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1 Staff Costs
European Project Center
Enhancing Mobility of the Croatian
Academic Community
MOBIL
SCM-C018B06-2006
Administrative Details and Contractual Issues
01/07/2007, Ljubljana
Content
-
General conditions
Contract details *
Eligibility of costs
Supporting documents
Visibility guidelines
Project management
Discussion
Ines Schmidt
TU Dresden, European Project Center
Project Planning Meeting
01/07/2007 Ljubljana
General Conditions I
Acronym: M O B I L
Eligibility period: 15/06/2007-14/06/2008
Project number: SCM-C018B06-2006
Grant holder:
Ines Schmidt
TU Dresden, European Project Center
Mr. Matthias Winker
Technische Universität Dresden
European Project Center
Project Planning Meeting
01/07/2007 Ljubljana
General Conditions II - Partners
EU
Croatia
TU Dresden – Grant applicant
University Ljubljana
IPO - International Programme Office for Education
and Training
IDE – Grant Coordinator
MSES – Ministry
ASHE – Agency for Science and Higher Education
(AAE – Agency for Adult Education)
University Rijeka
University Dubrovnik
University Osijek
Zagreb School of Management
ISR-CERD – Institute for Social Research
Ines Schmidt
TU Dresden, European Project Center
Project Planning Meeting
01/07/2007 Ljubljana
General Conditions III – project relationship
Within the sense of the TEMPUS programme:
- External relationship:
EU   Applicant
- Internal relationship:
Applicant   Coordinator   Partners
IMPORTANT! Please no direct communication
between partner instistutions and EU.
Ines Schmidt
TU Dresden, European Project Center
Project Planning Meeting
01/07/2007 Ljubljana
Contract Details I – Grant Agreement
signed in Dresden 09/05/2007
signed in Brussels 21/05/2007
Eligibility period: 15/06/2007 – 14/06/2008
project number: SCM-C018B06-2006
Total Budget: € 128,308.00
Grant: € 121,892.00 = 95 %
Co-Financing: € 6,416.00 = 5 %
Ines Schmidt
TU Dresden, European Project Center
Project Planning Meeting
01/07/2007 Ljubljana
Contract Details II – Financial risks
The TUD has the full financial risk!
- EU makes the applicant responsible for any mistakes
and ineligible actions.
- The final audit of the project can be up to 5 years
after the project has ended.
- TUD will follow the EU rules and guidelines as close as
possible to minimize the risk of financial loss.
- Pre-financing of every partner is necessary
IMPORTANT! The EU will not give all the money at the
beginning. There is a pre-financing of only € 97,513!
That means: partnership must pre-finance € 24,379!
Be aware of it! The rest will be paid after the
confirmation of the final report.
Ines Schmidt
TU Dresden, European Project Center
Project Planning Meeting
01/07/2007 Ljubljana
Contract Details III – Partnership Agreement
EU   Grant Applicant
Grant Agreement
Grant Applicant   Partner institution
Partnership Agreement
Mandate
Annex I
Project Description/ Work plan
Annex II
Individual Budget
Annex III
Financial Provisions
Annex IV
General Criteria of eligible costs *
Annex V
Guidelines for the use of the grant *
Annex VI
Declaration on taxation
Annex VII
Visibility Guidelines *
Ines Schmidt
TU Dresden, European Project Center
Project Planning Meeting
01/07/2007 Ljubljana
Eligibility of costs I
*Annex IV
1 Staff Costs:
- salaries plus social security charges – gross salary
- may not exceed local rates – see Annex II
- calculated on the basis of the task performed and not on
the status of the person
2 Staff Travel Costs & Costs of Stay:
- only people under official contract in the consortium
institutions
- APEX air fare, economy class or equivalent
- Car – 1st class train price confirmation
- Train (1st class fare)
- per diem: € 150 (accommodation, subsistence, insurance,
local transport)
Ines Schmidt
TU Dresden, European Project Center
Project Planning Meeting
01/07/2007 Ljubljana
Eligibility of costs II
*Annex IV
3 Equipment:
- only eligible for Croatian universities and institutions
- equipment planned for IDE (copy machine, voice recorder)
4 Publishing & Printing:
- handbook "Platform for launching ERASMUS in Croatia“
- seminar packages
- seminar working papers
- project web site creation
5 Other Costs:
- external translations, review, bank transfer costs, book
keeping costs
Ines Schmidt
TU Dresden, European Project Center
Project Planning Meeting
01/07/2007 Ljubljana
Supporting documents I
*Annex V
1 Staff Costs
- Working contract or any similar document showing
the status as staff member of the institution
- Salary slip or any similar document showing the
gross salary paid by the university
- Filled in and stamped form Annex V/I – convention
for staff costs
- Timesheet of each month (time & activity)
Ines Schmidt
TU Dresden, European Project Center
Project Planning Meeting
01/07/2007 Ljubljana
Supporting documents II
*Annex V
2 Travel Costs and Costs of Stay
- Annex V/II (Individual Grantholder Report)
- Template: Answered questions for each trip
- travel costs: invoices, tickets, boarding cards,
passenger receipt  original documents
- costs of stay/per diems: cash receipt
Ines Schmidt
TU Dresden, European Project Center
Project Planning Meeting
01/07/2007 Ljubljana
Supporting documents III
*Annex V
3 Equipment
- 3 quotations
- original invoice – without VAT (at least not showing) !
- confirmation of taking into inventory
4 Publishing & Printing
- original invoice
- 3 copies of any distribution
 visibility guidelines
5 Other Costs
- original invoices
Ines Schmidt
TU Dresden, European Project Center
Project Planning Meeting
01/07/2007 Ljubljana
Supporting documents IV
 Co-financing same documents as for grant
 official exchange rate by the EC
 all supporting documents must be dated
within the eligibility period
 all documents by fax or scanned by
email first – original to be brought with
to meetings or sent per registered mail
Ines Schmidt
TU Dresden, European Project Center
Project Planning Meeting
01/07/2007 Ljubljana
EC and Tempus Visibility
*Annex VI/VII
Using the EC logo for every
communication means
Using disclaimer - responsibility by
author and not by EC
3 copies of each outcome, publication or
communication means
 to TUD
Ines Schmidt
TU Dresden, European Project Center
Project Planning Meeting
01/07/2007 Ljubljana
Project management I
Communication
EC/ETF   TUD   IDE   Partners
preferred by email, telephone, fax
Coordination and Management
Scientific coordination = Grant coordinator = IDE
Administrative management = Grant applicant = TUD
Changes within the project
Ines Schmidt
TU Dresden, European Project Center

Project Planning Meeting
01/07/2007 Ljubljana
Project management II – Changes within project
- for all changes to the proposal & contract we need OK
from EC
- that must be given prior to the change!
- two different types of changes:
Minor Changes:
- timeline, dissemination
Major Changes:
- partnership, budget,
- outcomes, activities
PROBLEM: EC and ETF work very slow! Response to the
request can take up to 3 to 12 weeks!
Ines Schmidt
TU Dresden, European Project Center
Project Planning Meeting
01/07/2007 Ljubljana
Project management III – Reporting & Accounting
Accounting deadlines
1st part of the project: 11.01.2008
2nd part of the project: 30.06.2008
Payment deadlines
1st instalment – after confirmation of 1st accounting
final payment – after receiving the final payment by
EC
Final Report
Project end 14.06.2008  2 months
Ines Schmidt
TU Dresden, European Project Center
Project Planning Meeting
01/07/2007 Ljubljana
Project Management IV - Payment
Cash
travel costs and costs of stay
Transfer to the institution/university
staff
equipment (or to the company)
other costs
overhead
 Transfer of the overhead can be made only after
the positive evaluation by the EC and the final
payment of the EC!!!
Ines Schmidt
TU Dresden, European Project Center
Project Planning Meeting
01/07/2007 Ljubljana
Questions
Ines Schmidt
TU Dresden, European Project Center
Project Planning Meeting
01/07/2007 Ljubljana
Discussion I - Co-financing
 Co-financing only for eligible costs
 Supporting documents as for grant
in the proposal 6,416.00 €= 5 %
by MSES  University Rijeka ???
Which costs should be covered within the
project ?
Ines Schmidt
TU Dresden, European Project Center
Project Planning Meeting
01/07/2007 Ljubljana
Discussion II - Payment
To avoid any financial risk for TUD, each partner has to prefinance different activities and costs.
 80 % of the stated costs as 1st instalment within the project
 20 % of the stated costs as final payment after the project
was positive evaluated by EC
PROBLEM:
institutions with travel budget only, less staff costs
(ASHE, UNIOS, MSES, UNIDO, ZSM, AAE)
 80 % of travel costs and costs of stay
SUGGESTION:
100 % paymanet for travel costs and costs of stay for
these inst.
sharing of prefinancing with the other 6 inst.???
Ines Schmidt
TU Dresden, European Project Center
Project Planning Meeting
01/07/2007 Ljubljana
Contact
Technische Universität Dresden
European Project Center (EPC)
Mrs. Ines Schmidt
01062 Dresden
Germany
Tel. +49 351 463 39741
Fax +49 351 463 39742
[email protected]
Ines Schmidt
TU Dresden, European Project Center
Project Planning Meeting
01/07/2007 Ljubljana
Thank you very much for your
attention.
Ines Schmidt
TU Dresden, European Project Center
Project Planning Meeting
01/07/2007 Ljubljana
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