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Financial management of projects funded under the TEMPUS programme Experience of WEBIN.  TEMPUS TEACH kick off meeting  18-20 February 2014  Vrsac, SERBIA . GENERAL REMARKS. Funds belong to donor until justified

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financial management of projects funded under the tempus programme experience of webin
Financial management of projects funded under the TEMPUS programme

Experience of WEBIN

 TEMPUS TEACH kick off meeting  18-20 February 2014  Vrsac, SERBIA 

general remarks

GENERAL REMARKS

Funds belong to donor until justified

3-folded strict rules: TEMPUS + national legislation + institutional rules/procedures

Partners are authonomous in managing their share whereas lead institution is responsible for entire budget and corespondance with the donor

Uniform rules & proceedures for keeping and reporting

financial mngt baseline

FINANCIAL MNGT: BASELINE

Fin. mngt shared responsibility of project coordinator and finance dept.

Grant monitoring scheme: provides for information on current balance of your share of the budget

exchange rate

EXCHANGE RATE

Official ECs rate (rate valid in a month when the Lead received 70%)

Your banks exchange rate

Transfering th entire installment into local curr. VS transfering part by part

budgetary headings

BUDGETARY HEADINGS

STAFF COSTS: salaries and allowances for work

TRAVEL & STAY COSTS: travel costs + allowances for stay (food, refreshments, local transportation/metro)

EQUIPMENT COSTS: electrical eq, softwares, books, didactical eq, profession-specific eq.

PRINTING&PUBLISH. COSTS: handbooks, guidelines, reports, workshop materials, handouts...(mean of payment: invoice)

OTHER COSTS: all other costs incl. outsourcing of external experts for short-term engagement

INDIRECT COSTS: flat rate of 7% (all other costs not fitting to headings 1-5.)

staff costs

STAFF COSTS

Only institutions regular staff (not allowed to pay a student)

4 staff catagories: focus on work type not the status of staff member

2-folded payment forms: salary or honorarium (no cash payments)

Rates:

max. per country

max. per staff cat.

Institutions routine or decision on rates

staff costs documents

STAFF COSTS: DOCUMENTS

MANDATORY ORIGINAL FORMS:

Staff convention (TEMPUS form)

Time sheet (TEMPUS form)

SUPPORTING DOC’S: COPIES

Employment contract: only short-term contracts for regular staff

staff convention time sheet

STAFF CONVENTION & TIME SHEET

STAFF CONVENTION:

signed + sealed by (Di)Rector and staff member

short indication of task performed

HEIs to practice ½ day workload (3.5 – 4 hrs per day)

TIME SHEET:

signed by (Di)Rector and staff member

description of task performed + (with reference to activity no.)

travel stay costs

TRAVEL & STAY COSTS

Exampl of prof. Prtljaga’s visit to Brussels

Travel costs:

bus ticket Vrsac-Beograde

bus ticket Beograde-Vrsac

airplane fare BEG-BXL-BEG

train ticket Brussels airport – Brussels city center

train ticket Brussels city center – Brussels airport

Costs of stay:

Hotel

Nurtrition costs (lunch, dinner, refreshments...)

Metro tickets

travel stay supporting docs

TRAVEL & STAY: SUPPORTING DOCs

IMR (International Mobility Report) – TEMPUS form

+ copies of:

Bus/train tickets, airfare invoice, boarding passes

Regular travel form used at your institution (putni nalog)

If private/institutions vehicle to be used, max. eligible cost for fuels and tolls is 0,22 €/km + viamicheline routemap

Costs of stay: no supporting documents required

Internal regulation act showing the normal routine regarding the costs of travel and stay

imr filling the form

IMR: FILLING THE FORM

To be closed within 7 days from the end date of journey

Signed by staff member only

Original to be sent to lead institution

equipment

EQUIPMENT

1 joint procurement in the midd time of the project

National procurement legislation + TEMPUS rules to be applied

Procurement preparatory session to be organized within one of the following Steering Committee meetings

printing publishing

PRINTING & PUBLISHING

Printing and copying of meeting/workshop/training materials (agendas, handouts, presentations, meeting minutes etc.) service to be provided by an external provider and paid on the basis of invoice

Paper and tonner for printing/copying machine not allowed under this heading

prin publ supporting docs

PRIN. & PUBL.: SUPPORTING DOCs

Copies of invoices

Where applicable: 3 quotes

+

1 copy of printed/published material to deliver to lead institution for final report

other costs supporting docs

OTHER COSTS: SUPPORTING DOCs

Copies of invoices

Where applicable: 3 quotes

indirect costs

INDIRECT COSTS

No supporting documents are required

co financing

CO-FINANCING

Financial contribution to be paid from institutions regular bank account

Matching of funds from different EU project not allowed

Supporting documents: as same as for TEMPUS funds

slide19
Thank you for your attention!

marko.stojanovic@wb-institute.org

www.wb-institute.org

www.facebook.com/wbinstitute