DAPHNE II Programme

An investigation into forms of peer-peer bullying at school in pre-adolescent and

adolescent groups: new instruments and preventing strategies

First Partner Meeting28-30 May 2007, Bologna

Management GuidelinesVerdiana Bandini

______________________EU Project Management Office

UNIVERSITY OF BOLOGNA

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Roles within the project

The Sub-Agreement

Reports to be prepared for DAPHNE Projects

Activity Reports - procedures for the preparation of the Interim and Final Technical Implementation Reports

Financial Reports – Procedures for the preparation of the Interim and Final Financial Statements

Financial reporting

Summary of DAPHNE II Rules

Project budget

Financial Management

Payments

Project Management Main aspects

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Project management: roles within the project (1)The Coordinator

University of Bologna represented by Prof. Maria Luisa Genta

Signs the Grant Agreement with the European Commission (EC);

Is responsible for the overall coordination of tasks and management of the project;

Acts as liaison with the EC;

Manages the budget and distributes the Community funds allocated to the project to the partners;

Submits to the EC all Technical Implementation Reports and Financial Statements, prepared by all Partners;

Assumes contractual liability towards the EC.

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Project management: roles within the project (2)Partners and Associated Partners

Partners Implement project activities as described in the Grant Agreement; Timely inform the Coordinator of any problem/issue that may impact on

the project implementation; Submit to the Coordinator periodic Technical Implementation Reports

and Financial Statements in accordance with the procedures agreed together with the Coordinator;

Sign the Sub-Agreement; Receive Community funding accordingly to Annex B of the Sub-

Agreement; Assume contractual liability towards the Coordinator.

Associate Partners Implement project activities as described in the Grant Agreement; Timely inform the Coordinator of any problem/issue that may impact on

the project implementation.

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Sub-Agreement

Agreement between the Coordinator and each project Partner that provides a legal framework to the partnership;

The signatory parts assume contractual liability;

It reflects the provisions of the Grant Agreement signed by the Coordinator with the European Commission (Annex A to the Sub-Agreement);

It sets down the general rules for participating to the project, legal and administrative provisions, financial provisions;

Provides a detailed estimated budget for the action for each Partner (Annex B to the Sub-Agreement).

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Reports to be prepared in DAPHNE

According to the Sub-Agreement (see Art. I.5), Interim Technical Implementation Reports and Interim Financial Statements will be required by the Coordinator from partners every six months in order to monitor the project implementation and the

incurred expenses; in order to get necessary information to be discussed within

monitoring visits of the EC; in order to prepare and submit to the EC the Final Report

and the Final Financial Statement.

Templates to be used for reporting will be provided by the Coordinator.

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Reports to be prepared in DAPHNE (1)Technical Implementation Reports

Interim Technical Implementation Report

Contents:

Brief description of the planned activities that were carried out during the reporting period;

Any variations from the planned activities or revisions to the timetable;

Results in the reporting period, if any;

Brief description of the dissemination activities;

Lessons learned

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Reports to be prepared in DAPHNE (2) Interim Financial Statements

Interim Financial Statements

Contents:

list of expenses incurred in the relevant reporting period divided in categories according to the contractual budget (staff costs, travel and subsistence costs etc.);

detailed description of each expenditure;

one copy of all supporting documents (e.g. invoice, plane tickets, etc.)

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Procedure for the preparation of Reports

What When

Partners submit to the Coordinator:

Interim Technical Implementation Report

Interim Financial Statements

Within 30 days after the end of the reporting period.

Reporting period: 6 months

The Coordinator transmits to the Partners a

Draft Final Report

Within two months after the closing date of the action, the Coordinator will send a draft version of the Final Report to the Partners.

Partners transmit to the Coordinator adjustments, integrations, etc., if any

Within 10 days after the transmission of the draft version by the Coordinator.

The Coordinator submits to the EC

Final Report

Within three months after the closing date of the action.

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Financial Reporting Main aspects

Summary of DAPHNE financial rulesGeneral rules

Eligible and non eligible costs

Categories of costs

Project budget: overview and detail

Financial managementFinancial Management by category of costs

Reporting Templates

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Financial ReportingGeneral Rules

The financial management of the project must cover the whole of the budget (not just the part co-financed by the Commission) and all costs incurred.

Adjustments to the estimated budget are allowed provided that: They do not affect the implementation of the project; They do not exceed 10% of the amount of each item of eligible

costs; They do not exceed the total eligible costs of the action; The Commission (through the Coordinator) is informed of such

adjustments.

Accounting records and all supporting documents must be kept at least five (5) years after the date of completion of the Grant Agreement, in case of possible audit by the Commission.

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Financial Rules - Costs (1)

Eligible costs: directly connected with the activity of the project;

necessary for performance of the activity;

reasonable and justified;

in accordance with the principles of sound financial management;

generated during the lifetime of the activity (after the starting date and before the end date of the activity);

actual;

recorded in the beneficiary’s accounts, identifiable and verifiable.

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Financial Rules – Costs (2)

Non eligible costs: Return on capital;

debt and debt service charges;

provision for losses or potential future liabilities;

other interest owed;

doubtful debts;

exchange losses;

VAT (unless the beneficiary can show that he is unable to recover it);

costs declared in connection with another Community grant;

excessive or reckless expenditure;

contributions in kind.

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Financial RulesCategories of eligible costs

Staff costs

Travel and subsistence

Equipment

Consumables and supplies

Seminars and conferences

Publications and dissemination

Other costs

Indirect costs

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Project BudgetOverview and Detail

EXPENDITUREEligible direct costs EURO %Staff costs 182.325,00T &S for project staff 49.680,00Equipment, land and immovable property 1.000,00Consumables and supplies 5.500,00Conferences and seminars 8.030,00Publications and dissemination 17.800,00Other costs 18.600,00Total direct costs 282.935,00

Eligible indirect costs/Overheads 18.500,00 6,54%

Total costs 301.435,00

INCOMESOwn contribution 61.125,00 20,28%Contribution from EC 240.310,00 79,72%Total 301.435,00

UNIBO SPAIN UK FINLANDPROMECO

Ferrara Total %Person-month 98,5 20,5 26 20 12 177Personnel 92.000,00 24.025,00 34.800,00 24.000,00 7.500,00 182.325,00T&S 16.750,00 9.780,00 8.660,00 9.660,00 4.830,00 49.680,00Equipm. 1.000,00 1.000,00Consumables 5.500,00 5.500,00Conferences and seminars 3.030,00 1.840,00 1.280,00 1.880,00 8.030,00Publications and Dissemination 17.800,00 17.800,00Other costs 18.600,00 18.600,00Total direct costs 154.680,00 35.645,00 44.740,00 35.540,00 12.330,00 282.935,00Overheads** 10.113,91 2.330,69 2.925,37 2.323,82 806,21 18.500,00 6,54%Total eligiblecosts: 164.793,91 37.975,69 47.665,37 37.863,82 13.136,21 301.435,00Own Contribution 28.100,00 9.625,00 10.800,00 9.600,00 3.000,00 61.125,00 20,28%

82,95% 74,65% 77,34% 74,65% 77,16% 79,72%EC Contribution 136.693,91 28.350,69 36.865,37 28.263,82 10.136,21 240.310,00 79,72%Total 164.793,91 37.975,69 47.665,37 37.863,82 13.136,21 301.435,00 100,00%

Pre-financing 95.685,74 19.845,48 25.805,76 19.784,67 7.095,35 168.217,00 70%

Tables available in Annex B to the Sub-Agreement

Annex B

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Financial management by category of cost (1)Staff Costs

Only the costs of staff specially recruited for the project are eligible;

Expenses related to permanent staff, if: (i) seconded to the project and replaced for normal tasks, (ii) paid on the project through overtime remuneration;

Ensure that actual costs are calculated, including actual salary and social security charges;

Justifications and proofs acceptable to the EC: For personnel specially recruited for the project: contracts (including references

to the project), working time, indication of tasks, salary; For permanent staff:

• (i) proof of assignment to the project (e.g. internal note) plus copy of contract and payment proofs of person replacing them for normal job tasks;

• (ii) proof of payment of extra hours dedicated to the project.

Payment proofs: salary slips and proof of payment/bank transfer; Time sheets of the time worked on the project signed and dated by employee

and employer;

Further suggestions: keep CVs of all personnel assigned to the project and evidence of recruitment procedures

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Financial management by category of cost (2)Travel and Subsistence

Only costs for project staff taking part in the action (e.g. project meeting) and directly linked to the project;

Excluding travel and subsistence for seminars and conferences; Ensure that it is possible to justify that the charged costs are necessary for the

realisation of the project; Costs incurred by one of the project Partners to allow the participation of

Associate partners (which are in principle not eligible) could be accepted provided their participation is necessary for the successful project implementation. Still, their travel costs must be incurred within EU/EEA territory.

Justifications and proofs acceptable to the EC: Supporting documents to costs incurred (tickets, boarding passes, invoices,

etc.); In case your institution allows a fixed per diem, instead of reimbursing single

receipts, then this per diem is eligible; Mission order; Agenda for meetings and copy of presence/attendance list from meeting

attended.

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Financial management by category of cost (3)Other eligible costs

Equipment Only the portion of the equipments’ depreciation corresponding to the

duration of the activity and the rate of actual use for the purposes of the activity are eligible.

Seminars and conferences All costs related to this category should be included regardless of their

nature (travel, subsistence, translation and interpretation, printing, consumables etc.);

Keep all supporting documents and possible materials produced (e.g. agendas, publications, brochures, etc.).

Publications and dissemination Publications produced by the project and for the use of the project.

Other costs All other eligible costs not falling into any of the above mentioned

categories, provided they are foreseen in the budget.

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Financial management by category of cost (4)Other eligible costs

Indirect costs Eligible for a flat-rate fixed at no more than 7% of the total eligible

direct costs;

Indirect costs need not be supported by accounting documents;

They include all expenditures not directly related to the project (e.g. postal fees, electricity, stationary, etc.).

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Financial ManagementReporting Templates (1)

To be used by partners for the transmission to the Coordinator of the Interim Financial Statement, every six months;

Useful for keeping track of all expenditure, remaining budget, accounting records and supporting documents.

Interim Financial Statement

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Financial Management Reporting Templates (2)

Time sheets models to be used if the partner does not have already a model;

to be used for recording the time spent by the personnel involved in the project

Timesheet model 1

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Payments

Pre-financing 70% of the grant has been transferred upon receipt from

the European Commission

No interim payments

Payment of the balanceThe balance of the grant will be paid after receipt (within

three months of project completion) and approval by the Commission of the Final Report, the Final Financial Statement and a formal request for payment by the Coordinator

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End of Presentation

Thank you!

Any questions?

Verdiana Bandini

verdiana.bandini@unibo.it