LLP – LDV ADMINISTRATIVE AND FINANCIAL RULES 1st Partnership Meeting- “E-lastic” ProjectLeonardo da Vinci ProgrammeTurin, 3rd-5th February 2010

n. Partner STAFF IND. COSTS OTHER SUBCONTR. TRAVELAN

D SUBS. EQUIP. TOTAL BUDGET

LDV GRANT 75%

OWN FUNDS 25%

P0 ANFIA (IT) 77.900,00 10.600,00 14.000,00 55.000,00 2.500,00 0,00 160.000,00 120.000,00 40.000,00

P1 ANFIA SERVICE (IT) 70.400,00 7.100,00 0,00 0,00 2.500,00 0,00 80.000,00 60.000,00 20.000,00

P2 TECTRA (IT) 56.500,00 900,00 0,00 4.000,00 2.500,00 1.100,00 65.000,00 50.000,00 15.000,00

P3 MAGNETI MARELLI (FR) 34.200,00 2.000,00 2.000,00 4.000,00 5.800,00 0,00 48.000,00 35.000,00 13.000,00

P4 AUTOMOTIVE LIGHTING (DE) 31.800,00 4.000,00 2.000,00 4.000,00 6.200,00 0,00 48.000,00 35.000,00 13.000,00

TOTAL 270.800,00 24600,00 18000,00 67000,00 19500,00 1100,00 401.000,00 300.000,00 101.000,00

LLP Programme funding procedure

LLP Grant from NA to Project Promoter

The National Agency for LLP Programme will transfer to Project Promoter (ANFIA) the project amount correspondent to the LLP Grant approved (euro 300.000,00) through 3 different tranche of payment:

- 1st tranche 40% of total LLP Grant: Euro 120.000,00after 45 gg from the signing of the Agreement between National Agency and Project Promoter and the submitting, on the side of the promoter, of financial guarantee;

- 2nd tranche 40% of total LLP Grant: Euro 120.000,00after 45 gg from the submitting of the Interim report to the National Agency and the submitting, on the side of the promoter, of financial guarantee;

- 3rd tranche 20% - balanceafter the submitting of the Final Report to the National Agency and validation of the expenses declared. The total balance will depend on the amount of costs that will be valuated as eligible.

After the signing of agreements between Project Promoter and all partners (2 copies) and after that the Project Promoter has received each tranche from the National Agency, the relative tranche will be transferred from the Project Promoter to each partner.

-1st tranche 40% of total LLP Grant foreseen in each partner’s own budget and ruled in the agreement between Project Promoter and PartnerAfter having received the 1st tranche from the NA;

- 2nd tranche 40% of total LLP Grant foreseen in each partner’s own budget and ruled in the agreement between Project Promoter and PartnerAfter having received the 2nd tranche from the NA;

- 3rd tranche 20% - balanceAfter having received the total balance calculated by the NA on the base of the total amount of costs valuated as eligible.

LLP Grant from Project Promoter to All partners

Project Eligible Cost categories

Operative Direct Costs

Indirect Costs

The indirect costs of the action eligible for Community funding is a flate rate amount set at maximum 7% of the total amount of eligible direct costs. The corresponding costs need not be justified by accounting documents

The eligible direct costs of the action are those directly linked to the execution of the project. They are subdivided in specific categories foreseen in the project total budget approved.

Expenses are considered eligible according to:

– Progress of the project (outcomes/outputs expected and realised)

– Supporting documents provided (receipts/invoices) with respect to the Programme rules

– Conformity to Programme Administrative and Financial rules

Check points of Project financial reporting

On the bases of LLP Programme rules, all projects are requested to submit to the National Agency in Charge for Technical Assistance and Monitoring, two main Financial Reports that include also the Activities report and the presentation of related outcomes and outputs:

-The Interim Report (14th month)

- The Final Report (at the end of the project – 26th month)

The Interim Report Project period concerned

The Interim Report is the 1st Official Check Point on the project work in progress requested by the National Agency (NA)

The Report concerns the first 12 months of project implementation.

The period concerned by the Financial Interim reporting will be from the 1st October 2009 to 30 September 2010,

But the deadline to submit the Interim Report to the NA will be the

30 November 2010 (14th month)

The Interim Report Object of the NA evaluation

The Interim Report is the check point to be passed to receive the 2nd financial tranche of the project total budget LLP Grant (40%) from the National Agency. The National Agency will evaluate the Interim Report provided by the project with respect to:

1. some Assessment Principles;2. the total amount of costs declared by the project on the whole:

after 12 months, in fact, we are supposed to have spent at least the 70% of the total amount that the project have received with the 1st tranche (40% of the project total budget). If the project has spent less of the 70% of the 40%, the 2nd tranche transfer will be postponed.

! Pay attention

Financial Reporting (Interim and Final) in LDV are referred to the project Total Cost and Budget.

It means that to receive the 2nd tranche (40%) and the final balance after the end of the project (20%), all partners must contribute with their own expenditures (the project total expenditures are the sum of the expenditures made by each partner).

Financial reporting is related to the activities realised by the project on the whole. So each partner must consider itself as a part of a project partnership contributing:

1. to the achievement of all activities planned;2. to the achievement of the minimum financial ceiling expected (70% of 40% only for the Interim Report).

The Interim Report NA Assessment Principles

The PRINCIPLE guiding the ASSESSMENT of the Interim Report is the CONFORMITY among aims, products and costs planned and realised.

therefore,

Aspects evaluated by the National Agency will be:

Level of achievement of the aims statedProducts realised compared to products expectedQuality of contents, outputs and outcomes Consistency of expenditures declared with all that has been realised

SPEND AT LEAST 70% OF THE 1st TRANCHEOF LLP CONTRIBUTION RECEIVED

Cooperate to REALISE THE PLANNED PRODUCTS

Cooperate to ACHIEVE THE OBJECTIVES

General Rules for a successful Interim Report

The information following (Section B) are useful to understand how to account the expenditures made during project implementation and the typology of documents requested that must be collected and created to justify each expenditure declared.

Please consider that:

At Interim REPORTING, as far as the financial account is concerned, the total of project expenditures declared will imply both:

1. the expenditures actually made by each partner;2. the value of financial resources not actually spent but committed by

each partner (e.g. By a contract to external experts).

At FINAL REPORTING, THE PERIOD CONCERNED BY THE FINANCIAL REPORT WILL BE THE TWO-YEARS OF PROJECT IMPLEMENTATION (24 months).

It means that the Final reporting will concern all expenditures actually made by each partner from the 1st October 2009 to

30th September 2011.

In this case each partner will have to provide the Contractor with all documents justifying all expenditures declared, with respect to the rules of the LLP Programme and the deadlines foreseen in the subcontract signed with the Contractor.

SECTION B DETAILED INFORMATION

Eligible Costs: Direct Costs

Direct Costs are those which are identifiable as specific costs directly linked to the project realisation.

They include 5 specific categories:

1. Staff costs 2. Travel and Subsistence Costs3. Equipment Costs4. Subcontracting Costs5. Other Costs

Eligible Costs: Indirect Costs

They are not identifiable as specific costs directly linked to the project realisation, but which have nevertheless incurred in connection with eligible direct costs. They may not include any eligible direct cost.

Examples for indirect costs are:

• All costs for equipment related to the administration of the project

• Communication costs (postage, fax, telephone, mailing)• Infrastructure costs (rent, electricity) of the premises where the

project is being carried out• Office supplies (paper, CD, DVD)• Photocopies

... But when costs are considered “Eligible”?

To be considered as eligible costs of the project, costs must satisfy the following general criteria:

• to be directly linked to the object of the Agreement signed with the National Agency for LLP Programme and included in the project Budget approved;

• to be necessary for project realisation and connected with the project (i.e. relevant for the project and be directly connected with the execution of the project in accordance with the work plan);

• to be reasonable and justified and must accord with the principles of sound financial management, in particular in terms of value for money and cost – effectiveness;

• to be generated during the lifetime of the project;• to be actually incurred by the beneficiaries (partner);• to be identifiable and verifiable;• to be related to activities involving the eligible countries in the Programme.

... And when costs are considered “Not Eligible”?

Under no circumstance can the following types of costs be considered as eligible:

• return on capital and debt and debt service charges;• provisions for losses or potential future liabilities (provisions for contractual and

moral obligations, fines, financial penalties and legal costs);• interest owed;doubtful debts and exchange losses;• VAT, unless the applicant can show that he is unable to recover it (by declaration);• costs declared by the applicant and covered by another action or work programme

receiving a community grant;• excessive or reckless expenditure and purchase of capital assets;• in the case of rental or leasing of equipment, the cost of any buy-out option at the

end of the lease or rental period;• costs of opening and operating bank accounts;• costs incurred in relation to any document required to be submitted with the

application;• costs related to “silent partners” involved in the project.

1. Staff costs: definition

“…comprise any salary and/or remuneration paid to persons employed

by a partner organisation or working regularly or recurrently for the

project. This figure should include salary costs (for salaried and other

personnel) which is paid under the personnel budget (for normal

accountancy purposes) plus all the usual contributions paid by the

employer, such as social security contributions, social fees, holiday

payments and pension costs but must exclude any bonuses, incentive

payments or profit-sharing schemes.”

This figure must not include costs relating to persons undertaking

subcontracted tasks.

! How to account staff costs

Staff costs must be accounted considering the real daily staff cost rates,

but

these rates cannot exceed the maximum rate indicated by the Community per category

(Managers, Technical, Researchers, etc.).

Real daily staff cost rates are based on average rates corresponding to the applicant’s

usual policy of remuneration, comprising salaries plus social security charges and others

statutory costs included in the remuneration.

These costs result from multiplying the number of days with the real daily staff cost

rate, referring to each person representing each professional category.

Not statutory costs like bonuses, lease car, expense account schemes, incentive

payments or profit-sharing schemes are excluded.

! Pay attention

Staff costs are those relating to the following categories:

1. Statutory staff, having either a permanent or a temporary employment

contract with the partner (also VAT resources are implied but only if they

are contracted for all the project period).

2. Temporary staff, recruited through a specialised external agency.

3. Costs related to staff working through subcontracting shall be included

under the category “Subcontracting costs”.

4. Staff members of Project partners are not allowed to operate in a

subcontracting capacity for the project.

Please remind that you might not have to attach evidences of the staff cost declared, since Staff Costs are not necessary submitted to a detailed financial report. This procedure very probably will be modified so, since it could happen that the National Agency would ask the Promoter, and to all partners, to look over some specific administrative and financial documents.

Therefore, it is necessary that all partners have available in any moment, all kind of documents useful to support the reporting of expenses declared, as for example:

invoices or wage packets, contracts for collaboration, time sheets, internal service order.

When accounting staff costs, please remind to:

•refer to the actual salary for each professional figure involved in the realisation of project activities;

•provide, for each person, the date of start and end of the involvement of the person on project activities (consistently with start/end date of project. In this case please refer only to one year of project implementation);

•indicate number of working days spent on project activities for each person;

•indicate the real salary per day, for each person;

•cover the total amount (LLP grant + own funds) available for staff const in your own budget.

STAFF COSTS ARE REPORTED FILLING IN THE TABLE J3

(See EXAMPLE following)

Staff costs – Table J3

exampleJ.3: Declaration of Staff Costs

Organisation

Partner No. (required)

Country Code Reference Name of

the PersonName of activities

Start date of activities

(dd/mm/yyyy)

End date of activities

(dd/mm/yyyy)

Number of working

days for the project

(full-time equivalent1)

Salary (including employer

costs) or full-time

rate per day2

TOTAL COST

EuroInnovanet 1 IT

1

Irene Salerno

RESEARCHER ……Please indicate the role of the

person within the project referring

to the profiles (manager,

researcher, administrative,

etc.) you have in your budget

PLEASE NOTE THAT A PERSON CANNOT COVER

MORE ROLES BUT MORE PERSONS CAN COVER ONE

ROLE

1/10/2008 30/09/2009 40 100,00 4000,00

TRUST 2 IT 2 Vincenzo

Leone RESEARCHER 1/10/2008 14/08/2009 50 90,00 4500,00

VERY IMPORTANT NOTE (TABLE J3 STAFF COSTS)

When reporting staff costs using the Table, you have to remind that the final total cost you declare must result from LdV grant + own funds = total amount of staff costs. e.g. if your own budget is:

Total Staff Cost LdV Grant Own Funds

37.599,00 23.461,78 14.137,22You have to account personnel for 37.599,00 Euro.

Obviously, for the Interim report you do not have to spend the total amount available for staff costs, but only a part of it. The rest will be accounted at Final Reporting (end of project).

Please remind that in general the persons who travelled and that you have accounted in table J4 - Travel costs - must be included in the list of the Table J3). Otherwise you have to declare that the person x who travelled to y is part of the internal staff involved in the project but you have decided not to charge it on staff costs.

It is not possible to charge travel costs of external experts on Table J4 (they have to be charged on “other costs” or “subcontracting” consistently with the figures you have in your budget voices).

...further information

Since staff costs generally do not require accounting documents to be justified, the National Agency, in occasion of Interim and Final report, asks all partner to attach to the staff costs account a declaration signed by the Legal Representative, stamped and dated, in which the organisation describes for each professional figure (administrative, managers, technicians, etc.) the detailed composition of the daily salary indicated.

It means that for each professional figure the cost implies, as example, the following items:-Ordinary salary-Social security contributions-Social fees-Holiday payments-Pension costs-Etc…..

Please remind that bonuses, incentive payments or profit-sharing tasks must be excluded from the staff costs.

2. Travel and subsistence costs

They imply journeys directly linked to the project activities foreseen in project workplan.

Journeys are strictly referred to the internal staff of each organisation partner.

Subsistence costs must not exceed maximum daily subsistence rates per country defined in the administrative-financial guide for the LLP Programme.

TRAVEL AND SUBSISTENCE COSTS ARE REPORTED IN THE SAME TABLE (See Example TJ4 following)

Travel costs

Travel costs for staff taking part in the project considered, provided that they are in line with partner’s usual practices on travels costs.

Costs may be claimed only for journeys directly connected to specific and clearly identifiable project-related activities.

Reimbursement is based on real costs, independent of the means of travel chosen (rail, bus, taxi, plane, hire car).

Partners are required to use the cheapest means of travel (e.g take advantage of reduced fares, where this is not the case then a full explanation should be provided).

For information on charging Travel costs for non-staff members, please refer to “Other Costs” and “Subcontracting Costs”.

! How to account travel costs

The travel cost for a journey should include all costs and all means for travel from the point of origin to the point of destination and may include visa fees, travel insurance and cancellation costs.

If, as a member of the partnership, you are participating to a meeting, please remind, when accounting your travel:

A - to provide all detailed information requested as:

•Name of the person/persons who travelled (they should be part of the staff declared in accounting staff costs);

•Place of origin and place of destination;

•Period concerned (from_to_);

•Total days spent (please remind that a Full day includes an overnight stay, so calculate days referring to numbers of nights);

•Object of the travel (e.g. 1st transnational workshop);

•Travel costs (all tickets for transports from/to the airport e.g. train, flight but also taxi);

•Subsistence costs (accommodation, local transports, meals).

! How to account travel costs

B – To attach to your report a copy of each of the following items per travel:

• Boarding cards of all travels reported and evidence of the payment made (example: invoice of the travel agency or copy of the ticket with the related cost);

• Invoices or receipt of all meals, dated;• Receipt of taxis, bus, underground, etc, dated;• Invoices of all hotels, including check in and out date, number of

nights, name of the person.

Further information on Transport type

Expenses for private car travel (personal or company cars), where substantiated and where the price is not excessive, will be refunded as follows:

• either a rate per km in accordance with the internal rules of the organisation concerned up to a max of Euro 0,22;

• or the correspondent price of a rail, bus or plane ticket. Only one ticket shall be reimbursed, independently of the number of people travelling in the same vehicle.

For hire cars (maximum category B or equivalent) or taxis: the actual cost where this is not excessive compared with other means of travel (also taking account of any influencing factors i.e. Time, excessive luggage).

Reimbursement take place independently of the number of people travelling in the same vehicle (it means that will considered 1 person only).

TRAINS or underground/bus ticket airport-hotel (A/D) are to be reported as travel.

TAXI, from the airport to the hotel or to the airport to Home, are to be declared as travel.

Taxi or bus or underground for short trips inside the city, are to be reported as subsistence and so are included in the maximum rate per day.

Please remind that in the taxi invoice must be clearly indicated:

•Itinerary•Date•Total amount

Subsistence costs Subsistence costs are for staff taking part in the action.

As far as subsistence costs are concerned (hotel + meals + local transports) the maximum of the costs eligible in a country are fixed by the European Communion.

If the amount spent per day overcomes the maximum eligible, the balance won’t be financed. The rate applied is the one from the destination country, i.e. Where accommodation costs are incurred.

For information on charging subsistence costs for non-staff members please refer to “Other cost or Subcontracting costs”.

Country visited Rate per day (Euro)

IT 240

DE 210

FR 250

Costs may be claimed only for journeys directly connected to specific and clearly identifiable project-related activities.

Reimbursement is based on the existing internal rules of the partner organisation, which may be on an actual cost (reimbursement of receipts) or daily allowance basis.

In either case, proof of attendance and overnight accommodation will be required to substantiate declared costs at reporting stage.

Subsistence rates cover accommodation, meals and all local travels costs (but not local travel costs incurred to travel from point of origin to point of destination).

In calculating the number of days for which to apply the daily subsistence rate it should be noted that a FULL day normally includes an overnight stay.

Table J.4 – Travel and subsistence costs example

Partner N. Name of Person (one person per trip per line)

From (dd/mm/yyyy)

To (dd/mm/yy

yy)

Duration (days+OVERNIGHT

STAYS)

City (departure)

Country Code (departure)

City (destination

)

1 Giuseppe Metitiero 18/03/2009 20/03/2009 2** Rome IT Athens

Country code (destination)

Objective of the Trip

Transport Types

Travel Costs Official subsistence rate /24 hours Subsistence Costs TOTAL COST

Gr 2nd Workshop AirplaneTaxi

Underground

400,00*** You do not have to fill in this column: the system will calculate automatically if you have spent more than expected. Please pay

attention to the Rate per day fixed by the UE

50,00 450,00

* 1 Travel for 1 person (2 ways are implied!!!!!!!)** to calculate duration you have to refer to the number of nights spent in the City*** the amount indicated is the total of Airplane + taxi + underground. PLEASE DO NOT SPLIT THIS VOICES SINCE THEY REFER TO THE SAME TRAVEL: YOU HAVE TO SUM THEM AND TO INDICATE THEM IN THE SAME LINE OF THE TABLE.

3. Equipment costs

1. Purchase, rent or lease of equipment (new or second-hand), including the installation, maintenance and insurance costs, is considered:

• only when specific and necessary for achieving the goals of the project/action. Equipment costs must always be duly justified;

• provided that it is written off in accordance with the tax and accounting rules applicable to the beneficiary and generally accepted for items of the same kind. Only the portion of the equipment’s depreciation corresponding to the duration of the action and the rate of actual use for the purposes of the action may be taken into account.

2. All equipment related to the administration of the project (i.e. PC’s, portables, etc.) and all equipment purchased before the start of a project is covered by indirect costs.

Table J.5 – Equipment

example

Tables J 5. Equipment Costs (only depreciation)                     

Partner No. (required)

ReferenceNature&

Specification

PurposePeriod of use in the Project

(months)

Depreciation time (months)

Purchase cost

Purchase date

(dd/mm/yyyy)

Depreciation

Amount

Degree of use in Project

(%)

TOTAL COST

 please indicate only your number as a partner

1

Please indicate the item: refer

to the items you have in your budget

for equipment 

The purpose must be coherent

with project activities 

Please indicate the number of months you

have used the item declared (starting from the purchase

date) 

Please refer to your National law: in each

country there is a norm ruling the

depreciation of Equipment. You have to indicate the

total number of months fixed

by your national law 

Please indicate the  total cost you

have paid

Indicate the date

of the Purchase referring

to the invoice

you have 

0,00

 please indicate

the degree of use: refer to what

has been indicated in your budget

0,00

  2             0,00   0,00

Note1: do not insert the name of your organisation partner. ONLY THE NUMBER AS REQUESTED and do not change the number provided under the column reference

Note 4: if you do not fill ALL columns, the cost will be considered not eligible. PLEASE REMIND THAT THE “NATURE” MUST BE COHERENT WITH THE FIGURES FORESEEN IN YOUR BUDGET UNDER EQUIPMENT COSTS SO AS THE PURPOSE MUST BE COHERENT WITH PROJECT ACTIVITES.

Note 2: Period of use in the project – calculus start from the date indicated in the invoice (purchase date)

Note 3: Depreciation time - Please refer to your National law: in each country there is a norm ruling the depreciation of Equipment. You have to indicate the total number of months fixed by your national law

They imply all costs:

• Not covered under any other budget heading• Necessary to project activities

1- In particular are costs arising directly:

• from requirements imposed by the grant agreement are eligible (dissemination of information, specific evaluation of the action, audits, translations, reproduction, etc.), including the costs of any financial services (especially the of financial guarantees);

• from the realisation of specific actions or of products/results of the project are eligible (i.e. the organisation of seminars – when they are foreseen as a product/result and where the task-related costs are easily identifiable -; the production of proceedings of a seminar, the production of a video, the purchase of product-related consumables – reams of paper for printing of publications, blank DVD, etc..

4. Other costs

2 – Only activities which are specific and necessary for achieving the goals of the project are considered.

3 – When travel and/or subsistence costs are reimbursed to third parties, the rules applicable to staff of partners will be applied.

Table J.6 – Other Costs

Note1: do not insert the name of your organisation partner ONLY THE NUMBER AS REQUESTED and do not change the number provided under the column reference

Note 2: if you do not fill in the other columns (description, justification, cost date, etc.), the cost will be considered not eligible. PLEASE REMIND THAT ITEM AND PURPOSE MUST TO BE COHERENT WITH THE FIGURES FORESEEN IN YOUR BUDGET UNDER OTHER COSTS.

Table J6 Other costs

Partner No. (required)

Item Purpose Reference Cost date(date of the invocice)

Cost Degree ofuse in

Project (%)TOTAL COST

1 Financial Guarantee To complete the project agreement with National

Agency

1 12/12/2007 5000 100% 5000

9 Production material (CD Rom, video tape, etc. For photos and

audio/video recording)

Implementation of the Virtual Museum Portal

2 10/11/2008 500 80% 400

5. Subcontracting costs: definition

“Any amount paid to an external body or organisation [or individuals

who may be self-employed] carrying out a specific one-off task in

connection with the project (e.g. translation, expert consultancy,

interpretation, design & printing, conference/seminar organisation)”.

In order to maintain the concept of the project partnership, the management and the general administration of the project may not be subcontracted.

Costs are based on a verifiable estimate or, if the subcontractor is identified, on the basis of an offer. The estimate/offer will cover all costs (i.e. staff costs plus travel costs)

THESE COSTS MUST BE SUPPORTED BY SPECIFIC DOCUMENTS (CONTRACTS AND INVOICES) THAT MUST BE ATTACHED TO THE INTERIM REPORT.

COMMUNITY RULES WITH REGARD TO PROCURAMENT

Contract value Rules to applyBelow €500 Presentation of an invoiceBetween €500 and €5.000

Restricted procedure involving one tenderer(i.e. it is sufficient to have requested one offer)

Between €5.000 and €25.000

Procedure involving at least three tenderers

Between €25.000 and €60.000

Procedure involving at least five tenderers

Over €60.000 National rules with regard to procurement apply

! How to account subcontracting costs

For each cost declared under the voices foreseen in subcontracting (Experts, Translations, Printing/Publishing, etc), please provide attached to your Final Financial Report the following accounting documents:

1. Copy of the contract stipulated with the external experts/organisations. In this case a purchase order has the same value of the agreement.

2. Evidence of the payment made towards the external experts/organisations providing the service (OPTIONAL).

3. Invoice/receipt of the external expert/organisations that provided the service.

Contracts (or similar documents) you stipulate need to be formulated with respect to the indications provided in the Administrative and Financial Handbook of the Programme.

Subcontracting agreements (to be provided along with relevant invoices) must include, as a minimum, the following information:

title and code of the project; purpose of the Agreement (object); dates on which the Agreement begins and ends; amount to be paid; detailed description of the costs on which this figure is based (optional); work schedule/completion phases; payment arrangements (one or more advance payments, staggered

payments, etc.); clauses in respect of non-performance or late completion.

Please remember that all subcontracts must clearly indicate in the object that the activity requested is referred to the project “E-Lastic, financed within LLP Programme 2007-2013 Leonardo da Vinci Multilateral Projects - Transfer of Innovation (TOI), Project ID.: LLP-LDV/TOI/09/IT/0413

All subcontracts must imply a period included within the 24 months of project life and must clearly indicate the kind of activity requested and the amount allocated. Please remind that if you do not follow the indications provided, agreements will not evaluated eligible. Please remind that is also requested a translation in English or French of all subcontracts that are in languages difficult to be understood (e.g. Latvian, German, Polish, Greek, Bulgarian, etc).

Where it is not possible to conclude a full subcontracting agreement, for example, the subcontracting of printing activities, then as a minimum, evidentiary documentation (e.g. quotation or purchase orders and final invoice) should be provided and should aim to include the majority of the above information demands.

VAT custom duties and other taxes

As regards payment of duties and taxes incurred by the Contractor and partnership members, firstly we point out that Leonardo da Vinci fund granted by European Commission, since it is not paid in relation to the provision of a particular product or service, it is not subject to VAT regulations and any tax deduction. Vat, other duties and taxes can be charged to the project only where they are a final charge, not recovered by the Contractor or partnership members (in this case the expense is to be charged as a gross amount). It is not possible charging to the project VAT and other duties and taxes, if they are not a real cost for the organisations (in this case the expense is to be charged as a net amount).

It means thatWhen presenting invoices related to the expenses declared in Operating costs and Subcontracting costs:

if VAT is not deductible for you: provide a declaration in which you state this and maintain in your financial tables the total cost (net + VAT);

if VAT is deductible for you: indicate in your financial table only the net cost (no VAT).

Table J.7 – sub-contracting

example

Table G.7: Sub-contracting Costs           

Partner No.

(required)

Sub-contracted ActivitiesStart date of

activities (dd/mm/yyyy)

End date of activities (dd/mm/yyyy)

Reference TOTAL COST

 9 Translations EN/IT for website  1/02/2009  10/09/2009 1 2.000,00 

        2  

        3  

        4  

        5  

        6  

        7  

        8  

        9  

        10  

        11  

Note 2: PLEASE REMIND THAT THE DESCRIPTION MUST TO BE COHERENT WITH THE FIGURES FORESEEN IN YOUR BUDGET UNDER SUBCONTRACTING COSTS. THE START-END DATE ARE COMPULSORY AND MUST BE COHERENT WITH THE PERIOD CONCERNED BY THE INTERIM OR FINAL REPORT.

6. Indirect costs: general info

They are not identifiable as specific costs directly linked to the project realisation, but which have nevertheless incurred in connection with eligible direct costs. They may not include any eligible direct cost.

Examples for indirect costs are:

• All costs for equipment related to the administration of the project

• Communication costs (postage, fax, telephone, mailing)• Infrastructure costs (rent, electricity) of the premises where the

project is being carried out• Office supplies (paper, CD, DVD)• Photocopies

There is not a specific table to account them in details.

YOU HAVE TO DECLARE THE TOTAL AMOUNT YOU HAVE IN YOUR OWN BUDGET (or a part of it) IN THE Tabel J2 b that you will find in the format that you will receive (is the only cost you have to declare in TJ2, the others are calculated automatically).

Invoices or receipts are not requested, but do not forget to include in your financial report the total amount you have in your budget under this voice.

IMPORTANT FINAL NOTES

ANNEXES TO THE INTERIM FINANCIAL REPORT:

ALL PARTNERS ARE REQUESTED TO SEND SOME SPECIFIC ANNEXES TO THE FINANCIAL TABLE:

• a declaration signed by the Legal Representative, stamped and dated, in which the organisation describes for each professional figure involved in the project and declared in staff costs (administrative, managers, technicians, etc.) the detailed composition of the daily salary indicated;

• documents justifying the expenditures declared in subcontracting costs: e.g. Contracts + invoice (plus, if the case, the declaration on VAT).

IMPORTANT FINAL NOTES

PLEASE REMIND THAT FOR BOTH THE INTERIM AND FINAL REPORT, ALL DOCUMENTS SUPPORTING THE EXPENCES DECLARED IN THE EXCEL FILE (E.G. CONTRACTS, INVOICES, ETC.) MUST BE:

-READABLE, THAT IS THE PHOTOCOPIES MUST BE CLEAR;- TRANSLATED IN ENGLISH (ESPECIALLY FOR THE LANGUAGES THAT USE PARTICULAR CHARACTERS).

ALL EXPENDITURES DECLARED MUST BE PROVIDED IN EURO. ALL PARTNERS THAT MEAN TO CHANGE THEIR NATIONAL VALUE IN EURO MUST GO THE FOLLOWING ADDRESS:

http://ec.europa.eu/budget/inforeuro/

HERE YOU WILL FIND THE MONTHLY EXCHANGE RATE FIXED BY THE EUROPEAN COMMISSION. TO MAKE THE CALCULUS YOU HAVE TO REFER TO IT.

IN GENERAL IS QUITE STRATEGICAL TO MAKE THE NATIONAL AGENCY IN THE CONDITION TO UNDERSTAND ALL DOCUMENTS YOU ARE ATTACHING TO YOUR FINANCIAL REPORT, BACAUSE EVERYTHING NOT CLEAR WILL BE CONSIDERED NOT ELIGIBLE AND MONEY WILL BE CUT.

SO, PLEASE SEND ORGANISED AND CLEAR DOCUMENTS