ELESA
Project
“Financial and administrative
Management”
Jan Neyens
Finance & 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.
2.
3.
4.
5.
6.
7.
8.
9.
10.
11.
12.
13.
14.
15.
16.
17.
18.
Contract with Agency
Contract with partners
75/25
Eligible costs
Staff
Travel/subsistence
General meeting
75/25 to Partner
Overall ELESA budget
Payments to Contractor
Expenditures
Payments to Partners
Payments data
Time sheet
Time sheet example
Calculation of “daily rate”
website
Contact details
Financial and administrative
management
1. Contract with Agency
Contract between
Agency (=EACEA) & Contractor (=KHLeuven)
Project ref nr: 539073-LLP-1-2013-1-BE-ERASMUS-EQR
Project 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 partners
Travel 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
Costs
Staff costs:
Travel/subsistence:
Subcontracting:
Other:
Total direct cost:
Indirect costs (7%):
Total project expenditures:
394.827 euro
64.903 euro
14.500 euro
21.300 euro
495.530 euro
34.687 euro
530.217 euro
Financing
Grant:
Partners’ own funding:
Total project revenues:
397.659 euro (= 75% *)
132.558 euro
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 euro
Payment (66,66% of grant):
+ 50 euro
Payment 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 euro
Employee’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 days
Example:
52 x 5 days – 25 days – 6 days = 229 days
(weeks – annual leave – national holidays)
Step 3 - Daily rate
Example:
14.000 euro / 229 days = 61 euro / day
Please note there are maximum daily rates (=ceiling) by the EC.
Financial and administrative
management
17. Website
www.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/inforeur
o/inforeuro_en.cfm
- contact partners
-…
Financial and administrative
management
18. Contact Financial & administrative:
Jan Neyens
Finance & Projectadministration
Phone: +32 -16-375 723
Mail: jan.neyens@khleuven.be
Nadia Falise
Head of financial & administrative services
Phone: +32 -16-375 720
Mail: nadia.falise@khleuven.be
KHLeuven
Abdij van Park 9
B-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