Financial and project management

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Transcript Financial and project management

Master program in Educational
Leadership (EdLead)
2013 - 2016
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Project management
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Coordinator
• Ultimately responsible for the project
• Initiates, informs, implements, oversees, steers,
evaluates, corrects, reports and decides, but all
in cooperation
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Steering committee
• Participatory decision-making in the project
through Steering committee (SC)
– comprised of one representative from each institution;
– monitors progress and quality of the project activities,
budget, plans, etc;
– can propose changes and make decisions on key
aspects of the program, with UKG ensuring that
everything is in line with TEMPUS and partner country
regulations and overall objective of the project;
– will meet on six occasions.
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Partnership agreement
• In addition to the Grant agreement, the partners should
sign a Partnership agreement which will:
– include all aspects necessary for the management and the
implementation of the action;
– define roles and responsibilities of each of the parties;
– define internal and external monitoring and procedures for
effective project management;
– set modalities of payments and appropriately allocate to each
partner a suitable budget share, including co-financing and
indirect costs;
– be signed by the Legal representative of each of the participating
institutions.
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Partner obligations
• All efforts will be made to guide each partner in
the project management, however it is important
that each partner:
– reads the provisions of the Grant Agreement;
– reads the provisions of the Partnership Agreement;
– is aware of the project content and contributes to the
monitoring of the assigned activities;
– is familiar with the Tempus website
(http://eacea.ec.europa.eu/tempus/programme/about
_tempus_en.php)
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Project budget
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Total budget
Project costs
Direct costs
1
Staff costs
270,772.00
2
Travel & Stay costs
271,610.00
3
Equipment costs
129,800.00
4
Printing & Publishing costs
5
Other costs
Total eligible direct costs
Indirect costs
Total eligible costs
7,800.00
36,956.00
716,938.00
50,185.66
767,123.66
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Budget by partner
Partner Ref. N°
Abbreviation
Country code
P1
UKG
RS
164 293.04
P2
UB
RS
103 284.51
P3
UNS
RS
90 933.96
P4
UNI
RS
92 119.52
P5
IPI
RS
36 762.53
P6
NSO
NL
74 387.19
P7
UJ
FI
66 515.74
P8
SZTE
HU
34 162.63
P9
UAIC
RO
16 538.46
P10
MEST
RS
45 570.98
P11
HTAPSNS
RS
18 001.68
P12
AHSPNS
RS
18 001.68
P13
CMZ
RS
6 551.74
TOTAL:
TOTAL ELIGIBLE Costs (€)
767 123.66
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Payment arrangements
• First pre-financing representing the 60% of the maximum
TEMPUS grant is transferred from EACEA to UKG
• Partnership agreement is signed
• Each partner provides the Coordinator with the
references (including IBAN) of the bank account to which
the funds should be transferred; this is to be provided on
a letter head, signed, stamped and dated
• UKG transfers to each partner the funds necessary to
perform the assigned activities in the next six months
• Next six-month payment will be disbursed when full
documentation for the undertaken activities is provided
by the partner to the coordinator (supporting documents,
short report of the activities, spent budget and remaining
budget)
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Payment arrangements
• Second pre-financing representing the 30% of
the maximum TEMPUS grant gets transferred
from EACEA to UKG when 70% of the first prefinancing have been used and when Progress
report has been submitted
• The remainder of the funds (10%) gets
transferred from EACEA to UKG when Final
report has been submitted
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Financial regulations
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Eligible costs
• To be considered eligible, costs have to be:
– incurred during the lifetime of the project (except for costs relating to
final report and external audit);
– connected with the subject of the project and indicated in the project
proposal and estimated overall budget;
– necessary for the implementation of the project;
– identifiable and verifiable
• recorded in the accounting records of a partner institution;
• determined according to the applicable accounting standards of the country
where the partner resides and according to the usual cost-accounting
practices of the beneficiary;
– compliant with the requirements of applicable tax and social legislation;
– reasonable, justified, and compliant with sound financial management.
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Eligible costs
- Staff costs
- Travel & Stay costs
- Equipment costs
- Printing & Publishing costs
- Other costs
Direct costs
- Overheads
Indirect costs
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Eligible costs – direct and indirect costs
• Direct costs are all those eligible costs which can be
attributed directly to the project
• Indirect costs (overheads) are all those eligible costs
which cannot be identified by the beneficiary as being
directly attributed to the project but have a relation with
the project activities (e.g. water/gas/electricity,
maintenance, etc)
– cannot exceed the 7% of total direct eligible costs;
– do not require supporting documentation;
– cannot be used for co-financing.
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Direct costs - categories
• Staff costs
– max.40% of the total direct eligible costs
• Travel & Stay costs
• Equipment costs
– max. 30% of the total direct eligible costs
• Printing & Publishing costs
• Other costs
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Staff costs – rules
• Staff costs are paid out to the staff of all beneficiaries (excluding
Associated Partners, e.g. Ministries) for performing administrative or
academic tasks which are directly necessary for the achievement of
the project objectives
– activity has to be described in the project proposal
• Staff costs must correspond to the employing institution's usual
policy on remuneration, comprising net salaries plus social security
charges and other statutory costs included in the remuneration
• Staff costs may not exceed daily reference rates prescribed by
EACEA; they are applied according to the staff’s country of origin
• Additional hours, if any, are financed at the normal hourly rate
• Staff costs should be calculated on the basis of the tasks performed
and not on the status of the person
• Staff costs cannot exceed the 40% of total eligible direct costs
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Staff costs – maximum daily reference
rates
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Staff costs – supporting documents
• Convention for Staff Costs (CS) duly filled out
– project activity line must be specified and activity described
• Employment contract
– period and a detailed description of the activity carried out in the
project, the reference to the Grant Agreement, the amount and any
other clause needed
• Proof of payment
– bank transaction or any other document that demonstrates that the
payment has been processed
• Pay slips or other relevant documents to certify method of
calculation of the staff cost hourly rate
• Curriculum Vitae
– obligatory to keep the CVs of all external collaborators, but also
advisable for all partner staff in the project
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Convention for Staff Costs
Travel & Stay costs – rules
• People under official contract in the beneficiary institutions, experts
included in the partnership or subcontractors (with prior written
authorization from the EACEA) may have their travel reimbursed
– the mission has to be described in the project proposal
• Travel and stay allowances have to be in line with the beneficiary's
usual practices on travel and stay costs or do not exceed the
ceilings approved by the EACEA
• This budget heading covers:
–
–
–
–
–
travel;
accommodation;
subsistence;
travel, personal or health insurance;
entrance visas.
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Travel & Stay costs – rules for travel
•
•
•
Reimbursement is based on real costs
Always use the cheapest means of travel (e.g. economy tickets for air
travel)
Travel costs include:
– travel insurance;
– visa fees;
– cancellation costs.
•
Expenses for car travel (private or company cars), where the price is not
excessive, will be refunded as follows (whichever is cheaper):
– either a rate per km in accordance with the internal rules of the organization up to
a maximum of 0.22 EUR per km;
– or the price of a rail, bus or plane ticket; only the price of one ticket will be
reimbursed, irrespective of the number of people travelling in the same vehicle.
•
For hire cars (maximum category B or equivalent) or taxis:
– the actual cost where this is not excessive if compared to other means of
transport (taking into account factors such as time of day or excessive luggage);
– reimbursement will be made for the real cost of car hire, irrespective of the
number of people travelling in the same vehicle.
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Travel & Stay costs – rules for stay
• Stay costs are calculated as number of days times daily
allowance (per diem)
• The daily allowance covers:
–
–
–
–
accommodation;
subsistence;
local and public transport such as bus and taxi;
personal or optional health insurance, etc.
• The daily allowance must be calculated according to the
normal practices of the beneficiary institution, but cannot
exceed the EACEA ceilings
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Travel & Stay costs – EACEA ceilings
(staff)
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Travel & Stay costs – EACEA ceilings
(students)
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Travel & Stay costs – supporting
documents
•
Individual Mobility Report (IMR) duly filled out
– project activity line must be specified and activity described
•
•
•
Travel tickets, boarding passes, invoices, receipts
Other documentation regularly required by your institution for travel (travel
approval, travel report, etc)
Proof of payment
– bank transaction or any other document that demonstrates that the payment has
been processed
•
•
•
Subsistence invoices do not have to be submitted, but internal financial
provisions that allow you to do so do
Copy of the internal regulations on the reimbursement rate per km for car
travel
When travel costs are shared, the invoice for the group should be retained
and each individual should keep a record of his/her share of the hire costs
in the Individual mobility report
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Individual Mobility Report
Equipment costs – rules
• Equipment must be directly relevant to the objectives of the project
– the equipment and needs for it have to be described in the project
proposal
• Equipment purchase can be carried out only for non-EU partner
academic institutions
• The total purchase cost of the equipment can be charged on the
project; there is no depreciation
• Equipment must be purchased according to the financial regulation
in place at your own institution and in accordance with Tempus rules
• Purchased equipment must be installed as soon as possible and
must be recorded in the inventory of the university where it is
installed
• Equipment purchased is exempt from taxes (including VAT), duties
and charges (such as customs and import duties)
• Equipment costs cannot exceed the 30% of total eligible direct costs
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Equipment costs – supporting documents
•
•
•
•
Quotations from 3 different suppliers, if applicable
Relevant invoices and the respective delivery notes
VAT exemption certificate to be obtained by EACEA
Proof of payment
– bank transaction or any other document that demonstrates that
the payment has been processed
• Copy of the equipment inventory register
• All equipment (including portable equipment) purchased
with Tempus funds must bear the Tempus stickers
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Printing & Publishing costs – rules
• Costs relating to printing, publishing (including in
electronic format as editing costs), photocopying
of teaching material and any other
documentation necessary to achieve the
objectives of the project should be reported
under this heading
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Printing & Publishing costs – supporting
documents
• All invoices should be filed in the project
documentation
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Other costs – rules
• Cover any other expenses necessary for the
implementation of the project which do not
clearly fit into other budget headings, such as:
– hire of premises for dissemination events (only with
prior written approval);
– inter-project coaching;
– bank charges including bank guarantees;
– charges requested by the EACEA;
– external language courses;
– external translation services.
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Other costs – supporting documents
• All invoices should be filed in the project
documentation
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Transfers between the categories
• The coordinator may, in agreement with partners,
adjust the estimated budget by transfers between
categories of direct eligible costs, provided that
– this adjustment of expenditure does not affect the
implementation of the project;
– the transfer between headings does not exceed 10%
of the amount of each heading of estimated eligible
costs for which the transfer is intended;
– EACEA is informed in writing (email).
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Co-financing
• The maximum EACEA contribution may not exceed 90%
of the total direct eligible costs as established at the end
of the project
• The remaining costs, equivalent to at least 10% of the
total direct eligible costs and identified in the project as
co-financing, must be financed from non-EACEA sources
(e.g., salaries, own printing and publishing, etc)
• Indirect costs cannot be co-financed
• All invoices and proofs of payment for co-financing
should be filed in the project documentation
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Total budget
Project costs
Direct costs
1
Staff costs
270,772.00
2
Travel & Stay costs
271,610.00
3
Equipment costs
129,800.00
4
Printing & Publishing costs
5
Other costs
Total eligible direct costs
Indirect costs
Total eligible costs
7,800.00
36,956.00
716,938.00
50,185.66
767,123.66
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Co-financing
Project finance
A
Tempus grant requested
B
Co-financing
Total project finance
690,411.00
76,712.66
767,123.66
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Ineligible costs
• Furniture, motor vehicles of any kind, equipment for research and
development, phones, alarm and anti-theft systems, etc
• Hospitality costs
• Costs related to the use of materials (computer, laboratory, library,
etc.) incurred by institutions when hosting staff
• Registration fees for courses, seminars, conferences, etc
• Costs of premises (purchase, rent, heating, maintenance, repairs
etc)
– Renting of premises is only possible for specific dissemination events
with prior written approval from the EACEA;
• Costs linked to the purchase of real estate
• Expenses for travel to or from countries other than those
participating in the project unless explicitly approved by the EACEA
• Costs declared by a partner and covered by another EU grant
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Accounting
• Maintaining accurate and regular accounting as well as
keeping evidence of all expenditures has to be ensured
since the very beginning of the project, because:
– The expenditure incurred during the project implementation is
only eligible if there are supporting documents that provide
evidence of the expenses;
– These records are the basis for preparing the financial section of
the Intermediate and Final reports;
– The project expenditure records will be analyzed during the
mandatory audit at the end of the project; all expenses deemed
ineligible will have to be returned;
– The project expenditure records can be analyzed during possible
EC audits even five years after the end of the project.
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Reporting
• Reporting is a contractual obligation closely related to the
processing of payment requests
– Payments are only made after the EACEA has approved the report
presented with the payment request.
• Reporting ensures that everyone is kept fully informed of the project
implementation and the progress achieved
• UKG will compile information from the six-month reports on
undertaken activities and the budget from partners and release it to
all partners
• UKG is responsible for the submission of reports. However, the
reports should be the result of a clear and concerted effort by all
project partners. Each partner shall report its activities according to
the reporting procedure and provide the project coordinator with all
needed information.
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Supporting documentation
• The Coordinator has to submit the following
original documents with the final report:
– invoices related to the purchase of equipment where
the costs exceed 25000 EUR
– invoices and contracts related to subcontractors
whether academic or administrative where the costs
exceed 25000 EUR
• The Coordinator keeps copies of all other project
supporting documents, while partners keep the
originals
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Next steps…
• Steering committee
– Members
• Ppt and minutes of the meeting
• Grant agreement
• Partnership agreement
– Model, signatures, IBAN info
• Money transfers
• Meeting of local contact persons and financial persons
– Establishing procedures applicable to everyone
• Packet of needed paperwork
– IMR, Staff convention, template for entering financial info for 6
month submissions of supporting documents
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