ELESA Project

“Financial and administrativeManagement”

Jan NeyensFinance & Project administration

Financial and administrative management

Welcome to you, “key-players”, in this project:

Partners:• 1 contractor• 12 partners

Contractor:• Leuven University College (= KHLeuven)

External evaluator

Agency:• Education, Audiovisual and Culture Executive Agency (EACEA)

Partners from 10 different countries: be, ch, ee, es, fr, gr, hu, ie, nl, pt

Financial and administrative management

Agenda:1. Contract with Agency2. Contract with partners3. 75/254. Eligible costs5. Staff6. Travel/subsistence7. General meeting8. 75/25 to Partner9. Overall ELESA budget10. Payments to Contractor11. Expenditures12. Payments to Partners13. Payments data14. Time sheet15. Time sheet example16. Calculation of “daily rate”17. website18. Contact details

Financial and administrative management

1. Contract with Agency

Contract betweenAgency (=EACEA) & Contractor (=KHLeuven)

Project ref nr: 539073-LLP-1-2013-1-BE-ERASMUS-EQRProject title: European Learning Syllabus for Outdoor Animators

This contract is available for all partners.

Financial and administrative management

2. Contract with Partners

2 key basic documents:- Financial administrative rules in the “Project Handbook” (*)- Project description

Please add:- Bank details; bank account, bank name, iban nr, bic, … (payments will only be done on the bank account of the partner)- Organisation data; address, name + function of legal representative of organisation who signs, …- signature, name, …

Please return to us (Contractor) 2 signed copies before end of October ‘13.Payments cannot be done before this contract is duly signed.

(*) : Project handbook 2013: “will be available soon”, October 9th 2013: http://eacea.ec.europa.eu/llp/beneficiaries/2012/reporting_lif

elong_learning_2013_en.php

Financial and administrative management

3. 75/25

Co-financing - “Grant principle”

On expenditures (*) there’s a grant of 75%:

Example:staff cost (or any other cost) = 100 euro

Your organisation makes expenditure of 100 euro Contractor pays you 75% = 75 euro (*)

(*) if expenditures are;- eligible- approved in the budget, with correct invoice, proof of payment, documents, signatures, approved by the Agency (as

stated in budget), …- at the end of the project

Financial and administrative management

4. Eligible costs

• Staff• Travel/subsistence• Subcontracting• Other

=> Mainly “Staff” & “Travel/subsistence”.

Please note that Partners are not allowed to move costs from one budget heading to another.

Financial and administrative management

5. Staff

In Project Handbook (*)(Guidelines for adm. & fin. Management and Reporting);

Staff:

“Costs relating to the following categories of staff are considered:

•Statutory staff, having either a permanent or a temporary employment contract with the partner•Temporary staff, recruited through a specialised external Agency”• …

Financial and administrative management

6. Travel/subsistence:

Travel:

- use cheapest means of travel- if your travel costs exceed the amount set out in the budget you can not claim surplus on top of this amount (300 / 350 / 500 euro)- car travel, in accordance with the internal rules of the organisation concerned, up to a maximum of 0,22 euro per km- …

Financial and administrative management

7. Kick off meeting (be)

Expenditures:Subsistence (Lunches, sleeping, meetings, …)

=> paid by KHLeuven (25/75)Travel paid by partners (75/25)

Guideline:Budget built to cover expenses for 1 person per organisation to attend meetings=> 1st person “in budget”: 75/25=> 2nd, 3rd, … person: on behalf of partner

Your organisation will receive a detailed list of all costs concerning this Kick off meeting.

(Please note we will avoid payments from Partner to Contractor !)

Financial and administrative management

7. Next meetings(gr–HATAOA-p8, es-ANETA-p7, hu-SEMMELWEIS EGY-p12, fr-SNELM-p3)

Expenditures:Subsistence (catering, sleeping, …)

=> paid (in advance) by the “host”=> will be repaid from coordinator to “host”=> 25% will be settled (by coordinator) with

partnersTravel paid by partners (75/25)

Guidelines to organisers of meeting:•Budget built to cover expenses for 1 person per organisation•Look at budget to know budget for subsistence, …•Report all needed financial documents (invoices, payments, … ) and hand in an explanation note + attendance list with signatures to the contractor.•Contractor will send every partner a detailed list of all costs concerning these meetings.

(Please note we will avoid payments from Partner to Contractor !)

Financial and administrative management

8. 75/25 to partner

- invoices, receipts, boarding passes, proof of payment, original/signed documents, evt. “translation/explanation note”, - signed by employee & employer- in euro- eligible(comply with all financial and administrative rules laid out in the Administrative and Financial Handbook, as published on the EACEA website)

- reporting & payments according to payment data- Grant on indirect cost: at the end of the project- documents to be kept until 10 years after the end of the eligible period

Financial and administrative management

9. ELESA Budget

CostsStaff costs: 394.827 euroTravel/subsistence: 64.903 euroSubcontracting: 14.500 euroOther: 21.300 euroTotal direct cost: 495.530 euroIndirect costs (7%): 34.687 euroTotal project expenditures: 530.217 euro

FinancingGrant: 397.659 euro (= 75% *)Partners’ own funding: 132.558 euroTotal project revenues: 530.217 euro

(*) according to the result of the “overall rating”

Financial and administrative management

10. Payments to Contractor(expected schedule):

11/2013: 40% of grant: +159.028 euro

11/2014: 40% (after validation of the interim report): +159.028 euro

11/2015:20% (after validation of final report): + 79.513 euro

Total grant = + 397.569 euro (*)

(*) according to the result of the “overall rating”

Financial and administrative management

12. Payments to Partner:

Payments:(after each of the 5 meetings)

Example:Expenditure: -100 euroPayment (66,66% of grant): + 50 euroPayment at end of project (33,33% of grant): + 25 euro

Deducted with the 25% own financing on subsistence paid in advance by the host of the 5 meetings.

Financial and administrative management

13. Payment data

We ask you to send us (contractor KHLeuven) after each of the 5 meetings (latest on the last day of that month) your declaration.

Within two weeks later (after last day of the month of the meeting) we pay you 66,66% of the grant.

Rest of grant (33,33%) will be paid when receiving the final report & the final payment from EACEA.

Financial and administrative management

14. Time Sheet

- Invoices or salary slip, proof of payment, original/signed documents, (employment) contract (+ “translation note”)- in euro (use correct exchange rate)- eligible- documents to be kept until 10 years after the end of the eligible period- Daily rate calculation

Please note:- See payment data for payments- you should use 1 time sheet per staff member per category involved in the project- “Daily rate” to be calculated per staff member

Financial and administrative management

15. Time Sheet – example:

Fill in:•Name organisation + partner nr•Name of staff member•Kind of category (manager, researcher, …)•Daily Rate (+ calculation daily rate + proofs)•Ceiling rate•Month(s) and year•Annexes (proofs of payment, salary slip, contract, recorded in your bookkeeping, …)•Worked days (in whole days)•Description of activity•Signature of employee + head of your organisation• …

Financial and administrative management

16. Calculation of “Daily Rate”

Step 1 - Gross annual salary in euroEmployee’s basic salary plus any contributions made by the employer, pension costs and so on. Bonus not included.Example:10.000 + 3.000 + 1.000 = 14.000 euro(Salary + taxes + pension)

Step 2 - Number of working daysExample:52 x 5 days – 25 days – 6 days = 229 days(weeks – annual leave – national holidays)

Step 3 - Daily rateExample:14.000 euro / 229 days = 61 euro / day

Please note there are maximum daily rates (=ceiling) by the EC.

Financial and administrative management

17. Websitewww.elesa-project.eu

• These slides• Contract with EACEA• Calculation of “Daily Rate”- Time sheet- Expense sheet- Payments data- FAQ- link to the exchange rate http://ec.europa.eu/budget/contracts_grants/info_contracts/inforeuro/inforeuro_en.cfm- contact partners- …

Financial and administrative management

18. Contact Financial & administrative:

Jan NeyensFinance & ProjectadministrationPhone: +32 -16-375 723Mail: jan.neyens@khleuven.be

Nadia FaliseHead of financial & administrative servicesPhone: +32 -16-375 720Mail: nadia.falise@khleuven.be

KHLeuvenAbdij van Park 9B-3001 Leuven

Financial and administrative management

Communication - Q & A

You should inform us if;-There is a change of contact (researcher, accountant, head of your organisation, …)-The name of your organisation changes-Your adress, phone or e-mail changes-Your legal representative changes-Your bank account changes-You want to change budget from one

category to another