1
TEMPUS PROGRAMME
PROJECT REPRESENTATIVES’
MEETING
Brussels, 15-16 March 2010
Management of the Grant Agreement
THE AIM OF THIS PRESENTATION
Approach and rules for sound contractual
management:
•
Essential information on the
Tempus Grant Agreement and
other important documents
OUTLINE
• Structure of the Grant Agreement
• Hierarchy
• Special Conditions and General Conditions
• Annexes
• Guidelines for the Use of the Grant
• FAQ
STRUCTURE OF THE GRANT AGREEMENT
I. Special Conditions
II. General Conditions
Part A: Legal and Administrative Provision
Part B: Financial Provisions
Annex
Annex
Annex
Annex
I:
II:
III:
IV:
Annex V:
Description of the action
Estimated budget of the action
Mandates
Technical implementation reports and
financial statements to be submitted
List of co-beneficiaries
HIERARCHY
CALL FOR PROPOSALS
Grant Agreement:
GENERAL
CONDITIONS
++
-
Annexes
(the foundation)
PRECEDENCE
Grant Agreement:
SPECIAL
CONDITIONS
Project
Proposal
BEWARE!
Do not assume that all activities in your project
application are automatically eligible.
Before implementing any activity, please check first that
the activities indicated in your project proposal are
eligible.
NEW TERMINOLOGY!
The 2009 projects are the first to use the new
Multi-beneficiary Grant Agreements:
Tempus IV, First
Call 2008
Tempus IV, Second
Call 2009
Grant holder

co-ordinator
Partner

co-beneficiary
Partners
(collective term)

beneficiaries
SPECIAL CONDITIONS
• Purpose of the Grant (Article I.1)
• Duration (Article I.2)
• Role of the Beneficairies (Article I.3)
- Mandate
- Partnership Agreement
- Approach to Conflict Resolution
SPECIAL CONDITIONS
• Financing the Action (Article I.4)
- Annex II – Estimated budget
- Maximum Agency Contribution (Article I.4.3)
- % co-financing
- Transfers between budget headings
- Indirect costs
AGENCY AND CO-FINANCING CONTRIBUTIONS
PROJECT FINANCE
€
Co-financing: at least 10% of the total eligible
direct costs (from the own resources of the
partnership)
110,000.00
Tempus grant: includes financing to a maximum
of 90% of the total eligible direct costs (from the
EU)
890,000.00
Indirect costs:
TOTAL PROJECT FINANCE
11%
89%
50,000.00
1 050,000.00
I.4.3
The Agency shall contribute a maximum of EUR «xxx.xxx,xx», equivalent to
«xx,xx»% of the estimated total eligible direct costs indicated in paragraph 2 plus up to 7%
flat-rate funding for indirect costs. The final amount of the grant shall be determined as
specified in Article II.17, without prejudice to Article II.19.
The European Union grant may not finance the entire costs of the action. The amounts
and sources of co-financing other than from European Union funds shall be set out in the
estimated budget referred to in paragraph 1.
SPECIAL CONDITIONS
• Payment Arrangements (Article I.5)
- Pre-financing (60%)
- Further pre-financing (30%)
- Payment of the Balance (max. 10%)
NEW!
External
Audit
Report
Required for
grants of
€750,000
or more
 Can be financed from
the ‘Other Costs’
budget heading
SPECIAL CONDITIONS
• Bank Account (Article I.7)
http://ec.europa.eu/budget/info_contract/ftiers_en.htm?submenuheader
=0
•
•
•
•
General Administrative Provisions (Article I.8)
Postal Address
Email Support
Single contact
person for all
Details of co-ordinator
communication
s with EACEA
• Law Applicable and Competent Court (Article I.9)
• Data Protection (Article I.10)
SPECIAL CONDITIONS
• Other Special Conditions (Article I.11)
- Exchange Rates

-
Implementation Contracts

-
two rates per project
€25,000 and above
Publicity
Use of the Results
Cooperation obligation
Eligible Costs
Depreciation
GENERAL CONDITIONS
Some key points:
• Liability (Article II.1)
• Ownership/Use of the Results (Article II.3)
• Evaluation (Article II.6)
- NTOs, Tempus team, External monitors
• Award of Contracts (Article II.9)
- Contracting not covered in the proposal and the
estimated budget requires prior authorisation!
GENERAL CONDITIONS
• Termination Procedure and effects (Article II.11)
• Financial Penalties (Article II.12)
- For grave breaches of obligations under the
Agreement (% repayment)
• Supplementary Agreements (Article II.13)
Contractual Amendments:
• Extension of Eligibility Period
• Budget modification
• Addition or Withdrawal of a co-beneficiary/Expert
• Change in Bank Details

 No later
than one
month
before the
end!
GENERAL CONDITIONS
• Eligible and Ineligible Costs (Article II.14)
• Requests for Payment (Article II.15)
• Determining the Final Grant (Article II.17)
• Recovery (Article II.18)
• Checks and Audits (Article II.19)
- No longer required to send all supporting
documents  strengthened audit policy
ANNEXES
• Annex I: Description of the Action
• Annex II: Estimated Budget
 Workshop to follow
• Annex III: Mandates
• Annex IV: Reports to be submitted
- Report templates can be downloaded from the
Tempus website
 Workshop to follow
• Annex IV: List of co-beneficiaries
GUIDELINES FOR THE USE OF THE GRANT
• How to make changes to the Consortium
• Detailed information on the different budget
headings
- Information on eligible/ineligible activities
- Information on supporting documents to send
and to keep
GUIDELINES FOR THE USE OF THE GRANT
• How to transfer € between budget headings
• Reference daily rates for Staff Costs and
Ceilings for Costs of Stay
• Staff Convention and Individual Mobility
Report forms
FREQUENTLY ASKED QUESTIONS (FAQ)
• A valuable reference document
- Covers a multitude of questions and different
situations
- Available on the Tempus Website
QUESTION NOT ANSWERED?
• Please contact the Tempus team
EACEA-Tempus-ProjectManagement@ec.europa.eu
GRANT
AGREEMENT
Guidelines
for the
Use of the
Grant
ANNEXES
CALL
PROJECT
PROPOSAL
Email the
Tempus team
FAQ