Transcript Administrative ISSUES

Welcome MEDEA
Kick-off meeting
Riga, 27th -29th November 2013
KOM Riga 27th-29th November 2013
With the support of the Erasmus Mundus programme of the European Union
ADMINISTRATIVE &
FINANCIAL ISSUES
MEDEA
KOM Riga 27th-29th November 2013
With the support of the Erasmus Mundus programme of the European Union
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PROGRAMME
1 -LEGAL DOCUMENTS
A. Grant Agreement /Consortium Agreement
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2 -MANAGEMENT STRUCTURE
A.
B.
C.
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Composition
Roles and Responsabilities
MEDEA Committees
3 -FINANCIAL MANAGEMENT
A.
B.
C.
Budget overview
Organisation of the mobility
Implementation of the mobility
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D.
E.
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Organisation and Implementation of the mobility
Management invoices
4 -ADMINISTRATIVE ISSUES
A.
B.
C.
D.
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Subsistance costs
Travel costs
Participation costs
Insurance costs
Important documents -Partners
Documents for the mobility
Reporting
Checks and Audits
5 -TIMELINE
6 -COMMUNICATION AND DISSEMINATION
A.
B.
C.
D.
Communication tools
Key documents
Communication and network
Sustainability – Erasmus +
KOM Riga 27th-29th November 2013
With the support of the Erasmus Mundus programme of the European Union
1-LEGAL DOCUMENTS
Grant Agreement
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Signed between EACEA and the
coordinating HEI.
Contract between UPS and EACEA.
Agreement for the period from the
14th july 2013 to 14th july 2017.
Legal and financial aspects, duties
of UPS and EACEA.
Consortium Agreement
 Signed by all partners
 2 signed copies
 Structures and officialises the
consortium
 Defines the rules of the consortium:
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Management structure
Financial and legal aspects
Roles of partners
Organisation of the mobility
Settlement of disputes
KOM Riga 27th-29th November 2013
With the support of the Erasmus Mundus programme of the European Union
2.Management structure
A. Composition
COORDINATOR AND CO-COORDINATOR TEAM
Coordinating institution:
Université Paul Sabatier, Toulouse
Coordinator: Oksana KOUNDOUZOVA
Co-coordinator institution:
Tbilisi, Georgia
Coordinator: Ia IAVALIANI
Project manager:
Elodie Balonas Constantino
PARTNER and Associated Partners TEAM
Academic and/or Administrative representatives
MEDEA COMMITTEES
MEDEA consortium
committee (MCC)
MEDEA Joint Selection
Committee (MJSC)
KOM Riga 27th-29th November 2013
With the support of the Erasmus Mundus programme of the European Union
MEDEA Quality Committee
(MQC)
2.Management structure
B.Roles and responsabilities of each structure
Management of the project by Coordinator and Co-coordinator
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Day-to-day management
Promotion material and website
Implementation of procedures
MEDEA documents – Templates
Finances
Insurance
Reporting to EACEA
Problem solving
KOM Riga 27th-29th November 2013
With the support of the Erasmus Mundus programme of the European Union
2.Management structure
B.Roles and responsabilities of each structure
Partner Institutions
Administrative and financial management
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Local implementation of the project
Financial management of local budget
Local promotion of the project
Designate a person referent for project
Reporting to the coordinating Team
Advise their representatives in consortium
committees
Mobility management
 Overall management of the selection
procedure
 In charge of evaluating students / staff
 Practical organisation and follow up
mobilities
 Supervise the training procedures and
their contents
 Collect all documents related to the
student mobility
2.Management structure
B.Roles and responsabilities of each structure
Associate Partners
Aims of assiciate partners:
o Facilitate and contribute to the transfer of knowledge.
oInnovation process.
oPromotion.
oIdentifying and providing placement facilities to incoming students.
Associates play an active role in the action but they are not beneficiaries.
KOM Riga 27th-29th November 2013
With the support of the Erasmus Mundus programme of the European Union
2.Management structure
C.MEDEA Committees
• MEDEA Joint Selection Committee (MJSC)
Composition: One representative by partner university chaired by coordinator
Role: Decides final selection of the granted candidates
Meeting frequency: Once a year
Decision rules:
 Consensus or simple majority
 Impartial and no conflicts of interest
Responsabilities:
 Overall management of the recruitment
process
 Selection procedures
 Respect of the mobility scheme
implementation
 Coordination of training activity
 Dissemination of the results
 Verification of the availability and follow
up of the student
KOM Riga 27th-29th November 2013
With the support of the Erasmus Mundus programme of the European Union
2.Management structure
C.MEDEA Committees
• MEDEA Consortium Committee (MCC)
Composition: One representative by partner university chaired by coordinator
Role: Consortium’s decision making and arbitration body
Meeting frequency: Once a year
Decision rules:
 Consensus or simple majority
 Binding decision for all partners
Responsabilities:
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Promotion
Dissemination of results
Sustainability
Valorisation
Political and strategic orientation
Selection Procedures
Mobility implementation
Mobility Recognition
2.Management structure
C.MEDEA Committees
• MEDEA Quality Committee (MQC)
Composition:
 2 members representing EU partners.
 2 members representing TC partners.
 1 independent member of associate partners.
The MQC aims to:
 Work on the weakness of the project .
 Propose measures for improvement.
 Define forces and failures of the project through quality reports.
 Work on the sustainable development of MEDEA.
KOM Riga 27th-29th November 2013
With the support of the Erasmus Mundus programme of the European Union
3.Financial Management
C.Implementation of the mobility
Subsistence costs
Mobility type
Monthly allowance
Undergraduate
1000€
Post-graduate
1000€
Doctorate
1500€
Post-doctorate
1800€
Staff
2500€
 Transfer of the total subsistence allowances proportionally to the number of grant holders after each selection committee.
 Partners will have to send an invoice to receive the payment.
The susbsistence allowance is a monthly allowance for costs of living.
This lump sum will be transferred directly to hosting institution.
The hosting university will have to transfer money on a monthly basis.
In duly justified cases the payment periodicity can cover up to a maximum of three months.
Subsistence costs should be provided upon arrival to cover installation costs. (After signature of the scolarship contract)
If a portion of a month is more than 15 days, a full month allowance is to be paid.
KOM Riga 27th-29th November 2013
With the support of the Erasmus Mundus programme of the European Union
3.Financial Management
D.Organisation&Implementation of the mobility – Recap
Organization of mobility
(HOME & HOST)
Lump sum
3500 euros
Participation cost
-Permit residence
-Language courses
-Tuition fees
-Laboratory consumable
-Specific needs for the
formation
-Public transport
Individual scholarship
(HOST)
Travel Cost
Insurance
cost
Eligible
Costs
-Human resources
-Meeting expenses :
KOM,
selection committees
-Project’s promotion
Recording
- An administrative platform soon ready, until then,
please send to UPS a scanned copy of all the invoices -Invoice (original)
and proofs (boarding pass, invoices, etc.)
-Boarding pass
- Send UPS detailed table of expenditure
-Keep all original copies
Scholarship
-One return flight ticket Insurance
Monthly
-Extra cost due to visa managed by allowance
process
UPS
-Visa cost
KOM Riga 27th-29th November 2013
With the support of the Erasmus Mundus programme of the European Union
Copy sent
directly to
students, if
required can
be sent to
Host
Endorsement
letter signed by
the student.
Template
provided by
coordinator
3.Financial Management
E. Management of invoices
Type of expenses
Organisation of mobility
Subsistence costs
Travel costs
Participation costs
Insurance
Management required
Activities report
•Each granted will have to sign a monthly
allowance receipt
•A proof that the money has been
transfered
•Invoices and boarding cards must be
kept
•Certificate of arrival must be signed by
all granted
Partners concerned
(sending or hosting)
All partners
Hosting institution
Hosting institution
Proof of registration, invoices of
expenditure
Hosting institution
Contract signed by all granted
Hosting institution
For all expenses, keep the invoices
We can have an audit during the 5 years after the end of the project !!
KOM Riga 27th-29th November 2013
With the support of the Erasmus Mundus programme of the European Union
4.Administrative issues
A. Important Documents - Partners
Consortium
agreement
(2 signed &
stamped
versions)
Fiche
fournisseur:
(bank details
sheet)
KOM Riga 27th-29th November 2013
With the support of the Erasmus Mundus programme of the European Union
Transfer the
money to your
institution
(planned in
January 2014)
4.Administrative issues
B-Documents for the mobility
• Letter of acceptance in the MEDEA project
Sent by the coordinator at the end of the selection process when
the student agrees to integrate the project
• Welcome letter in the hosting university
Sent by the hosting university, giving the name of the tutor,
accommodation, visa information, etc.
• Student/staff agreement
Signed by the coordinating institution and the student/staff :
duties, rights, fundings, etc.
• Student/staff learning agreement
Filled by the student/staff and approved by the hosting and home
institutions
• Certificate of arrival & monthly allowance receipt
Signed by the student at the hosting institution
KOM Riga 27th-29th November 2013
With the support of the Erasmus Mundus programme of the European Union
A template is
provided by
the
coordinating
institution
4.Administrative issues
C.Reporting
Event
Deadline
Starting date of eligibility period
July 2013
Submission of Minimum Requirement for
the selection procedure
Submission of the lists of selected
candidates
15 days before
the 1st mobility
starts
Submission of the 1st Progress report
01/09/2014
Submission of the 2nd Progress report
01/02/2015
Submission of the 3rd Progress report
01/02/2016
Ending date of the eligibility period
14/07/2017
Submission of the Final report
14/09/2017
Progress reports
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Project implementation
Communication & dissimination
Applications received & selected
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Financial balance
List of expenses online
KOM Riga 27th-29th November 2013
With the support of the Erasmus Mundus programme of the European Union
4.Administrative issues
C.Reporting
1st cohort
Documents
Submission of the lists of grant holders
Mobility flow latest start
01/09/2014
31/12/2014
2nd cohort
Submission of the lists of grant holders
Mobility flow lastest start
01/09/2015
31/12/2015
 Boarding passes
 Learning agreement
 Arrival notice
 Student agreement / contract
 Student registration proof
 Satisfactory survey
 regular appointment
3rd cohort
Submission of the lists of grant holders
Mobility flow lastest start
01/09/2016
31/12/2016
Attendance certificate
Scholarship report
Transcript of record
KOM Riga 27th-29th November 2013
With the support of the Erasmus Mundus programme of the European Union
4.Administrative issues
D. Checks and Audits
All EU funded projects may be checked through:
• A desk control (a review and analysis of the contractually
required supporting documents)
• Monitoring and on the spot visits by the Agency
• Audit visits by the Agency's external Auditors
• Audit visits by the European Court of Auditors
When?
• any time during implementation
• up to 5 years after the date of the financial closure (date of the
final payment/recovery order)
KOM Riga 27th-29th November 2013
With the support of the Erasmus Mundus programme of the European Union
4.Administrative issues
D. Checks and Audits – Documents to be kept
-Passport.
-Student agreement.
-Travel documents (bording passes, e-tickets), …
-Bank statements –for the transfer of subsistence allowance.
-insurance agreement/invoice/annex to the insurance
contract. with the name of the grantee and the period clearly
stated.
-Any other documents relevant for the respective mobility.
KOM Riga 27th-29th November 2013
With the support of the Erasmus Mundus programme of the European Union
6.Communication and dissemination
B.Key documentation
http://eacea.ec.europa.eu/erasmus_mundus/beneficiaries/beneficiaries_action_2_en.php
Documents :
 Programme guide
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Guidedlines to call for proposals
Administrative and financial hanbook
Minimum requirements for selection procedure
Minimum health insurance requirements
Visibility of Erasmus Mundus projects (website /logo)
Reporting templates
Financial information kit
KOM Riga 27th-29th November 2013
With the support of the Erasmus Mundus programme of the European Union
6.Communication andDissemination
C. Communication and Networking
Website: www.ema2.medea
Institutional cooperation
agreements
Embassies
DISSEMINATION
Institutional contacts
Associated Partners
EACEA national agencies
Student Network
KOM Riga 27th-29th November 2013
With the support of the Erasmus Mundus programme of the European Union
Newsletters, articles
6.Communication and Dissemination
D. Sustainability
Intra- partnership agreements
Between Balkan states
Between European
Between EU / Balkan
Staff exchanges
Even if not in the framework of MEDEA
Joint Programmes / Doubles Diploma
Cooperation Agreements
Signature of MOU’s
Erasmus + : Future coopération
KOM Riga 27th-29th November 2013
With the support of the Erasmus Mundus programme of the European Union
THANK YOU
FOR YOUR ATTENTION!