Info Day on New Calls and Partner Café Brussels, 13 September 2011

1. Info Day on New Calls and Partner Café Brussels, 13 September 2011 How to Apply: Budget and Reporting

2. Budget Appropriateness of resources allocation and justification is one of the eligibility criteria. Budget exercise among project partnership is key element in the preparation of the Application Form. Main elements to consider when preparing budget: Total budget per Project Partner involved in the partnership; Breakdown per Work Package (3 in total: Coordination, Activities and Dissemination); Breakdown per Budget Lines (5 in total: staff, administration, travel and accommodation, equipment and external expertise and services); Breakdown per Reporting Period (payment forecast) on a 6-month period basis. IMPORTANT: budget exercise needs to be consistent with the planned working hours per partner to be detailed in the Application Form.

3. Budget lines BL1: Staff: Costs only for personnel employed based on actual salary rate on a yearly basis and number of hours actually worked for the project evidenced by timesheets. BL2: Administration: Direct and indirect general costs. 2 thresholds to respect: • Total of BL 2 (admin.) cannot exceed 25% of the total of BL1 (staff); • Total of indirect costs declared on flat-rate basis cannot exceed 20% of the direct costs (BL1, BL3, BL4, BL5 and BL2 direct costs part) of the operation. BL 3: Travel and accommodation: Only for employed personnel travelling, trips motivated by project activities and directly linked to project activities. BL 4: Equipment: Only depreciation allowances, purchase should remain exceptional, relevant public procurement rules shall be respected. BL 5: External expertise and services: Costs for supplies of services and goods (e.g.: consultants, experts, meetings) and relevant public procurement rules shall be respected.

4. Budget monitoring • Significance of the well-justified budget allocation: • Appropriateness of the allocation and justification of the resources (budget and staff) is one management related criteria for the evaluation of Application Form (hereinafter AF); • In case the AF is selected, will ease the duty of the LP to produce a budget breakdown per partner, per WP, per BL as part of the subsidy contract; • Budget consumption is monitored for each reporting period (automatically filled-in in each progress report) in the implementation phase; • Necessity of having a well-prepared budget since the very beginning because the budget change during implementation phase is limited by: • flexibility rules (max of 20.000 EUR or up to 10% of the BL, WP, partner budget whichever is the higher) or • twice in the project lifetime, changes above the flexibility rules, adding up to a max. of 20% of the total costs stated in the contract.

5. Payment forecast and reporting Applicants are asked to complete the payment forecast table in Application Form representing 6 month reporting periods over the full implementation period. → please refer to project specifications and make sure to use the full implementation period from the start of the project (date of approval of the MC) until the end of the activities (including dissemination activities if foreseen). → Please make sure that the total in the payment forecast table is the same as the total project budget of the Application Form.

6. Reporting principles

7. Further questions For questions regarding procedures, please send an e-mail to procedures@espon.eu Thank you for your attention