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Administrative and Financial Handbook

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Administrative and Financial Handbook First meeting TEMTIS project Ostrava 20.10.2006 – PowerPoint PPT presentation

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Title: Administrative and Financial Handbook


1
Administrative and Financial Handbook
  • First meeting
  • TEMTIS project
  • Ostrava 20.10.2006

2
Meetings
  • October 2006 Ostrava
  • July 2007 Graz
  • April 2008 Opole
  • August 2008 Prague

3
Seminars
  • Country seminars
  • 2006 Ostrava
  • July 2007 Graz
  • June 2008 Vitus Bering
  • Teaching seminars
  • April 2008 Opole
  • August 2008 - Prague

4
Pre-financing payments
  • 1st pre-financing - 40 of the grant within 45
    calendar days of the date of signing the contract
  • 2nd pre-financing 30 -45 days after approval
    of Interim report ? can be made if the
    Beneficiary justifies having used more than 70
    of the 1st pre-financing payments

5
Reports
  • Interim report period 1.10.2006-30.9.2007 ?
    reach National agency by 30.11.2007
  • Send invoices, financial tables other documents
    to P1 till 31.10.2007
  • Final report covering the total period
    ? reach NA by 30.11.2008 at the latest

6
Interim report 1
  • OVERVIEW OF THE ACHIEVEMENTS
  • Past activities
  • Future activities
  • Changes in past project activities
  • Likely expected future variations to planned
    activities
  • PARTNERSHIP
  • Any modifications to the initial partnership?
  • Any changes in tasks and budget distribution
    among partners? Reasons why...

7
Interim report 2
  • WORK PROGRAMME
  • The activities ALREADY UNDERTAKEN (adjustments to
    initial activities and reasons why)
  • The activities TO BE UNDERTAKEN
    (adjustments/likely divergences)
  • Partnership meetings
  • Information on dissemination activities (target
    groups, regions)

8
Interim report 3
  • RESULTS / PRODUCTS / PROCESSES
  • Outcomes to the date (a copy of each outcome,
    showing its current stage of development should
    be sent with IR !!!)
  • Evaluation and testing of results (the type,
    when, where, how)
  • GENERAL COMMENTS AND ANNEXES
  • Difficulties and their solutions
  • Any innovative organisational processes
    developed?
  • Copies of bank transfers, subcontracting
    agreements

9
Interim report 4
  • FINANCIAL ASPECTS
  • Breakdown of expenses already spent of the total
    budget
  • Breakdown of expenses already spent by each
    partner
  • Details of bank transfers between contractor and
    partners
  • Travel and subsistence expenses by each partner
    (by items)
  • Info and communication technology exp. by each p.
    (by items)
  • Production expenses by each partner (by items)
  • Other expenses ..
  • Subcontracting expenses (by items)
  • Self-calculating Excel financial tables are
    available for download at http//ec.europa.eu/edu
    cation/programmes/leonardo/new/leonardo2/rapports/
    interim_fr.html

10
Administrative and financial handbook
  • 1. Amendment of the project description
  • - For any change in the work program P1 must ask
    the National Agency (NA) (send an authorised
    request).
  • 2. Amendment of the budget - provided the total
    cost remains unchanged
  • - changes up to 10 but less than 5000 by
    headings(not Overheads and staff Costs)
  • - bigger changes - revised budget to be
    approved by the NA
  • - staff costs must not be raised
  • 3. Other changes
  • submit a formal letter to NA (changes of
    contact names)
  • 4. Staff costs
  • - persons employed by a partner organization or
    working regularly or recurrently for the project
  • - include salary costs usual contributions
    paid by employer (social security contributions,
    social fees, holiday payments and pension costs)

11
Administrative and financial handbook
  • 5. Travel costs
  • - journeys directly linked to the project
  • - use of the cheapest means of travel, Apex air
    tickets, reduced fares
  • - private vehicles price of one ticket only
    will be reimbursed (declaration of costs from a
    travel agent)
  • - rate per mile/km can be considered only in
    exceptional cases full explanation should be
    provided
  • - show relavance of travel to places other than
    where partners are located
  • - costs for travel to or from countries outside
    EU are ineligible
  • 6. Subsistence costs may no exceed the lower of
  • - the daily rate applied by the organisation to
    which the person belongs
  • - the maximum daily rate per person for the
    country being visited see table in Annex I of
    AFH
  • - accomodation costs, meal costs, local travel
    costs
  • - a full day normally includes an overnight stay

12
Administrative and financial handbook
  • 7. Expenses relating to Information and
    communication technologies
  • - must not exceed 15 of the total project cost
  • - purchase of equipment apply a maximum annual
    depreciation rate of 33,33 for computer and
    audio-visual equipment worth less than 10 000
    EUR and 20 for over 10 000 EUR
  • 8. Production costs printing of publicity
    materials, production of CD-ROM
  • - should not include costs for human resources
    or support
  • 9. Overheads -a lump sum of not more than 7 of
    the total project cost
  • - daily communications, photocopying, office
    materials and consumables, bank costs relating to
    the tranfer of funds
  • 10. Other costs additional or unforeseen costs
    not falling into any of the above categories -
    with the consent of NA
  • - press releases and advertisements, hire of
    rooms for seminars, conferences, purchase of
    books, studies, conference fees audit costs

13
Administrative and financial handbook
  • 11. Subcontracting costs agreement between the
    subcontractor and the partner. Subcontracting
    agreements gt 10 000 must be put out to tender
    by the contractor.
  • - Subcontracting may not account for more than
    30 of the total cost of the project.
  • - one-off task translation, design and
    printing, seminar organization
  • 12. Other points
  • - VAT or other type of taxation, duty or charges
    are ineligible unless they are final charges
    (charges that are not deductible and cannot be
    recovered)
  • - send copies of invoices and filled financial
    tables to P1 every 6 months.

14
  • WARNING !
  • The submitted Final Report will be evaluated both
    by the NA and by an independent external expert
    and evaluated by a number of points on a scale
    from 0 to 10
  • - for ratings 0-2 (incl.) we will be required to
    repay the grant in full
  • - for ratings 3-4 (incl.) the lump sum for
    personnel costs will be reduced by 50.

15
Useful links
  • Administrative and financial Handbook is
    available at
  • Or http//ec.europa.eu/education/programmes/leonar
    do/index_en.html

http//www.naleonardo.cz/dokumenty/pilotni_projekt
y/administrative_and_financial_handbook_2006_en_pp
.pdf
16
Thank you for your attention!
  • Contacts
  • Alois.materna_at_vsb.cz
  • Marcela.zahnasova_at_vsb.cz
  • Antonin.lokaj_at_vsb.cz
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