Financial workshop. Creative Europe - Culture 10 October 2018

Transcription

1 Financial workshop Creative Europe - Culture 10 October 2018

2 OBJECTIVES of workshop Awareness and clarification about key financial issues Recommendations on the financial management Preparation of the Final Financial Statement 2

3 Important reference documents Guidelines and Call for Proposal Your application Grant Agreement + annexes Guidance notes on the Report of Factual Findings on the Final Financial Report Other documents in the 2018 Beneficiary Space 3

4 EACEA payment path Signature of Grant Agreement Advance payment Submission of Interim Report (if required) Further pre-financing (with bank guarantee if required) Interim payment Submission of Final Report Final payment

5 Category of costs 1. Costs directly linked to the implementation of project activities 2. Communication, promotion and disemmination costs 3. Travel and subsistence costs 4. Staff costs 5. Indirect costs In the Final Financial Report keep the costs in the same category as it was agreed in the budget IF a category increases +10% of total eligible costs Official Financial amendement needed 5

6 Staff costs Documentation to support staff costs Employment contract / appointing act Assigment to the action Timesheets Monthly salary slip Proof of payment to social security and other taxes Methodology of calculation of daily rate Proof of payment

7 Staff costs Which costs are eligible? Actual salaries + social security contributions and other statutory costs included in the remuneration Calculate the daily cost per employee Normally days/year or days/month

8 Third country costs Third country = a country not participating in the Creative Europe Programme Third country costs = costs related to: Natural persons citizen of a third country Organisations based in a third country Activities taken place in a third country Maximum 30% of total eligible budget No amendment needed if activities foreseen in work programme Education and Culture

9 Third party costs Reimbursement through Global invoice detail of activities / services carried out copy of each individual invoice proof of payment If financial contribution from third party Total cost in expenditure and Contribution part in income (ereport) 9

10 Global invoices Mainly for reimbursement of third party costs: detail of activities / services carried out copy of each individual invoice proof of payment If financial contribution from third party Total cost in expenditure and Contribution part in income (ereport) This concerns partially to Platforms 10

11 Subcontracting Is 'any service provided, in return for payment, by an external body, organisation or individual to the beneficiaries' For supporting activities only! Beneficiaries remain legally & financially responsible for actions Tendering procedures follow national rules regarding procurement Amount > ,00 = tendering procedure documented. Avoid conflict of interest! 11

12 Tips to fill in the Financial Statement 12

13 Overview Financial statement Fill in bleu cells: Data's regarding the project 13

14 Overview Financial statement Fill in bleu cells: Estimated budget (= last budget amendment) 14

15 Overview Financial statement Fill in bleu cells: Estimated budget (= last budget amendment) Actual budget = total per category = ereport 15

16 Overview Financial statement Fill in bleu cells: Exchange rates " applicable on the first month of the eligibility period specified in Article I.2.2." 16

17 Expenses encoding Encode your cost were it was foressen in your budget Foresee an activity for management only Staff costs (item 4.1) Indirect costs No need to request an amendment to add an activity if not foreseen initially Action dates within eligibility period Copy & Paste of lines is possible between files with same format 17

18 Expenses encoding Per chapter Refer to which activity the costs has(have) been incurred All cells must be completed Consequences if not: Analysis stopped by the Agency Additional information requested by the Agency Payment delay stopped More time to be receive balance payment 18

19 Expenses encoding Ref. of supporting document(s) / invoice(s) Possibility to regroup costs per activity IF: SAME currency SAME supplier (not applicable to travel & subsistence costs) SAME destination regarding travel & subsistence costs 19

20 Checks 20

21 Check out during project life Do I need to submit A financial guarantee An interim report An audit report type I or type II The tendering procedure A financial amendment 21

22 Check out before submitting the Final Report Do I have All supporting documents Proves of payment Applied the correct exchange rate Used the correct format Documents signed Commercial Products on Project Management: Bill Storage? 22

23 Any question? 23