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
Ines SchmidtTU Dresden, European Project Center
Project Planning Meeting01/07/2007 Ljubljana
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
Ines SchmidtTU Dresden, European Project Center
Project Planning Meeting01/07/2007 Ljubljana
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
Ines SchmidtTU Dresden, European Project Center
Project Planning Meeting01/07/2007 Ljubljana
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.
Ines SchmidtTU Dresden, European Project Center
Project Planning Meeting01/07/2007 Ljubljana
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 %
Ines SchmidtTU Dresden, European Project Center
Project Planning Meeting01/07/2007 Ljubljana
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.
Ines SchmidtTU Dresden, European Project Center
Project Planning Meeting01/07/2007 Ljubljana
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 *
Ines SchmidtTU Dresden, European Project Center
Project Planning Meeting01/07/2007 Ljubljana
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)
Ines SchmidtTU Dresden, European Project Center
Project Planning Meeting01/07/2007 Ljubljana
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
Ines SchmidtTU Dresden, European Project Center
Project Planning Meeting01/07/2007 Ljubljana
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)
Ines SchmidtTU Dresden, European Project Center
Project Planning Meeting01/07/2007 Ljubljana
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
Ines SchmidtTU Dresden, European Project Center
Project Planning Meeting01/07/2007 Ljubljana
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
Ines SchmidtTU Dresden, European Project Center
Project Planning Meeting01/07/2007 Ljubljana
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
Ines SchmidtTU Dresden, European Project Center
Project Planning Meeting01/07/2007 Ljubljana
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
Ines SchmidtTU Dresden, European Project Center
Project Planning Meeting01/07/2007 Ljubljana
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
Ines SchmidtTU Dresden, European Project Center
Project Planning Meeting01/07/2007 Ljubljana
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!
Ines SchmidtTU Dresden, European Project Center
Project Planning Meeting01/07/2007 Ljubljana
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
Ines SchmidtTU Dresden, European Project Center
Project Planning Meeting01/07/2007 Ljubljana
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!!!
Ines SchmidtTU Dresden, European Project Center
Project Planning Meeting01/07/2007 Ljubljana
Questions
Ines SchmidtTU Dresden, European Project Center
Project Planning Meeting01/07/2007 Ljubljana
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 ?
Ines SchmidtTU Dresden, European Project Center
Project Planning Meeting01/07/2007 Ljubljana
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.???
Ines SchmidtTU Dresden, European Project Center
Project Planning Meeting01/07/2007 Ljubljana
Contact
Technische Universität DresdenEuropean Project Center (EPC)Mrs. Ines Schmidt 01062 DresdenGermany
Tel. +49 351 463 39741Fax +49 351 463 39742
Ines SchmidtTU Dresden, European Project Center
Project Planning Meeting01/07/2007 Ljubljana
Thank you very much for your attention.
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