Quality
Criteria
Meeting in
Paderborn
The EU-StORe project –
Administrative and financial information
EU-StORE: QUALITY CRITERIA MEETING
in Paderborn, Germany 1st - 3rd of July 2015
Chair of Business and Human Resource Education II
Prof. Dr. Marc Beutner
ADMINISTRATIVE AND FINANCIAL
INFORMATION
2
Overview
• Part I – Financial and administrative Information
• Part II – General Financial reporting
• Part III – The EU-StORe Interim Report
• Part IV – The Project Management Tool – PROM
• Part V – Financial Helpdesk
3
PART I –
FINANCIAL AND ADMINISTRATIVE
INFORMATION
4
Overview about the latest information of the
German National Agency
• Monitoring information meeting of
the German National Agency
on the 11th of June 2015
5
Financial and administrative information
• After the monitoring information
meeting that was organised by
the German National Agency
on the 11th of June 2015 some
updates and new aspects will
occur within this presentation
• Repeated, updated and new aspects
are highlighted in different colours
– Repetition
– Update
– New
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REPETITION: Roles and responsibilities
„All beneficiaries
• are jointly and severally responsible for proper
implementation of the project and for complying with any
legal obligation each beneficiary
• informs the coordinator of any change with effects on the
project
• submits to the coordinator: - data needed for reports and
financial statements - documents needed for audits, checks,
evaluation - any other information to be provided to the NA“
(Presentation Strategische Partnerschaften Administrative und finanzielle Projektbegleitung Jürgen van
Capelle / Katarzyna Sena, )
7
REPETITION: Eligible costs
“Eligible Costs (1) (PG, p. 200)
• Incurred during the lifetime of the project
• Indicated in the estimated overall budget of the project
• Necessary for the implementation of the project
• Identifiable and verifiable (recorded in the accounting records with
regular cost accounting practices)
• Compliant with the requirements of applicable tax and social
legislation
• Reasonable, justified, and comply with sound financial
management (regarding economy and efficiency)
• Always beware: VAT”
(Presentation Strategische Partnerschaften Administrative und finanzielle Projektbegleitung Jürgen van
Capelle / Katarzyna Sena, )
8
REPETITION: Cost types (1)
1.
•
•
•
•
•
Unit costs
Intellectual Outputs
Project Management and Implementation
Transnational Project Meetings
Multiplier Events
Learning, Teaching and Training Activities
Relevant in
EU-StORe
2. Actual Costs
• Exceptional Costs
 Budget overview ANNEX II of the partner agreement
9
REPETITION: Cost types (2)
What are unit costs?
Unit costs...
• occur within the period of eligibility
• are necessary to realise and implement the project
• have to be reported  Financial documentation
• Could be identified and verified by financial documentation
Project Management and Implementation
• Coordinator €500 per month
• Partners
 €250 per month
10
REPETITION: Intellectual Outputs (1)
Intellectual Outputs...
• will be developed by staff members in specific staff categories
• produces staff costs that could be characterised by 4 different
staff categories:
1.
2.
3.
4.
Manager
Teacher/Trainer/Researcher
Technician
Administrative staff
• are calculated on unit costs per day
11
REPETITION: Intellectual Outputs (2)
Documentation of staff costs
1. Timesheets
2. Payslips
3. Staff employment contracts
Additional documentation (in your own project folder)
1. Invoices (for example: boarding passes, accommodation
invoice etc.)
2. Proof of payment
3. Receipts for costs incurred (for example: printing costs for
dissemination material, hosting partner meeting etc.)
12
REPETITION: Travel costs (1)
Transnational Project Meeting costs…
• are calculated on a unit cost basis according to the distance of
travel per meeting
 Online distance calculator
http://ec.europa.eu/programmes/erasmusplus/tools/distance_en.htm
• are based on the place of origin and the place of the meeting
venue
• needs to have a direct link to project meetings
13
UPDATE: Travel costs (2)
Documentation
1. Certificate/declaration of attendance
The hosting institution has to provide the participants with a
certificate/declaration of attendance signed by the hosting
organisation
 Template will be available on the project website
 Please provide us with a scanned version
2. Travel cost invoices (in your own folder)
• Flight invoices, boarding passes / accommodation invoices /
Taxi, train, car hire and/or bus receipts / Mileage costs at a
maximum rate of 0.22 cent per km
NEW
3. Travel cost record at the basis of the Unit Costs
14
REPETITION: Project Management and
Implementation (1)
Could be used for...
• general project management tasks / coordination
• communication / planning / calculation purposes
• project and Intellectual Output implementation purposes
• dissemination and evaluation
Could be identified and verified through...
• produced dissemination material / products
• explanation and description in the progress and the final
report
 Development of a dissemination list (template on website)
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PART II –
GENERAL FINANCIAL REPORTING
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UPDATE: Next Dates – Financial Reporting (1)
Important reporting deadlines
• All financial documents and all other supporting documents
need to be submitted to UPB every quarter.
• Please stick to the following dates!
Please report every
month!!!
01.09.14 31.12.
01.01.
15.01.15
31.03.
01.04.
.
15.03.15
30.06.
01.07.
15.07.15
30.08. 01.09.15
05.09.15
October 2015
Progress Report
30.11.
01.12.
15.12.15
29.02.
01.03.
15.03.16
30.05.
01.06.
15.06.16
30.08.16
01.09.16
September 2016
Final Report
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UPDATE: Financial Reporting (2)
What's new?
• Official statement about your VAT status
from your local tax office/authority
• EUStORe - IPR Agreement
• Statement of your institution about your
involved project staff, including name,
time period and category
 Template available on website
18
UPDATE: Financial Reporting (3)
What's new?
The EUStORe IPR Agreement
• is a confidential document within the EU-StORe partner
consortium.
• confirms the willingness of all EU-StORe partners to allow the further
exploitation of all project outputs on a free-of-charge basis.
• “is based on the idea of the standard Attribution-ShareAlike 4.0
International (CC BY-SA 4.0).
 This type of a Creative Commons License allows two main aspects, the
attribution and the share alike.”
• is to be signed by the EU-StORe partner consortium.
• is available in English only.
(See EU-StORe IPR Agreement)
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UPDATE: Financial Reporting (4)
Please…
• provide us with all financial and supporting documents every
3 month. NEXT Reporting Date: 15.07.2015
• use the PROM Tool to create your financial documentation.
• stick to the working days per Intellectual Output and staff
category.
• create one timesheet per month.
• ensure that you only report one staff category per month.
• don`t report Saturdays, Sundays, holidays and sick days.
• sign timesheets for every month.
• send all documents of a reporting period in one package via
e-mail and the originals via post.
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PART III –
THE EU-STORE INTERIM REPORT
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NEW: The Interim Report (1)
The EU-StORe Interim Report…
• has to reach the Romanian National Agency not
later than the 30th of October 2015
• All data have to be at UPB and the coordinator
until the beginning of September.
• Reporting period:
1st of September 2014 – 30th of August 2015
• comprises the following aspects
– Project Implementation:
• Description of main developments at the interim stage
• Description of completed activities and IOs and activities that are currently in
progress or planned till the end of the project
• Description of targets and expected results
• Changes and problems
• Any relevant information for a comprehensive overview
22
NEW: The Interim Report (2)
The EU-StORe Interim Report
– Project Management:
•
•
•
•
Partner consortium and realisation of the project
Distribution of tasks
Changes or planned changes and problems
Other activities that have been carried out using the budget for project
management and implementation
• Monitoring activities to reach the project objectives and its results
• Description of qualitative and quantitative indicators
• Measures to handle project risks
– Transnational project meetings
• Information concerning organised project meetings so far (number of
meetings, participants/topics etc.)
23
NEW: The Interim Report (3)
The EU-StORe Interim Report
– Intellectual outputs
• Description of achieved and realised IOs
• Description of IOs that are planned and/or still
under construction
• Description of methods etc. to achieve these IOs
• Attachment of supporting documents (updated work plan etc.)to visualise
the work progress to realise IOs
– Multiplier events
• Identification and description of multiplier events and its connection with
IOs
 Not relevant in EU-StORe
– Learning / Teaching / Training Activities
• Description of the phase in which these activities are
 Not relevant in EU-StORe
24
NEW: The Interim Report (4)
The EU-StORe Interim Report
– Dissemination and use of projects` results
• Description of activities to disseminate the project
results in the future
• Description of dissemination activities that took place so far
• Description of dissemination activities
– Other useful information
• Provision of any other useful information for the comprehension of the
project overview and the project implementation
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PART IV - THE PROJECT MANAGEMENT
TOOL - PROM
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PROM - Project Management Tool
The Login Area - http://eduproject.eu/prom/login.php
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PART V – FINANCIAL HELPDESK
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Financial Reporting
Important Resources
Links
Project Website
http://eustore.eduproject.eu
Prom – Project Management Tool
http://eduproject.eu/prom/login.php
BSCW Server
https://bscw.uni-paderborn.de
National Agency Website - Germany
http://www.na-bibb.de
Agency Website - EACEA
http://eacea.ec.europa.eu/index.htm
Monthly accounting rate of the Euro
http://ec.europa.eu/budget/inforeuro/
29
References
Jürgen van Capelle / Katarzyna Sena (2014): Strategische Partnerschaften
Administrative und finanzielle Projektbegleitung. Available on the internet:
http://www.nabibb.de/fileadmin/user_upload/Veranstaltungen_Präsentationen/Präsentatio
nen_2014/16.09.2014_KickOff_Strategische_Partnerschaften/Administrative_Finanzielle_Aspekte_Proje
kmanagements_neu.pdf, 01.12.2014.
EU-StORe IPR-Agreement
30
Contact
Universität Paderborn
Department Wirtschaftspädagogik
Lehrstuhl Wirtschaftspädagogik II
Warburger Str. 100
33098 Paderborn
http://www.upb.de/wipaed
http://www.eustore.eduproject.eu
•
Prof. Dr. Marc Beutner
Tel:
+49 (0) 52 51 / 60 - 23 67
Fax:
+49 (0) 52 51 / 60 - 35 63
E-Mail:
Marc.Beutner@uni-paderborn.de
•
Jennifer Schneider, M. Sc.
Tel:
+49 (0) 52 51 / 60 - 54 37
Fax:
+49 (0) 52 51 / 60 - 35 63
E-Mail:
Jennifer.Schneider@wiwi.upb.de
•
Dipl.-Volksw. Lara Melissa Fortmann
Tel:
+49 (0) 52 51 / 60 - 54 31
Fax:
+49 (0) 52 51 / 60 - 35 63
E-Mail:
Melissa.Fortmann@uni-paderborn.de
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