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SOCRATES - MINERVA

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12 months 01/10/2005 - 15/01/2006. 24 months 01/10/2006 01/07/2005 15/01/2007 ... do not customise or alter the form. 3 copies of the report and the products ... – PowerPoint PPT presentation

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Title: SOCRATES - MINERVA


1
SOCRATES - MINERVA
  • GRANT AGREEMENT 2004
  • Kick-Off Meeting, Brussels
  • 22 October 2004

2
Objectives
  • Contractual timetable
  • Grant instalments
  • Basis of the project
  • Contractual relationship
  • Transnational partnerships
  • Project modifications
  • Reporting
  • Products and publicity

3
Contractual Timetable
Project start 01/10/2004 ----------------------
--------------------------------------------------
----- Project End of eligibility
Progress Final duration period
report report 12 months 01/10/2005 -
15/01/2006 24 months 01/10/2006 01/07/2005
15/01/2007 36 months 01/10/2007 01/01/2006
15/01/2008
4
Payment of the grant
  • Signature of grant agreement
  • 1 year projects 80 grant (pre-financing)
  • 2 3 years projects 40 grant (first
    pre-financing)
  • Progress report
  • 2 3 years projects 40 grant
  • Final report
  • Payment of balance

5
Basis of your project
  • Application
  • Grant Agreement (incl. any special clauses) and
    its annexes
  • I. Description of the project from Application
  • II. Approved budget of the project
  • III. Progress and Final report models
  • IV. Bank account information form
  • V. Administrative and Financial Handbook
  • VI. Contractual timetable

6
Contractual relationship
  • Commission / Beneficiary organisation
  • Duration of the grant agreement (12, 24 or 36
    months)
  • Beneficiary obligations
  • to carry out the project as foreseen in the
    Application
  • informing of changes
  • information on results use of Community grant
    (Progress Report Final Report)

7
  • Transnational Partnerships (1)
  • Partnership agreements must be concluded
  • Projects are a collection of individuals working
    together allow time for trust to develop
  • Allow for differences in experience and language
  • Ensure structures are democratic but ultimate
    responsibility lies with the Beneficiary
  • Identify key issues that need to be dealt with
    early
  • Ensure dispute procedures avoid disputes by
    fostering good communications
  • Establish procedures and norms for work package
    groups

8
  • Transnational Partnerships (2) Key Points
  • Identify any particular needs of partners
  • Carry out a thorough training for all partners
    at the start of the project. This should cover
    the basics, ie. the rules, their obligations,
    accounting and reporting procedures
  • Watch out for the warning signs constant change
    of persons attending project meetings absence
    from key meetings problems meeting deadlines
    continual mistakes in reporting

9
Changes in the project
  • Non-contractual modifications
  • Contractual modifications (amendments)
  • Minor amendments
  • (signed only by the Commission)
  • Major amendments
  • (signed by both contractual parties - beneficiary
    and Commission)

10
Non-contractual modifications
  • Types
  • Change of the name of the Beneficiary provided
    that the legal organisation remains the same.
  • Change of the legal representative who signed the
    grant agreement
  • Change of the contact details of the beneficiary,
    legal representative or coordinator
  • Correction of typing errors if they have no
    contractual effect.
  • Please submit these changes by using the
    non-contractual modification form available on
    the TAO website (www.socleoyouth.be)

11
Contractual modifications
  • What cannot be changed
  • the maximum grant awarded
  • the fundamental aims of the project

12
Contractual modifications
  • How to submit amendment requests
  • as soon as the need for a change becomes evident
  • in writing by using the compulsory contractual
    modification form (annex B to the Handbook)
  • by explaining the reasons for the requested
    change(s)
  • the request must be signed by the legal
    representative of the beneficiary institution
  • at the latest 60 days before the end of the
    eligibility period
  • The amendment becomes valid when the Commission
    has given its written approval (in exceptional
    cases by request date).

13
Types of minor amendments
  • Change of banking information
  • Change of coordinator
  • Change of coordinating institution
  • Addition or withdrawal of a partner provided the
    work plan or transnationality of the project are
    not prejudiced
  • Minor changes in the work programme that do not
    prejudice the products/results of the project
  • Extension of submission deadlines for the final
    report (if less than 2 months)

14
Types of major amendments
  • Change of beneficiary organisation
  • Addition or withdrawal of a partner if it will
    substantially modify the work programme or
    transnationality of the project.
  • Major changes in the work programme that
    prejudice the products/results of the project
  • Closing of a special clause
  • Extension of the eligibility period
  • Budgetary amendments

15
Change in the partnership (withdrawal)
  • Information to be provided
  • Contractual modification form (Withdrawal of
    partner form)
  • Withdrawal letter of leaving partner
  • Revised work plan (only if substantial changes)
    and breakdown of costs
  • What are the implications on
  • Budget and work plan
  • Products/Outputs
  • Overall production schedule
  • Eligibility of the partnership (3 country rule)

16
Change in the partnership
(replacement/additional partner)
  • Information to be provided
  • Contractual modification form (New partner
    form) including information on the the new
    partner
  • type and size of organisation
  • evidence of expertise in the project area
    concerned
  • contribution of the new partner in the project
  • Revised work plan (only if substantial changes)
    and breakdown of costs
  • Letter of Intent of the new partner

17
Extension of the eligibility period
  • Information to be provided
  • Specify date on which all activities will be
    completed
  • Explain the reasons
  • Submit a revised work plan and budget
  • The deadline for Final Report will be altered
    accordingly

18
Amendment to the work plan
  • Changes to the work plan must be submitted for
    approval when
  • foreseen products, outcomes or means of achieving
    the outcomes change
  • it is specifically requested by the
    Commission/TAO
  • How to submit the amendment requests to the work
    plan
  • Contractual modification form Modification form
    for project activities, products and results
  • Updated work plan

19
Amendment to the work plan
  • The new work plan shall have the same structure
    than the original one in order to allow
    comparison
  • The new work plan must be sufficiently detailed
  • which activities have already been completed and
    which have yet to be undertaken
  • the schedule for each activity
  • the partner(s) involved in the implementation of
    each activity
  • the anticipated outcome of each activity
  • A change to the work plan may incur a change to
    the budget

20
Amendment to the budget
  • Changes to the budget must be submitted when
  • Variations in Staff costs and Direct costs exceed
    10
  • No subcontracting was foreseen in the approved
    budget and proposed costs of the subcontracting
    exceed 10.000
  • Information to be provided
  • Contractual modification form (Modification of
    the budget)
  • Revised budget and justification
  • Revised work plan (if changes in the budget
    affect the workplan)
  • Changes within Direct costs do not need prior
    approval if they are justified and do not
    undermine the projects nature and aims (special
    rules for subcontracting).

21
Amendments and Partnership agreements
  • Amendments to the Grant Agreement may also
    impact on the relationship between the
    Beneficiary/Coordinator and the project partners
  • Review any contemplated changes carefully in
    order to see to what extent the Partnership
    agreements need to be amended

22
Reports
  • Qualitative and quantitative assessment
    (products/results ? expenditure)
  • Progress Report for 2 3 years projects only
  • Final Report

23
Progress report
  • A single Progress report for 2 and 3 years
    projects
  • Fulfil formal requirements
  • standard report form (annex III of the
    agreement)
  • do not customise or alter the form
  • 3 copies of the report and 1 copy of products
  • Deadline
  • 2 years projects 9 months after project start
  • (01/07/2005)
  • 3 years projects 15 months after project start
  • (01/01/2006)

24
Progress report
  • Progress report cannot be submitted before the
    deadline unless 70 of the first pre-financing
    has been used and all activities foreseen for the
    period have been achieved
  • The deadline for the submission of the Progress
    report cannot be extended.
  • Second pre-financing instalment ONLY if at least
    70 of first pre-financing has been used !
  • If lt 70 of pre-financing used at Progress report
    stage
  • ? Submission of separate payment request,
    including revised general financial statement
    submitted with the progress report, as soon as
    70 spent

25
Why the 70 rule?
  • Financial Regulation applicable to the general
    budget of the European Communities 25 June 2002
    (Article 117) and its Implementing rules of 23
    December 2002 (Article 180)
  • For each grant, where pre-financing is split,
    each new payment shall be subject to consumption
    of at least 70  of the total amount of any
    earlier pre-financing. (IR 180)
  • Funds must have actually been spent.
    Distributing funds to partner institutions or
    committing funds is not considered as spending of
    funds.

26
Final report
  • To be submitted 3,5 months after end of
    eligibility period
  • Formal requirements
  • standard report form (Annex III of the Grant
    Agreement)
  • do not customise or alter the form
  • 3 copies of the report and the products
  • The purpose of the final report is to allow an
    overall evaluation of the project. All work must
    be completed
  • The final products and outcomes are compared
    with what was planned in the application

27
Products and publicity
  • Indicate on all products that the project has
    received funding from the European Commission
  • Sole responsibility of the product lies with the
    beneficiary and not the Commission.
  • Recommended phrase
  • "This project has been funded with support from
    the European Commission. This publication
    communication reflects the views only of the
    author, and the Commission cannot be held
    responsible for any use which may be made of the
    information contained therein."

28
Logos
  • Available at http//europa.eu.int/comm/dgs/educati
    on_culture/publ/graphics/agencies/progr_en.html
  • MODEL

This project has been funded with support from
the European Commission. This publication
reflects the views only of the author, and the
Commission cannot be held responsible for any use
which may be made of the information contained
therein
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