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Gina

Gina. Reporting deadlines Visibility Web based reporting Communication with whom? Communication through lists. Reporting deadlines. Work plans Financial plan Matching fund plans First ones with the contract First simplified narrative report September 15

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Gina

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  1. Gina • Reporting deadlines • Visibility • Web based reporting • Communication with whom? • Communication through lists

  2. Reporting deadlines • Work plans • Financial plan • Matching fund plans • First ones with the contract • First simplified narrative report September 15 • First yearly narrative report January 15 • First yearly financial report January 31

  3. Visibility • EU logo flag • Text of EU distances itself from the contents of our project • Our project logo • All materials (film, video, foto, text, web)‏ • Press releases: only on electronic version! • Also on street banners! Or not at the banner but at the leaflets used during demonstration

  4. Web based reporting • We collect • We publish • Everybody can see everybody's plans and report • Manuals, instructions, requirements etc will be uploaded to the hidden websitepage • The updated info is always available

  5. Communication with whom? • Will be on the project contact page of website • Gina • Changes • Deadlines • Elvira • Finance • Reports • Plans • Adrian • Contents

  6. Communication through lists • [ffe] • National partners will be subscribed • Main contact persons • And their substitutes • Everybody can do postings • General information exchange • [ffe-eu] • Administrative and organisational information

  7. Jeroen • Budget overview • Zero cofunding obligation: now what?

  8. Budget overview • You get to see the old (!) data at the time of the application • We will send you per email: • The updated overview • The whole budget • The whole application • A longer summary for fundraising and other purposes

  9. Zero cofunding obligation • We ask you to also provide a co-funding plan • It is not a contract requirement • We're in this together now • Plus a matter of capacity training • AND • It will be a lot of fun

  10. Elvira • FAQ

  11. Changing activities • Very minor changes • within main budget heading total < 10% • We report to Alfredo • Minor changes: we propose to Alfredo • f.i. changing the year of the activity • Big changes: • Big changes that we like: we beg Alfredo • Big changes that we don't like • Big changes that we don't dare to ask Alfredo

  12. Omitting activities? • Anne cannot do the activity on Research into the role of French banks • She wants to reallocate the money to publication or other activities within the same main heading • Budget cuts are the wrong strategy • You want budget, you need to spend • We offer you an alternative set of activities

  13. We change main activity • With consequences for all national budgets • F.i. • We skip Speaker tour Asia • We introduce Joint Project Launch • Big change so we beg Alfredo

  14. Changes in matching funds • Communicate all the time • Contact the 24/7 co funding helpdeks hotline • Propose not report

  15. Accounting for staff • Bank slip with bank payment to employee • Salary slip • Social securities • Employers and employees taxes • Sick leave insurance, etc • Monthly time sheet with two signatures • Spent hours per day • %work time dedicated to the project • We try to create a web form / web report system

  16. Change in staff budget • In principle impossible • Unless: • You provide the project extra co-funding • With the exact same activities (as in the original application)‏ • No other and no more activities • But with extra budget for staff costs

  17. Changes in staff rates • Very minor change • Jaanus' salary is higher than in application • Jaanus works 9 months not 12 months on the project in 2008 • No problem if: • Total amount of budget for staff costs keeps the same • You just change the tariff, or the number of months, or the time%, but it adds up to the original budget

  18. Changes in staff employees • Lenka is also working on the project • Not only Katka • No problem if: • They perform the same role as in the original application • So both perform the role of coordinating the Czech national activities • Changes in role, f.i. communication tasks, is not possible

  19. Too little capacity • We have a lot of activities in the original application • But not enough budget for staff time to organise these activities • This is valid for all partners • Solutions: • Reduce time effort, output and quality • Extra cofunding applications • Changes between partners

  20. Cooperation with other NGO's • That are not taking part in the project • Andrej makes a leaflet together with other Slovak Klub • Three logo's on leaflet • FoE Slovakia: Cepta • EU • Other Slovak Klub • Only acceptable if Slovak Klub co-funds this activity and if CEPTA pays total expenses

  21. Contents of a leaflet • Should it be about Feeding or Fuelling? • Yes • Logo

  22. Car travel expenses • Maria is driving the Latin American speaker's around from Katowice to Szczecin and back in her own Polski Fiat • Maria is using Polish law and Polish tariffs on car travel kilometer allowances • And uses own reimbursement forms of PKE • This fits in budget line for national Speaker tour costs

  23. Currency exchange • What moment is the moment of exchange rate? • The moment = invoice date • Look on official website (see guideline) for monthly rates • Look up the tariff for this date

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