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 II

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Table of

contents

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

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Amendments to grant agreement/decision

Art. 12 of the general conditions

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General principles

• Do not question the decision to award the grant

• Respect eligibility criteria

• Respect equal treatment

• Written form (by legal representatives)

• Requested before the last month of the project

• Approval by the EACEA

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1) Amendments made via the Participant Portal

a) Change in the legal status of the beneficiary

b) Change of legal name of the beneficiary

c) Change of address of the beneficiary

LEAR: Legal Entity Appointed Representative

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http://ec.europa.eu/education/participants/portal/desktop/en/organisations/register.html

Participant Portal

LEAR: Legal Entity Appointed Representative

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2) Amendments by exchange of letters (for any other changes)

a) Change of Legal Representative

b) Change of Coordinator

c) Changes in the work programme

d) Changes in the budget

e) Extension of the eligibility period

f) Etc. 7

Amendments by exchange of letters Requirements

• Request letter signed by the legal representative

• Addressed to EACEA - HoU A2 (Art. 6.3 of special conditions)

• Free format

• Annexes (new budget, work plan, key staff…)

• Scanned & emailed to EACEA-AJM@ec.europa.eu

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e-Reports

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Action type Action

duration Report modality Report due date Submission

Modules Chairs Centre of Excellence Support to Associations Networks

3 years

Technical

(operational)

1 year after the start date of the eligibility period i.e. by the 31st August at the latest.

E-Report and attachments

submitted on-line

by the Coordinator

via the Participant Portal

DoH signed by the Legal Representative

Final

(operational + financial 2 month after the end date of the eligibility period, i.e. usually by

the 31st October at the latest unless an extension of the

eligibility period have been authorised. Projects

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24 months

Final

(operational + financial

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http://ec.europa.eu/education/participants/portal/desktop/en/organisations/register.html

Participant Portal User guide https://eacea.ec.europa.eu/sites/eacea-site/files/ereport_1.1.0_submission_user_guide_2_0_0.pdf

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Automated feeding from our database: (e.g. contractual data, planned activities, objectives/target groups/topics, etc.)

Beneficiary has to fill in: • Summary (update)

• Implemented activities

• Changes in relation to the application

• Team involved in the project and their role

• Impact, visibility and dissemination

• Statistics: events and participants, teaching hours and students per year

• Website link

• Final report only: Final grant requested

Attachments to be uploaded on the e-report form:

• Technical report: DoH signed by LR

• Final report: • Common to all action types:

• DoH signed by LR • Grant Calculator sheet

• Projects: • List of participants • Agenda of Events

• CoE, Networks and Suppa: • Audit certificate Type I, or • Supporting documents

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https://eacea.ec.europa.eu/sites/eacea-site/files/annex_iii_guidance_notes_audit_type_i_03-2014_en.pdf

Audit certificate Type I CoE and Networks with EU grant > EUR 60 000

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Annex VI of the Grant Agreement: List of supporting documents to be provided in annex with the Final Financial Report

Staff costs - the following documents should be provided for the three highest consolidated staff costs (i.e. staff member costs) for the whole eligibility period employment:

- contract (or equivalent document) - payslips (or remuneration's receipts) - proof of payments (if applicable) and time sheets or equivalent documents showing the manpower's work effort (i.e. number of working days);

Subcontracting - for the three highest value subcontracts: quotes (if applicable), contracts, invoices and proofs of payments;

Travel and subsistence - for 25% of the highest costs declared under this budget item: copy of tickets and boarding passes, hotel invoices (and proof of payments).

Supporting documents Support to Associations CoE and Networks with EU grant ≤ EUR 60 000

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Publicity obligations

The EU visual identity

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PUBLICITY OBLIGATIONS (Grant decisions: article 9.3 of the special conditions) (Grant agreements: article I.10.3 of the special conditions)

1. For the purpose of General Condition n° 7 of the grant decision, relating to the publicity and use of the relevant logo, the beneficiary must follow the instructions available on the following website: https://eacea.ec.europa.eu/about-eacea/visual-identity_en 2. The beneficiary must inform the public, press and media of the action (internet included), which must, in conformity with General Condition n° 7 mentioned above, visibly indicate “with the support of the Erasmus+ Programme of the European Union” as well as the graphic logos. 3. Where the action, or part of the action, is a publication, the mention and graphic logos must appear on the cover or the first pages following the editor's mention. 4. If the action includes events for the public, signs and posters related to this action must be displayed. This must include the logos mentioned under point 1. Authorisation to use the logos described in point 1 implies no right of exclusive use and is limited to this agreement. 19

VISIBILITY OF THE UNION FUNDING (Article 7 of the general conditions )

7.1 Information on Union funding and use of European Union emblem

Unless the Agency requests or agrees otherwise, any communication or publication related to the action, made by the beneficiary, including at conferences, seminars or in any information or promotional materials (such as brochures, leaflets, posters, presentations, etc.), shall indicate that the action has received funding from the Union and shall display the European Union emblem.

When displayed in association with another logo, the European Union emblem must have appropriate prominence.

The obligation to display the European Union emblem does not confer to the beneficiary a right of exclusive use. The beneficiary shall not appropriate the European Union emblem or any similar trademark or logo, either by registration or by any other means.

For the purposes of the first, second and third subparagraphs and under the conditions specified therein, the beneficiary is exempted from the obligation to obtain prior permission from the Agency to use the European Union emblem.

7.2 Disclaimers excluding Agency and Commission responsibility

Any communication or publication related to the action, made by the beneficiary in any form and using any means, shall indicate that it reflects only the author's view and that the Agency and the Commission are not responsible for any use that may be made of the information it contains 20

Disclaimer for publications and studies (inner pages):

"The European Commission support for the production of this publication does not constitute an endorsement of the contents which reflects the views only of the authors, and the Commission cannot be held responsible for any use which may be made of the information contained therein."

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https://eacea.ec.europa.eu/about-eacea/visual-identity_en

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Penalties

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PENALTIES IN THE CASE OF NON-COMPLIANCE WITH PUBLICITY OBLIGATIONS AND FOR POOR, PARTIAL, OR LATE IMPLEMENTATION

(Grant decisions: art. 10.6 of the special conditions) (Grant agreements: art. I.9.6 of the special conditions)

The publicity provision is a substantial obligation. Lack of publicity (EU visibility): the Agency may terminate the grant and/or apply a 20% reduction of the grant. Poor, partial or late implementation: on the basis of the score of your final report, and in a total of maximum 100 points, the reduction of the estimated grant will be of:

• 25% if the project scores at least 40 points and below 50 points; • 35% if the project scores at least 30 and below 40 points; • 55% if the project scores at least 20 and below 30 points; • 75% if the project scores below 20 points.

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• Milestones • Unit costs and Actual costs • Grant agreements and grant decisions • Amendment to grant agreements/decisions • e-Reports • Publicity obligations • Penalties

Recap.

Any questions?

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Thank you

EACEA Jean Monnet Website https://eacea.ec.europa.eu/erasmus-plus/actions/jean-monnet_en

Jean Monnet Fonctional Mailbox EACEA-AJM@ec.europa.eu

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