Erasmus+

Jean Monnet Activities

Santiago GUTIÉRREZ-JIMÉNEZ Project Advisor

Jean Monnet Team EACEA - Unit A2

Brussels 29th November 2018

Kick-off Meeting 2018

Grant Management I

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• Milestones • Unit costs and Actual costs • Grant agreements and grant decisions • Q&A Table

of contents

• Amendment to grant agreements/decisions • e-Reports • Publicity obligations • Penalties • Q&A

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The Milestones of E+ Jean Monnet

grant management

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(e.g. 2018) (e.g. 2019) (e.g. 2019) (e.g. 2020) (e.g. 2020) (e.g. 2021) (e.g. 2021) (e.g. 2021) (e.g. 2024 to 2026)

1/9/AY1 31/8/AY1 1/9/AY2 31/8/AY2 1/9/AY3 31/8/AY3 ≤ 31/10/Y4 ≤ 31/12/Y4 ≤ 31/12/Y7 to Y9

2 month 60 days 3 to 5 yearsAcademic Year 1 Academic Year 2 Academic Year 3

Implementation of activitiesTechnical

e-report (AY1)

Final e-report (technical + financial)

Covers 3 academic

years

Signature grant agreement/decision

Notification of selection results

Uploading of results on the E+ Project Results Platform

Approval final e-report

Check results on the E+PRP and decide on

their publication

PotentialGood

practices&

Success stories

Desk monitoring - Field monitoring visitsPayment pre-financing (70%)

Checks, audits, evaluations

Duty to keep documents

EU grant ≤ 60 000€: 3 yearsEU grant > 60 000€: 5 years

Payment of balance

Most commun

Grant Beneficiary

EC/EACEA4

(e.g. 2018) (e.g. ≤ 2020) (e.g. ≤ 2020) (e.g. ≤ 2020) (e.g. ≤ 2023

1/9/AY1 ≤ 31/8/AY2 ≤ 31/10/Y3 ≤ 31/12/Y3 ≤ 30/12/Y6

2 month 60 days 3 years12, 18 or 24 months

Implementation of activities

Final e-report (technical + financial)

Covers full project

duration

Signature grant agreement/decision

Notification of selection results

Uploading of results on the E+ Project

Desk monitoring - Field monitoring visits

Payment pre-financing (70%)

Checks, audits, evaluations

Duty to keep documents

EU grant ≤ 60 000€: 3 years

Approval final e-report

Check results on the E+PRP and decide on

their publication

Potential Good

practices&

Success stories

Payment of balance

Grant Beneficiary

EC/EACEA

For the action type PROJECTs

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Unit costs and Actual costs in Jean Monnet grants

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Unit costs Actual costs

Centres of Excellence

Chairs

Modules

Networks

Projects

Support to Associations

Teaching hours D1 (e.g. 166€ IT)

Events Duration Location Participants D2 (e.g. 73€/d IT) Non-local speakers • Subsistence D3 (e.g. 230€/d IT) • 6 travel bands from 100km on

Budget categories Direct Costs (DC): A. Staff B1. Travel & subsistence B2. Equipment (≤10%DC) B3. Subcongtracting (≤30%DC) B4. Teaching costs B5. Other costs Indirect Costs (≤7%DC)

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Unit costs NOT APPLICABLE for Actual costs

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177 (75%) 7 M€

58 (25%) 8,8 M€ Types of grants/budgets in the grants awarded in

2018

Jean Monnet Selection 2018

A few charts & stats

JEAN MONNET KICK-OFF MEETING 2018

Brussels, 29 November 2018

Unit costs

• Methodology for the calculation of the grant, based on the use of key units

• Grant covers all costs necessary for the activities

• Activities shall be eligible

• Costs actually incurred by beneficiaries are not relevant

• At reporting stage: focus on the operational side and respect of the agreed methodology

• Penalties apply if poor, late or partial implementation, or lack of publicity obligations

• Exchange rates are not relevant

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Actual costs

• Reimbursement of costs actually incurred

• Both Activities and Expenditure shall be eligible

• Rules in force at the beneficiary institution apply: staff costs, exchange rates, tenders, etc.

• At reporting stage: focus on both activities and expenditure

• Ceilings (% DC) apply for some budget categories

• Non-profit rule applies for EU grants > EUR 60 000

• Penalties apply if poor, late or partial implementation, or lack of publicity obligations

• Exchange rate for reporting purposes: EC monthly accounting rate of the month of prefinancing

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Actual costs

Incurred during the eligibility period

Foreseen in the estimated budget

Directly connected with the project

Necessary

Reasonable and justified

Identifiable and verifiable (recorded

and easily traceable)

Complying with social and tax requirements

Conditions for the eligibility of costs (Art. 19.1 of the general conditions)

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Actual costs

Return on capital

Debt and debt service charges

Provisions for losses or debts

Interest owed

Doubtful debts

Exchange losses

Costs of transfers from the EACEA

Contributions in kind

Costs of other projects

Excessive or reckless

expenditure

Deductible VAT

Ineligible costs (Art. 19.4 of the general conditions)

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Actual costs Budget transfers (Art. 8 of the special conditions)

Budget transfers between budget categories of eligible costs are limited to 10% of the amount of each budget category for which the transfer is intended

(A formal budget amendment is required for transfers above 10%)

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The grant agreement/decision: Special Conditions

General Conditions (Annex II) Other annexes

2018 https://eacea.ec.europa.eu/erasmus-plus/funding/jean-monnet-activities-2018_en

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• Milestones • Unit costs and Actual costs • Grant agreements and grant decisions

We have seen so far

Any questions?

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