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European Project Center. Enhancing Mobility of the Croatian Academic Community M O B I L SCM-C018B06-2006 Administrative Details and Contractual Issues. 01/07/2007, Ljubljana. Content. General conditions Contract details * Eligibility of costs Supporting documents Visibility guidelines

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01 07 2007 ljubljana

European Project Center

Enhancing Mobility of the Croatian Academic CommunityM O B I LSCM-C018B06-2006Administrative Details and Contractual Issues

01/07/2007, Ljubljana


Content

Content

  • General conditions

  • Contract details *

  • Eligibility of costs

  • Supporting documents

  • Visibility guidelines

  • Project management

  • Discussion

Project Planning Meeting

01/07/2007 Ljubljana


General conditions i

General Conditions I

  • Acronym: M O B I L

  • Eligibility period: 15/06/2007-14/06/2008

  • Project number: SCM-C018B06-2006

  • Grant holder: Mr. Matthias Winker

  • Technische Universität Dresden

  • European Project Center

Project Planning Meeting

01/07/2007 Ljubljana


General conditions ii partners

General Conditions II - Partners

  • EU TU Dresden – Grant applicant

  • University Ljubljana

  • IPO - International Programme Office for Education and Training

  • Croatia

  • IDE – Grant Coordinator

  • MSES – Ministry

  • ASHE – Agency for Science and Higher Education

  • (AAE – Agency for Adult Education)

  • University Rijeka

  • University Dubrovnik

  • University Osijek

  • Zagreb School of Management

  • ISR-CERD – Institute for Social Research

Project Planning Meeting

01/07/2007 Ljubljana


General conditions iii project relationship

General Conditions III – project relationship

  • Within the sense of the TEMPUS programme:

  • External relationship:

  • EU   Applicant

  • - Internal relationship:

  • Applicant   Coordinator   Partners

  • IMPORTANT! Please no direct communication between partner instistutions and EU.

Project Planning Meeting

01/07/2007 Ljubljana


Contract details i grant agreement

Contract Details I – Grant Agreement

  • signed in Dresden 09/05/2007

  • signed in Brussels 21/05/2007

  • Eligibility period: 15/06/2007 – 14/06/2008

  • project number: SCM-C018B06-2006

  • Total Budget: € 128,308.00

  • Grant: € 121,892.00 = 95 %

  • Co-Financing: € 6,416.00 = 5 %

Project Planning Meeting

01/07/2007 Ljubljana


Contract details ii financial risks

Contract Details II – Financial risks

  • The TUD has the full financial risk!

  • EU makes the applicant responsible for any mistakes and ineligible actions.

  • The final audit of the project can be up to 5 years after the project has ended.

  • TUD will follow the EU rules and guidelines as close as possible to minimize the risk of financial loss.

  • Pre-financing of every partner is necessary

  • IMPORTANT! The EU will not give all the money at the beginning. There is a pre-financing of only € 97,513! That means: partnership must pre-finance € 24,379! Be aware of it! The rest will be paid after the confirmation of the final report.

Project Planning Meeting

01/07/2007 Ljubljana


Contract details iii partnership agreement

Contract Details III – Partnership Agreement

  • EU   Grant Applicant

  • Grant Agreement

  • Grant Applicant   Partner institution

  • Partnership Agreement

  • Mandate

  • Annex I Project Description/ Work plan

  • Annex II Individual Budget

  • Annex III Financial Provisions

  • Annex IV General Criteria of eligible costs *

  • Annex V Guidelines for the use of the grant *

  • Annex VI Declaration on taxation

  • Annex VII Visibility Guidelines *

Project Planning Meeting

01/07/2007 Ljubljana


Eligibility of costs i annex iv

Eligibility of costs I *Annex IV

  • 1 Staff Costs:

  • - salaries plus social security charges – gross salary

  • - may not exceed local rates – see Annex II

  • - calculated on the basis of the task performed and not on

  • the status of the person

  • 2 Staff Travel Costs & Costs of Stay:

  • - only people under official contract in the consortium institutions

  • - APEX air fare, economy class or equivalent

  • - Car – 1st class train price confirmation

  • - Train (1st class fare)

  • - per diem: € 150 (accommodation, subsistence, insurance, local transport)

Project Planning Meeting

01/07/2007 Ljubljana


Eligibility of costs ii annex iv

Eligibility of costs II *Annex IV

  • 3 Equipment:

  • - only eligible for Croatian universities and institutions

  • - equipment planned for IDE (copy machine, voice recorder)

  • 4 Publishing & Printing:

  • - handbook "Platform for launching ERASMUS in Croatia“

  • - seminar packages

  • - seminar working papers

  • - project web site creation

  • 5 Other Costs:

  • - external translations, review, bank transfer costs, book keeping costs

Project Planning Meeting

01/07/2007 Ljubljana


Supporting documents i annex v

Supporting documents I *Annex V

  • 1 Staff Costs

  • - Working contract or any similar document showing the status as staff member of the institution

  • - Salary slip or any similar document showing the gross salary paid by the university

  • - Filled in and stamped form Annex V/I – convention for staff costs

  • - Timesheet of each month (time & activity)

Project Planning Meeting

01/07/2007 Ljubljana


Supporting documents ii annex v

Supporting documents II *Annex V

  • 2 Travel Costs and Costs of Stay

  • - Annex V/II (Individual Grantholder Report)

  • - Template: Answered questions for each trip

  • - travel costs: invoices, tickets, boarding cards, passenger receipt  original documents

  • - costs of stay/per diems: cash receipt

Project Planning Meeting

01/07/2007 Ljubljana


Supporting documents iii annex v

Supporting documents III *Annex V

  • 3 Equipment

  • - 3 quotations

  • - original invoice – without VAT (at least not showing) !

  • - confirmation of taking into inventory

  • 4 Publishing & Printing

  • - original invoice

  • - 3 copies of any distribution  visibility guidelines

  • 5 Other Costs

  • - original invoices

Project Planning Meeting

01/07/2007 Ljubljana


Supporting documents iv

Supporting documents IV

  • Co-financing same documents as for grant

  • official exchange rate by the EC

  • all supporting documents must be dated within the eligibility period

  •  all documents by fax or scanned by email first – original to be brought with to meetings or sent per registered mail

Project Planning Meeting

01/07/2007 Ljubljana


Ec and tempus visibility annex vi vii

EC and Tempus Visibility *Annex VI/VII

  • Using the EC logo for every communication means

  • Using disclaimer - responsibility by author and not by EC

  • 3 copies of each outcome, publication or communication means

  •  to TUD

Project Planning Meeting

01/07/2007 Ljubljana


Project management i

Project management I

  • Communication

  • EC/ETF   TUD   IDE   Partners

  • preferred by email, telephone, fax

  • Coordination and Management

  • Scientific coordination = Grant coordinator = IDE

  • Administrative management = Grant applicant = TUD

  • Changes within the project 

Project Planning Meeting

01/07/2007 Ljubljana


Project management ii changes within project

Project management II – Changes within project

  • for all changes to the proposal & contract we need OK from EC

  • that must be given prior to the change!

  • two different types of changes:

  • Minor Changes:- timeline, dissemination

  • Major Changes:- partnership, budget,

  • - outcomes, activities

  • PROBLEM: EC and ETF work very slow! Response to the request can take up to 3 to 12 weeks!

Project Planning Meeting

01/07/2007 Ljubljana


Project management iii reporting accounting

Project management III – Reporting & Accounting

  • Accounting deadlines

  • 1st part of the project: 11.01.2008

  • 2nd part of the project: 30.06.2008

  • Payment deadlines

  • 1st instalment – after confirmation of 1st accounting

  • final payment – after receiving the final payment by EC

  • Final Report

  • Project end 14.06.2008  2 months

Project Planning Meeting

01/07/2007 Ljubljana


Project management iv payment

Project Management IV - Payment

  • Cash

  • travel costs and costs of stay

  • Transfer to the institution/university

  • staff

  • equipment (or to the company)

  • other costs

  • overhead

  •  Transfer of the overhead can be made only after the positive evaluation by the EC and the final payment of the EC!!!

Project Planning Meeting

01/07/2007 Ljubljana


Questions

Questions

Project Planning Meeting

01/07/2007 Ljubljana


Discussion i co financing

Discussion I - Co-financing

  •  Co-financing only for eligible costs

  • Supporting documents as for grant

  • in the proposal 6,416.00 €= 5 %

  • by MSES  University Rijeka ???

  • Which costs should be covered within the project ?

Project Planning Meeting

01/07/2007 Ljubljana


Discussion ii payment

Discussion II - Payment

  • To avoid any financial risk for TUD, each partner has to pre-finance different activities and costs.

  •  80 % of the stated costs as 1st instalment within the project

  • 20 % of the stated costs as final payment after the project was positive evaluated by EC

  • PROBLEM:

  • institutions with travel budget only, less staff costs (ASHE, UNIOS, MSES, UNIDO, ZSM, AAE)

  •  80 % of travel costs and costs of stay

  • SUGGESTION:

  • 100 % paymanet for travel costs and costs of stay for these inst.

  • sharing of prefinancing with the other 6 inst.???

Project Planning Meeting

01/07/2007 Ljubljana


Contact

Contact

  • Technische Universität Dresden

  • European Project Center (EPC)

  • Mrs. Ines Schmidt

  • 01062 Dresden

  • Germany

  • Tel. +49 351 463 39741

  • Fax +49 351 463 39742

  • [email protected]

Project Planning Meeting

01/07/2007 Ljubljana


01 07 2007 ljubljana

  • Thank you very much for your attention.

Project Planning Meeting

01/07/2007 Ljubljana


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