Transcript Management of the Grant Agreement By Philippe Ruffio & Nathalie Hoste-Luxen Tempus project representatives’ meeting Brussels 12-13 December 2011

Management of the Grant Agreement
By Philippe Ruffio & Nathalie Hoste-Luxen
Tempus project representatives’ meeting
Brussels 12-13 December 2011
THE AIM OF THIS PRESENTATION
Approach and rules for sound contractual
management:
•
Essential information on the
Tempus Grant Agreement and
other important documents
OUTLINE
• Structure of the Grant Agreement
• Hierarchy
• Special Conditions and General Conditions
• Annexes
• Guidelines for the Use of the Grant
• FAQ
STRUCTURE OF THE GRANT AGREEMENT
I. Special Conditions
II. General Conditions
Part A: Legal and Administrative Provision
Part B: Financial Provisions
Annex
Annex
Annex
Annex
I:
II:
III:
IV:
Annex V:
Description of the action
Estimated budget of the action
Mandates
Technical implementation reports and
financial statements to be submitted
List of co-beneficiaries
HIERARCHY
CALL FOR PROPOSALS
Grant Agreement:
GENERAL
CONDITIONS
++
-
Annexes
(the foundation)
PRECEDENCE
Grant Agreement:
SPECIAL
CONDITIONS
Project
Proposal
BEWARE!
Do not assume that all activities in your project application
are automatically eligible.
Before implementing any activity, please check first that
the activities indicated in your project proposal are
eligible.
SPECIAL CONDITIONS
• Purpose of the Grant (Article I.1)
• Duration (Article I.2)
• Role of the Beneficiaries (Article I.3)
- Mandate
- Partnership Agreement
KEY PROVISIONS IN THE PARTNERSHIP
AGREEMENT
-
-
Duration of the Agreement
Amount of funds (not final at this stage) and
payment modalities (if relevant)
Respective duties and obligations of coordinator and
partners
Decision making process including approach to
conflict resolution
Financial management (accounting, reporting, …),
including (in)eligible expenses, exchange rates and reimbursement
modalities for e.g. travel costs, accommodation, …
SPECIAL CONDITIONS
• Financing the Action (Article I.4)
-
Annex II – Estimated budget
-
Maximum Agency Contribution (Article I.4.3)
-
% co-financing
AGENCY AND CO-FINANCING CONTRIBUTIONS
ELIGIBLE DIRECT COSTS
1 000,000.00
Indirect costs (7% of total eligible direct costs):
TOTAL ELIGIBLE COSTS
1 070,000.00
Tempus grant: includes financing
to a maximum of 90% of the total
eligible costs (from the EU)
952,300.00
89%
70,000.00
MAX
90%
Co-financing: at least 10% of the
total eligible costs (from the
partnership’s own resources)
117,700.00
11%
MIN
10%
“I.4.3 The Agency shall contribute a maximum of EUR «xxx.xxx,xx», equivalent to
«xx,xx»% of the estimated total eligible direct costs indicated in paragraph 2. The final
amount of the grant shall be determined as specified in Article II.17, without prejudice
to Article II.19.
The European Union grant may not finance the entire costs of the action. The
amounts and sources of co-financing other than from European Union funds shall be
set out in the estimated budget referred to in paragraph 1.” (i.e. Annex II)
SPECIAL CONDITIONS
• Payment Arrangements (Article I.5)
- Pre-financing (60%)
- Further pre-financing (30%)
- Payment of the Balance (max. 10%)
External
Audit
Report
Required for
grants of
€750,000
or more
 financed under the
‘Other Costs’ budget
heading
SPECIAL CONDITIONS
• Bank Account (Article I.7)
- The account or sub-account must identify the payments made by the
Agency – recommend a project account to identify transactions and record
bank interest.
• General Administrative Provisions (Article I.8)
- Single contact person for all communications with EACEA
• Law Applicable and Competent Court (Article I.9)
- 2 situations : EU :
General Court of the European Union
Partner Country : Belgian law
SPECIAL CONDITIONS
• Other Special Conditions (Article I.11)
- Exchange Rates
- Implementation Contracts
- Publicity
- Use of the Results (EVE)
- Cooperation obligation with NTO’s
(recommended also with NCP’s)
- Eligible Costs
GENERAL CONDITIONS
Some key points :
• Termination Procedure and effects (Article II.11)
• Financial Penalties (Article II.12)
- For grave breaches of obligations under the
Agreement (% repayment)
• Supplementary Agreements (Article II.13)
Contractual Amendments:
• Extension of Eligibility Period
• Budget modification
• Addition or Withdrawal of a co-beneficiary

 No later
than one
month
before the
end!
GENERAL CONDITIONS (Part B)
• Eligible and Ineligible Costs (Article II.14)
• Requests for Payment (Article II.15)
• Determining the Final Grant (Article II.17)
• Recovery (Article II.18)
• Checks and Audits (Article II.19)
GUIDELINES FOR THE USE OF THE GRANT
• How to make changes to the Consortium ?
• Supporting documents
• Detailed information on the different budget
headings
- Information on eligible/ineligible activities
- Information on supporting documents to send
and to keep
GUIDELINES FOR THE USE OF THE GRANT
• Co-financing
• List of ineligible costs
• How to transfer € between budget headings
• Reference daily rates for Staff Costs and
Ceilings for Costs of Stay
• Staff Convention and Individual Mobility
Report forms
FREQUENTLY ASKED QUESTIONS (FAQ)
• A valuable reference document
- Covers a multitude of questions and different
situations
- Available on the Tempus Website
Check regularly updated
versions
QUESTION NOT ANSWERED?
• Please contact the Tempus team
[email protected]
GRANT
AGREEMENT
Guidelines
for the
Use of the
Grant
ANNEXES
CALL
PROJECT
PROPOSAL
Email the
Tempus team
FAQ