th of 15th of April April in in 20201111.
Final report. This report will cover expenditure during the “whole project period” from 01.04.2011 to 30.09.2011. The report must be sent till 15th of 15th of October October in 20in 201111.
Eligible costsEligible costs
they must be incurred by Partner incurred by Partner organisations they must be directly connected directly connected with execution of the
project in accordance with the work plan they must be costs incurred on eligibility period eligibility period (as
stated within the Agreement) they must be actual costs i.e. the actual costs actual costs incurred
must correspond to payments made by the Partnership, supported by invoices or accounting documents of equivalent value
expenditure which is able to be evidencedevidenced through appropriate documentation
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Non eligible costNon eligible cost (1) (1) VAT can not be charged to the project VAT can not be charged to the project (if it is not
deductible and can not be recovered, needed proving statement from responsible authority must be presented)
All of You must send us a document with provement provement about VAT about VAT (can You deduct it or not)!
costs already financed already financed from another source, in particular by other Community funds
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Non eligible costNon eligible cost (2) (2) financial costs financial costs (loan interest, exchange costs, costs of
opening and operating bank accounts, fines, financial penalties and legal costs)
If You have some interestinterest, generated on pre-finance payments, so with that sum Your final payment will be reducedreduced. The final Community Grant will be lessless on on interestsinterests earned on pre-financing amounts.
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Exchange ratesExchange rates
All amounts given in the project reports must be expressed in Euro
For all costs incurred, whatever the source of the funds used (i.e. Community funding, own funds, local/regional/national funds), the Partner must use the monthly accounting rate monthly accounting rate established by the Commission and published on its website applicable on the month of the first pre-financing of the first pre-financing until the second pre-financing is received, after which the rate of the month of the second pre-financingof the second pre-financing must be applied.
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Documents forDocuments for finance reports finance reports Costs statement to be completed (template will be sent),
originalsoriginals Timesheets (template will be sent), originalsoriginals The amounts given within Reports must be expressed in EUR
and rounded to 2 digits after comma (1,11 EUR) Other supporting documents: working contracts, declaration of
daily rates, travel claim forms, boarding passes, invoices, etc.
All supporting documents should be certified copiescertified copies For invoices presented in other language than the working
language of project might be useful to provide a short short description of the contentdescription of the content in EN in EN
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Staff costsStaff costs (1) (1) Staff costs must be calculated on the basis of the actual actual
daily salary daily salary of the individual employee multiplied by the number of days worked on the project
include all the usual contributions paid by the employer (social fees, holiday payments, etc.)
do not exceed the Maximum Staff cost ceilings do not exceed the Maximum Staff cost ceilings
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Staff costs (2)Staff costs (2)
Supporting documents: Declaration for project work-group Declarations on daily rates (1 per year) Timesheets Bank statements, other evidence of payment made
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Travel and Travel and subsistence costssubsistence costscover all costs of travel from the point of origin to the cover all costs of travel from the point of origin to the
point of destinationpoint of destination
Supporting documents:
invoices, tickets, receipts, boarding passes, insurance policies, actual costs (reimbursement of receipts), daily allowance basis (respective documents).
Please, fill in Claim form Claim form for Travel and Subsistence costs (if You have Your form, fill in it, if not, please, use the form, which will be send to You)
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Subcontracting Subcontracting costs (1)costs (1)
Any amount paid to an external body* or organization carrying out a specific one-off task in connection with the project (e.g. translation, expert consultancy, interpretation, design & printing, conference/seminar organisation) must be charged against Subcontracting Costs.
* This can include individuals who may be self-employed i.e. who are responsible for their own social security or social contributions, pensions and taxes as long as they are not also employed by a Contractor or Partner organisation !
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Subcontracting Subcontracting costs (2)costs (2) Subcontracting agreements (with translation Subcontracting agreements (with translation of main items of main items
inintoto ENEN)!)! and invoices The following specific rules with regard procurement apply:
contracts with a value below 200 below 200 €€ can be paid simply on presentation an invoice
contracts with a value between 200 between 200 € and 3.500 € € and 3.500 € are subject to a restricted procedure involving one tender
contracts with a value between 3.500 between 3.500 € and 25.000 € € and 25.000 € are subject to a procedure involving at least three tenders
contracts with a value between 25.000 between 25.000 € and 60.000 € € and 60.000 € are subject to a procedure involving at least five tenders
for contracts of a value over 60.000 €over 60.000 €, national rules with regard to procurement apply.
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Other costsOther costs Press releases and advertisements Information materials (books, studies) Conference fees Hire of rooms Travel and subsistence costs of beneficiaries Catering costs (excluding members of Contractor and
Partner organizations) Etc.Supporting documents:Invoices
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Indirect costsIndirect costsExpenditures related to project administration Daily communications (fax, telephone, mail, etc.) Purchase/hire of hardware/software needed for project
administration – max. annual depreciation rate max. annual depreciation rate must be applied Photocopying Office materials Bank costs related to the transfer
No Community contribution No Community contribution under this heading.No budgetary changes No budgetary changes for indirect costs are allowed.No supporting documents No supporting documents will have to be provided.
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Thank you for your attention!
Asta Braziene