01/07/2007, Ljubljana

Enhancing Mobility of the Croatian Academic Community

M O B I LSCM-C018B06-2006

Administrative Details and Contractual Issues

European Project Center

01/07/2007, Ljubljana

Ines SchmidtTU Dresden, European Project Center

Project Planning Meeting01/07/2007 Ljubljana

Content

- General conditions- Contract details *- Eligibility of costs- Supporting documents- Visibility guidelines- Project management- Discussion



General Conditions I

Acronym: M O B I L

Eligibility period: 15/06/2007-14/06/2008

Project number: SCM-C018B06-2006

Grant holder: Mr. Matthias Winker

Technische Universität Dresden

European Project Center



General Conditions II - Partners

EU TU Dresden – Grant applicantUniversity Ljubljana IPO - International Programme Office for

Education and Training Croatia

IDE – Grant CoordinatorMSES – MinistryASHE – Agency for Science and Higher Education(AAE – Agency for Adult Education)University RijekaUniversity DubrovnikUniversity OsijekZagreb School of Management ISR-CERD – Institute for Social Research



General Conditions III – project relationship

Within the sense of the TEMPUS programme:

- External relationship:EU Applicant

- Internal relationship:Applicant Coordinator Partners

IMPORTANT! Please no direct communication between partner instistutions and EU.



Contract Details I – Grant Agreement

signed in Dresden 09/05/2007signed in Brussels 21/05/2007

Eligibility period: 15/06/2007 – 14/06/2008project number: SCM-C018B06-2006

Total Budget: € 128,308.00Grant: € 121,892.00 = 95 %Co-Financing: € 6,416.00 = 5 %



Contract Details II – Financial risks

The TUD has the full financial risk!- EU makes the applicant responsible for any mistakes

and ineligible actions.- The final audit of the project can be up to 5 years after

the project has ended.- TUD will follow the EU rules and guidelines as close as

possible to minimize the risk of financial loss.- Pre-financing of every partner is necessary

IMPORTANT! The EU will not give all the money at the beginning. There is a pre-financing of only € 97,513! That means: partnership must pre-finance € 24,379! Be aware of it! The rest will be paid after the confirmation of the final report.



Contract Details III – Partnership Agreement

EU Grant Applicant Grant Agreement

Grant Applicant Partner institution Partnership Agreement

MandateAnnex I Project Description/ Work planAnnex II Individual BudgetAnnex III Financial ProvisionsAnnex IV General Criteria of eligible costs *Annex V Guidelines for the use of the grant *Annex VI Declaration on taxation

Annex VII Visibility Guidelines *



Eligibility of costs I *Annex IV

1 Staff Costs: - salaries plus social security charges – gross salary - may not exceed local rates – see Annex II- calculated on the basis of the task performed and not on

the status of the person

2 Staff Travel Costs & Costs of Stay:- only people under official contract in the consortium institutions - APEX air fare, economy class or equivalent- Car – 1st class train price confirmation- Train (1st class fare)- per diem: € 150 (accommodation, subsistence, insurance,

local transport)



Eligibility of costs II *Annex IV

3 Equipment:- only eligible for Croatian universities and institutions- equipment planned for IDE (copy machine, voice recorder)

4 Publishing & Printing:- handbook "Platform for launching ERASMUS in Croatia“- seminar packages- seminar working papers- project web site creation

5 Other Costs:- external translations, review, bank transfer costs, book

keeping costs



Supporting documents I *Annex V

1 Staff Costs- Working contract or any similar document showing

the status as staff member of the institution

- Salary slip or any similar document showing the gross salary paid by the university

- Filled in and stamped form Annex V/I – convention for staff costs

- Timesheet of each month (time & activity)



Supporting documents II *Annex V

2 Travel Costs and Costs of Stay- Annex V/II (Individual Grantholder Report)

- Template: Answered questions for each trip

- travel costs: invoices, tickets, boarding cards, passenger receipt original documents

- costs of stay/per diems: cash receipt



Supporting documents III *Annex V

3 Equipment- 3 quotations- original invoice – without VAT (at least not showing) !- confirmation of taking into inventory

4 Publishing & Printing- original invoice - 3 copies of any distribution visibility guidelines

5 Other Costs- original invoices



Supporting documents IV

Co-financing same documents as for grant

official exchange rate by the EC

all supporting documents must be dated within the eligibility period

all documents by fax or scanned by email first – original to be brought with to meetings or sent per registered mail



EC and Tempus Visibility *Annex VI/VII

Using the EC logo for every communication means

Using disclaimer - responsibility by author and not by EC

3 copies of each outcome, publication or communication means to TUD



Project management I

CommunicationEC/ETF TUD IDE Partnerspreferred by email, telephone, fax

Coordination and ManagementScientific coordination = Grant coordinator = IDEAdministrative management = Grant applicant = TUD

Changes within the project



Project management II – Changes within project

- for all changes to the proposal & contract we need OK from EC

- that must be given prior to the change!- two different types of changes:

Minor Changes: - timeline, dissemination Major Changes: - partnership, budget,

- outcomes, activities

PROBLEM: EC and ETF work very slow! Response to the request can take up to 3 to 12 weeks!



Project management III – Reporting & Accounting

Accounting deadlines1st part of the project: 11.01.20082nd part of the project: 30.06.2008

Payment deadlines1st instalment – after confirmation of 1st accountingfinal payment – after receiving the final payment by EC

Final ReportProject end 14.06.2008 2 months



Project Management IV - Payment

Cashtravel costs and costs of stay

Transfer to the institution/universitystaffequipment (or to the company)other costsoverhead

Transfer of the overhead can be made only after the positive evaluation by the EC and the final payment of the EC!!!



Questions



Discussion I - Co-financing

Co-financing only for eligible costs Supporting documents as for grant

in the proposal 6,416.00 €= 5 %by MSES University Rijeka ???

Which costs should be covered within the project ?



Discussion II - Payment

To avoid any financial risk for TUD, each partner has to pre-finance different activities and costs.

80 % of the stated costs as 1st instalment within the project 20 % of the stated costs as final payment after the project

was positive evaluated by EC

PROBLEM: institutions with travel budget only, less staff costs (ASHE, UNIOS, MSES, UNIDO, ZSM, AAE) 80 % of travel costs and costs of stay

SUGGESTION:100 % paymanet for travel costs and costs of stay for these inst. sharing of prefinancing with the other 6 inst.???



Contact

Technische Universität DresdenEuropean Project Center (EPC)Mrs. Ines Schmidt 01062 DresdenGermany

Tel. +49 351 463 39741Fax +49 351 463 39742

[email protected]



Thank you very much for your attention.

01/07/2007, Ljubljana

Documents

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