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HUSKROUA/1001/028. Foresters towards life-long learning for the better forest management. Administrative requirements and procedures. Lesya Loyko FORZA NGO head, Project Manager July 4 , 2012 Velky Saris, Slovakia. Start of implementation. Distinguish between:
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Foresters towards life-long learning for the better forest management
Administrative requirements and procedures
FORZA NGO head, Project Manager
July 4, 2012
Velky Saris, Slovakia
MAY 31, 2014
- When the execution period of the contract ends:
Visibility - art. 6 General conditions and 7.1.8 Special Conditions
Is a contractual obligation!
Art. 6.1: the Beneficiary must take all necessary steps to publicise the fact that the EU has financed or co-financed the Action. Such measures must comply with the Communication and Visibility Manual for EU External Actions and with the provisions of the Hungary-Slovakia-Romania-Ukraine Cross-border Cooperation Programme 2007-2013
Art. 6.2: In particular, the Beneficiary shall mention the Action and the EU’s contribution in information given to the final recipients of the Action, in its internal and annual reports, and in any dealings with the media. It shall display the EU logo wherever appropriate
All material purchased, project outputs (materials produced) and results, including investments, as well as information and communication material (letters, publications…) must have clear reference to EU contribution and to the Programme (logo, statements…) regardless of the source of financing. Projects must display the EU & Programme logo at all events. The use of Programme slogan is voluntary.
Publications must include a disclaimer ‘This publication has been produced with the assistance of the European Union. The contents of this publication are the sole responsibility of <name of the author/contractor/implementing partner/international organisation> and can in no way be taken to reflect the views of the European Union.’
Programme Communication Guidelines include logos and templates in the 4 languages!
Grant contract: special conditions and general conditions and Annexes should be well studied and followed
The provisions of the Special Conditions take precedence over ALL the Annexes: check art. 7 for additions/derogations!
Annex II (General Conditions applicable to European Community-financed grant contracts for external Actions) takes precedence over the other annexes
Beneficiary statement on conditions
Project modification requests
The types of costs considered as eligible, defined in Article 14 of the “General Conditions” are:
Eligible direct costs
Costs must comply with the provisions of Article 14.1 & 14.2
Not exceeding 5% of the direct eligible costs. It may be used only with the prior authorisation of the contracting authority.
Eligible indirect costs (overheads)
Flat-rate funding set at not more than 7% of the total eligible direct costs.
The cost of staff assigned to the Action, not exceeding those normally borne by the organisation in question, corresponding to gross salaries and including social security costs and other remuneration-related costs.
Salary slip and proof of payment
Calculation of the hourly/daily/monthly cost
Involvement of human resources –use the procedure in the organization
Project staff directory/contacts
Time sheets: all human resources, timely, accurately (see example - involvement in other projects)
Preparation of monthly timesheet
The eligible cost is the cost of the time devoted to the project; therefore, the timesheet is the key document to ensure the proof of the “necessity” of the claimed expense and that the right amount is included in the accounting. It is also essential in case of control.
Only paid hours may be
includes (no un-paid extra hours)
# of daily hours in project
Calculation of monthly cost and amount of time in “unit rate”
Short description of daily tasks
Cost incurred by staff or any other person taking part in the project
Costs may not exceed those normally borne by the Beneficiary or partner
Any flat-rate for the subsistence costs must not exceed the rates (per diems) set out in the scales published by the European Commission at the time of signing the contract
KEEP ALL the receipts as confimation
Take care to have information and documentation proving for each travel:
Number of participants
Number of nights
Total cost of subsistence costs for the travel
The supporting documents needed are:
Invoice of the travel agency for accommodation, including proof of payment
Reimbursement sheet or salary slip
Meeting or event related documents, as in the case of travels
According to article 14.2, the purchase or rental of equipment and supplies (new or used) is eligible if it is specifically for the purposes of the project.
The cost of related services, such as transportation or installation is also eligible. The costs have to correspond to market rates.
Documents related to the award procedure, including a contract and a purchase order (see presentation on procedure). They have to give evidence of the market rates.
Proof of delivery
Invoice from contractor and proof of payment
Proof of origin for equipment and supplies of a unit cost on purchase on more than 5.000 €, according to section 2.2. of annex IV of grant contract (procurement by grant beneficiaries)
includes the subcontracting expenditure and other costs deriving directly from the requirements of the contract, as described in article 14.2 of the General Conditions.
Documents related to the award procedure (see presentation on procedure).
Invoices from contractors and proof of payment
Proof of delivery of services
Any materials published
Proof of respect of the rules for visibility: http://ec.europa.eu/europeaid/work/visibility/index_en.htm
In case of events, the related document, as in case of travel
The contingency reserve can only be used in case of unforeseeable circumstances and with prior approval by JTS.
The request for its use has to indicate which categories of expenditure (1 to 6) will need extra resources.
The reallocation will be shown in the financial report and no accounting entries will be found under this category:
These costs are claimed as indirect costs and:
They are calculated as a fixed rate of the total amount of direct eligible costs (categories 1 to 6).
The flat rate does not need to be supported by accounting documents
It is incompatible with the receipt of an operating grant from EC by the beneficiary or partners, that is, if the beneficiary or partner is receiving a grant to finance its “regular operating costs”, no additional administrative costs can be accepted as eligible, as it would be double funding
Debts and provisions for losses or debts
Items already financed in another framework
Purchases of land or buildings, except where necessary for the direct implementation of the action;
Currency exchange losses;
Taxes, including VAT, unless the beneficiary (or the beneficiary’s partners) cannot reclaim them and the applicable regulations do not forbid coverage of taxes;
Loans to third parties.
Article 16.2 of the General Conditions indicate that the Beneficiary and its partners shall allow EC, European Anti-Fraud Office (OLAF), European Court of Auditors and any external auditor sent by JMA/JTS carrying out verifications, including:
These inspection may take place up to 7 years after payment of the balance.
JMA/JTS will conduct a yearly audit plan for projects on a sample of the ones having submitted reports with payment claims.
Exceptions may be justifyed by:
Unavailability of products and services in the markets of the countries concerned
For reasons of extreme urgency
If the eligibility rule were to make the realisation of a project, a programme or an action impossible or exceedingly difficult
NOT applicable just because a product of ineligible origin is cheaper than the EU or local product!
By derogation only (request to JTS/JMA) beforelaunching the tender!
Written materials: Internal memos, meeting notes, progress reports etc.
Prove of activities conducted: invitations, list of participants with signatures, meeting minutes, photos
Filing (printed and electronic)
Required to collect samples of all information and communication materials as well as all media materials produced about the project. A copy of those materials should be sent to the JTS together with Interim Reports. In addition, the JTS should be notified about every event organized in the frame of the project.
Covers June-November 2012
To be submitted by end of February 2013