Project Administration

Transcription

1 Co-funded by the European Union Project Administration Maria Grazia Bonanomi, UCSC Diverse Kick-off meeting - Milan, January 2014

2 Outline: - Context - Key features - Final Reporting Package - Eligible and ineligible costs - Supporting documents - Payments - Specific conditions - Suggestions

3 Context The DIVERSE project is financed by the European Commission, DIRECTORATE-GENERAL HOME AFFAIRS, Directorate B Immigration and Asylum under the European Fund for the Integration of Third Country Nationals (EIF); The EIF supports national and EU initiatives that facilitate the integration of non-eu immigrants into European societies.

4 Key features The EIF programme is completely different from other type of financing, for example FP7 The Grant Agreement and its Annexes are legally binding The Budget is strictly defined!!! The Coordinator, the Partner organisations involved, project activities, location(s), budget, length and schedule of the activity, etc. cannot be changed(*), save for exceptional reasons that are duly justified and with the prior written approval of the EU and, where necessary, an amendment of the Grant Agreement. Only actual costs can be charged in the financial statement The contribution shall be limited to 90% of the actual eligible costs approved by the Commission. (*) staff members to be recruited: the Commission should be informed prior to each single appointment!!! Please send name and cv to the Coordinator. Failure to do this will make costs ineligibile.

5 Final reporting package Final Technical Report The Final Technical Report must be precise and completed correctly using the template set out in Annex V to the Grant Agreement. Deliverables All the deliverables produced within the framework of the project, such as reports, surveys, CD-ROMs, DVDs, publications, etc. should be submitted as part of the Final reporting package. Final Financial Statement The Final Financial Statement must be precise and completed correctly using the template referred to in Annex VI of the Grant Agreement. At this stage, it is important to insert the real incurred costs, no estimates, no lump sums, no flat rates (except for the indirect costs). Beneficiaries are requested to include all the supporting documents for each incurred cost

6 Eligible costs "Eligible costs" of the action are costs actually incurred by the beneficiary which meet the following criteria: a) they are incurred during the life of the project ( ), b) they are indicated in the estimated budget of the action; c) they are incurred in connection with the action as described in the project and are necessary for its implementation; d) they are identifiable and verifiable: they are recorded in the accounting records of the beneficiary and determined according to the applicable accounting standards of the country where the beneficiary is established and with the usual cost accounting practices of the beneficiary; e) they comply with the requirements of applicable tax and social legislation; f) they are reasonable, justified, and comply with the principle of sound financial management, particularly as regards economy and efficiency. Currency Beneficiaries with general accounts in a currency other than the euro shall convert costs incurred in another currency into euro at the average of the daily exchange rates published in the C series of the Official Journal of the European Union, determined over the corresponding reporting period.

7 Ineligible costs a) return on capital; b) debt and debt service charges; c) provisions for losses or debts; d) interest owed; e) doubtful debts; f) exchange losses; g) costs of transfers from the Commission charged by the bank of a beneficiary; h) costs declared by the beneficiary in the framework of another action receiving a grant financed from the Union budget; i) contributions in kind from third parties; j) excessive or reckless expenditure; k) VAT N.B. Moreover, any unauthorized cost will be considered ineligible!!!

8 Supporting documents Beneficiaries are requested to provide the Coordinator with one CERTIFIED copy + one copy of the following supporting documents (the list is not exhaustive) for any budget item to be sent the Commission: Staff costs: employment contract, timesheets, salary slips or payrolls, proof of payment through a bank account of salaries, tax and social contributions, etc. Travel expenses: invoice for flight or rail tickets, boarding passes, copy of attendance list of events (conferences, seminars, etc.) dated and signed by all participants, etc. Subsistence expenses: invoices (hotel, restaurant), receipts for local travel, parking, etc. and proof of payment (i.e. reimbursement) Equipment expense: invoice, proof of payment Catering costs: attendance list of events, invoice, proof of payment Subcontracting expenses (including consultants): offers, bids, contract, invoices, and proof of payment Note: payments should be made by the beneficiary institution!!!

9 Supporting documents Staff costs and Timesheets Staff costs must be calculated on the basis of the actual yearly salary of the employee, divided by workable days in a year (i.e. in principle 220) and multiplied by the number of days worked on the project. All staff members shall be allocated to the project on the basis of a clear and verifiable method. They must fill in timesheets showing the hours worked for the activity/tasks related to the project. The timesheets must contain at least the basic information indicated below: Full name of the organisation/service concerned Full name and signature of the project staff member concerned Full name and signature of hierarchical superior of the project staff member Title and reference number of the project as indicated in the Grant Agreement Time period concerned The activity of the project which required the work input Number of hours claimed on the project. It must be possible to verify all hours claimed in a reliable manner. A template will be provided

10 Payments Pre-financing An advanced payment will be transfered to each partner. Prior to this, partners will be requested to sign a Research Agreement with Università Cattolica del Sacro Cuore. A first draft of this agreement will be ready to send the partners by next Monday. Balance The balance will be paid by the Commission after the approval of the final report including the financial statement. Where the total amount of earlier payments is greater than the final amount of the grant, the payment of the balance may take the form of a recovery as provided for by Article II.26 of the Grant Agreement.

11 Specific Conditions 1. Information requirements for any communication or publication Where the beneficiary is involved in visibility activities, he shall inform the public, press and media of the action (internet included), which must, in conformity with Article II.7.1 of the Grant Agreement, visibly indicate the mention: Co-funded by the European Union'' The following graphic logos shall be used: In colour Monochrome: Co-funded by the European Union'' Co-funded by the European Union'' The logo must always be followed by the text indicated above. Logos without the wording mentioned above are strictly forbidden.

12 Specific Conditions 2. Publications In conformity with Article II.7.2 of the Grant Agreement, where the action or part of the action is a publication, the following mention must also be indicated: "This project has been funded with support from the European Commission. This publication [communication] reflects the views only of the author, and the European Commission cannot be held responsible for any use which may be made of the information contained therein" which together with the graphic logos shall appear on the cover or the first pages following the name of the editor. 3. Use of signs and posters If the action includes events for the public, signs and posters related to this action shall be displayed. This shall include the logos and texts mentioned under paragraph 1. Authorisation to use the logos implies no right of exclusive use and is limited to this agreement. As the action is co-financed, the importance given to the above-mentioned publicity must be in proportion with the level of Union financing.

13 Suggestions Involve your administration!!! Plan the use of resources according to project and budget and in agreement with your administration Familiarize yourselves with the internal procedures and organizational hurdles for carrying out the project (for example, recruiting new personnel) Inform immediately the coordinator of any deviation! Remember that each partner is responsible for the use of resources assigned to him and that, in the event of an audit, each partner should be able to justify any cost claimed to the European Commission

14 Thanks for your attention! DIVERSE Kick-off Meeting