KA2 ERASMUS+ STRATEGIC PARTNERSHIPS SCHOOL EDUCATION (KA201) VET (KA202) HIGHER EDUCATION (KA203) ADULT EDUCATION (KA204)
GRANT AGREEMENTS PROJECT MANAGEMENT QUESTIONS
GRANT AGREEMENTS ANNEXES I. GENERAL CONDITIONS II. DESCRIPTION PROJECT, APPROVED BUDGET, LIST OF PARTNERS III. FINANCIAL & CONTRACTUAL RULES IV. APPLICABLE RATES V. MANDATES
PROJECT DURATION 12-36 months Earliest start date: 01.09.2017 Latest possible date: 31.08.2020 For projects with duration less than 36 months: possible extension up to 6 months without budget increase
PAYMENT ARRANGEMENTS *Special payment arrangements are foreseen for organisations with "not satisfactory" financial capacity WWW.ERASMUSPLUS.CY
PAYMENT ARRANGEMENTS FURTHER PREFINANCING Following the interim report with proof that the 70% of the first pre-financing has been spent BALANCE PAYMENT Evaluation of the Final Report (FR) - Last installment Amount to be determined based on: the eligible costs incurred after the evaluation/approval of the FR and its supporting documents Possible grant reduction for poor/partial/late implementation of the Project, the products and outputs produced or on the basis of monitoring visits, desk checks/on the spot checks
BUDGET HEADINGS 1. PROJECT MANAGEMENT & IMPLEMENTATION (PMI) 2. TRANSNATIONAL PROJECT MEETINGS (TPM) 3. INTELLECTUAL OUTPUTS (IO) 4. MULTIPLIER EVENTS (ME) 5. LEARNING/TEACHING/TRAINING ACTIVITIES (LTT) 6. SPECIAL NEEDS (SN) 7. EXCEPTIONAL COSTS (EC)
1. PROJECT MANAGEMENT & IMPLEMENTATION What can be covered? Planning, finances, coordination and communication between partners Small scale learning/teaching/training materials, tools etc. Information, promotion, dissemination (flyers, leaflets, websites etc.) Participants travel insurance Costs for additional participants in mobilities Possible hosting expenses Proof? Implementation of the project activities Final Report / Platform of Project Results/ available for checks and audits
2. TRASNATIONAL PROJECT MEETINGS For planning, coordination, evaluation, preparation, dissemination Hosted by one of the participating organisations Participants in TPM need to have a formal link with beneficiary organizations (staff of the project) Package for travel and subsistence costs, regardless of the duration of the meeting (online distance band calculator) Reporting in the Mobility Tool by the coordinator (name of participant/place of origin & venue/distance band)
2. TRASNATIONAL PROJECT MEETINGS SUPPORTING DOCUMENTS 1. Certificate of participation issued and signed by the receiving institution specifying: - the name of the participant - the purpose of the activity - starting and end date 2. Agenda of the TPM 3. Participants list signed by receiving institution & participants specifying: - title, date, place of the TPM - participants name, email, address, signature - name and address of sending organisation
3. INTELLECTUAL OUTPUTS Only IOs that have been approved Number of days of work per person on the basis of timesheets (days x unit per day according to staff category & country) Only staff members of beneficiaries can be declared NO SUBCONTRACTING for the production of IOs Staff categories manager & administrative staff : only if applied for and adequately justified and approved by the CY NA
3. INTELLECTUAL OUTPUTS SUPPORTING DOCUMENTS 1. Proof that the IO has been realized and it is of acceptable quality: - uploaded in the E+Project Results Platform - material available for checks 2. Time sheets per person: - signed by employees and employers/legal representative - name, category of staff, dates, total number of days, reference to IO
4. MULTIPLIER EVENTS Only ME associated with approved IOs If an approved IO is not developed its respective ME is not eligible Only participants from organisations other than the beneficiaries can be counted in for the number of persons (locals and internationals)
4. MULTIPLIER EVENTS SUPPORTING DOCUMENTS 1. Agenda of the ME 2. Participants list signed by receiving institution: - title, date, place of the ME - participants name, email, address, signature - name and address of their organisation
5. LEARNING TEACHING TRAINING ACTIVITIES WHO CAN PARTICIPATE Persons who have a direct link with a beneficiary organisation: - Staff of beneficiary organizations (Professors, teachers, trainers and educational administrative staff employed at a participating organisation) - Learners: Students of HEI, Apprentices, VET students, adult learners, pupils of any age accompanied by school staff (in short term exchanges of group of pupils)
5. LEARNING TEACHING TRAINING ACTIVITIES Travel and Subsistence costs are separate The eligible minimum duration of mobility activities is the minimum duration of the activity excluding travel Individual support eligible for travel days if requested (travel days: 1 day before the beginning of the activity and 1 following the last day of the activity) Travel Support to participants within the same country is eligible if the distance between the place of departure and place of arrival is at least 10km (online distance calculator) and more than 2 different Programme countries participate in the LTT The activities take place at the place of the hosting organization * Place of departure: the place of the sending organisation Place of arrival: place of the hosting organisation
5. LEARNING TEACHING TRAINING ACTIVITIES SUPPORTING DOCUMENTS Certificate of participation issued and signed by the receiving institution specifying: - the name of the participant - the purpose of the activity - starting and end date
6. SPECIAL NEEDS For participation in LTTs &TPMs Support on the basis of real costs for participants with special needs and accompanying persons Includes all costs and all means of travel from the point of origin to the point of destination (including travel from/to the airport to/from the hotel) 100% of the eligible costs actually incurred Reporting and receipts needed only for additional expenses
7. EXCEPTIONAL COSTS Sub-contracting of goods and services that cannot be provided by beneficiaries themselves Depreciation costs of equipment purchased (no office equipment) In the case of equipment purchase/rental/ lease only the amount corresponding to the share of time of the use of the equipment of the project can be claimed 75% of the eligible costs actually incurred
7. EXCEPTIONAL COSTS SUPPORTING DOCUMENTS All supporting documents required at final report stage Contractual agreement between the beneficiary and the organisation which is going to provide the service. - where a procurement of goods/works/ services is required, the beneficiaries shall award the contract to the tender offering best value for money or, as appropriate, to the tender offering the lowest price, avoiding any conflict of interest Invoice and receipt of payment for the services or purchases at final report stage
BUDGET The maximum Grant amount cannot be increased The maxima set in the Programme Guide for each budget heading cannot be increased All Budget Headings are based on "UNIT COSTS" except Special Needs and Exceptional Costs that are based on "REAL COSTS" Changes within the same budget category are allowed (increase the number of participants, mobilities etc), provided that there is no significant deviation from the initial project results/aims Budget transfers between different budget categories without an amendment Budget transfers between different budget categories with an amendment
BUDGET TRANSFERS WITHOUT AN AMENDMENT Transfers up to 20% of the funds allocated from each budget heading to any other budget heading category except PMI and EC Budget can be transferred to SN even if no funds have been allocated to that category initially. The maximum increase of 20% of this budget category does not apply. Transfer from SN to other categories is not allowed The budget categories must exist already in the Grant Agreement PMI and EC cannot be increased
BUDGET TRANSFERS
EXAMPLE OF BUDGET TRANSFERS
WHEN IS AN AMENDMENT NEEDED? Changes to the budget if transfers exceed 20% Partner(s) withdrawal/new/replacement partner(s) joining the project Changes to the work programme Change of bank account Changes to the project duration Changes to the reporting schedule Change of the beneficiary legal representative/contact person
AMENDMENT REQUESTS - prior to the date that they are due to take effect - at least one month before the end of the eligibility period of the project - Grant Agreement Request Form available on our website - signed by the legal representative of the organization
CHECKS AND AUDITS Final Report check Desk-check (at or after the final report stage) On the spot check (at the premises of the beneficiaries) - During the action - After the action All relevant documents to the project must be kept for at least 5 years after the completion of the agreement All financial reports need to be consistent with the accounting records kept
GRANT AGREEMENTS PROJECT MANAGEMENT QUESTIONS
THE ROLE OF THE COORDINATOR Monitors the implementation of project (according to the Agreement) Intermediary for all communications with the NA Responsible for submitting reports to the NA Responsible for payment requests sent to the NA Ensures that all appropriate payments are made to the other beneficiaries without any delay Responsible for providing all the necessary documents for checks Responsible for filling in details in the Mobility Tool Responsible for uploading results in the Project Results Platform Makes arrangements for providing all financial guarantees required under the Agreement
THE ROLE OF PARTNERS Responsible for carrying out the Project (according to the Agreement) Inform the coordinator immediately of any change: - likely to affect or delay the implementation of the Project - in their legal, financial, technical, organisational or ownership situation - change in their name, address or legal representative Submit to the coordinator: Data for reports, financial statements, documents for audits, checks, evaluation and monitoring, any other information to be provided to the NA according to the Agreement Make internal arrangements for the proper implementation of the Project
AGREEMENTS BETWEEN COORDINATOR & PARTNERS Only the mandate is required Internal arrangements (contractual agreements) between the partners are highly recommended and are considered good practice for the smooth realization of the project (sample on our website) Original mandates must be kept by the coordinator in case of checks
ONLINE TOOLS 1. URF DATABASE 2. MOBILITY TOOL - to record all information in relation to the mobility activities undertaken under the Project (even activities with a zero grant) - to complete and submit Progress/Interim and Final Reports 3. ERASMUS+ PROJECT RESULTS PLATFORM WWW.ERASMUSPLUS.CY
COMMUNICATION WITH THE NA Any change to the agreement shall be notified to the CY NA for approval Updates will be forwarded to the contact persons of the coordinating organisations Check contact details (names, addresses, phone numbers, emails etc.) in agreements and contact the NA
SOME TIPS Organization of PM (documents sent in advance to partners, accommodation, cultural aspect) Involvement of Media, local authorities, decision makers during events (PMs, ME) Budget control Parental consent in case of pupils mobilities Use of Europass certificates Visit our website for useful documents (sample time-sheets, certificates etc)
VISIBILITY OF UNION FUNDING Any communication or publication related to the project shall indicate that the project: - has received funding from the EU and shall display the EU emblem - reflects only the author s view and that the NA and EC are not responsible for the information it contains
IΔΕΠ ΔΙΑ ΒΙΟΥ ΜΑΘΗΣΗΣ THANK YOU QUESTIONS? Thekla Christodoulidou tchristodoulidou@llp.org.cy Tel. : 22448893