LIFELONG LEARNING PROGRAMME/LEONARDO
DA VINCI-TRANSFER OF INNOVATION
3C
PROJECT
Department of Sanitary and Environmental
Engineering, Budapest University of Technology
and Economics
PRESENTATION FOR
ADMINISTRATIVE AND FINANCIAL
MANAGEMENT
Subject of the financial presentation
Official interim financial and narrative
report (mistakes+general
experience+recommendation)
 How to compile the report?
 Budget
 Budget modification

Official interim report
Interim report (official) was submitted: by
10/01/2015- financial+professional
(Reporting period: 1/11/2013 – 31/10/2014)
Feedback from NA did not arrive yet
 Expected in the end of March

Financial interim report
General comments
 Copies are not readable
 Documents are not compiled by budget category: staff;
travel&subsistance; other;equipment, subcontracting
 Proofs of payment are missing
 The reported amount does not match on the invoices
and in the official excel sheet
 Documents does not include the reference stamp
 Documents are not signed
 We are not able to identify the subject of the
invoice/document since lack of english translation

Financial interim report
General comments
 The reported amount includes the sum of VAT even
the organisation is able to recover VAT
 Official excel sheet for reporting was not filled or barely
filled. NEW FORM!
 Please fill the excel sheet according to the prescribed
format (for example date)
 Exchange rate is incorrect

Insufficiencies by cost types
Staff cost:
 Timesheets are filled partly: nr of hours/duration of work/reported
amount are missing (this is the base of staff cost reporting)
 Working contract/proof of payment of salaries+social security
contribution are missing (or declaration)
 Job description is missing
 Timesheets are not dated and signed by employer and manager
 Supporting documents for staff cost calculation are missing- how
did you calculated the daily rate?
 In case of auditing visit we have to provide all supporting
documents, like payslips, banks statements, working contracts etc.
 Daily rate are higher than EU ceilings- ineligible cost/or too low
 The daily rate must be provided in EUR not in your currency
Insufficiencies by cost types
Travel&subsistance cost:
 Proof of payment of flight tickets are missing
 Boarding cards are missing
 Amount on summary sheet does not match to the amount in the
official reporting form
 The reported amount in the summary sheet is not harmonized to
the amounts of invoices
 Table of summary of expenses is missing
 Expenses about different travels must be reported in separeted
sheets
Insufficiencies by cost types
Other cost/subcontracting cost
 Proof of payment is missing
 No contract attached
 English translation is missing
 Concerning contracts does not include the project reference
number
Recommendation for the next period





Create a dropbox or a common surface for uploading documents
To submit the documents about paid expenses in 30 days as they
occured- for example travel&subsistance cost, subcontracting and
other cost
Checking the table of balance and plan cash flow to avoid a lot of
remaining amount
Please note that you have to prefinance the 20% of the last period!
The next unofficial reporting deadline is 15May 2015 (reporting
period 01/11/2014-30/04/2015)
Reported amount in the official reporting period


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The total budget (amount of grant +own contribution) is 378.248.EUR
The amount of advance payment (1st installment) is 113.468.-EUR.
Spent from advance payment 138.284.EUR
Next payment is due in April 2015 with the second 40% of the
grant amount
Budget modification
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-
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Budget modification- rules for budget modification (staff cost and
operational cost)- in case of exceeding of 10% for modification of
Heading A Staff cost and Heading B Operational , we have to
submit an official request for National Agency
Under budget category B operational cost (travel&subsistance;
other; subcontracting cost) we are able to reallocte amount
without any official request. Only justifiction needs to be sent to
National Agency.
The deadline of submitting of your request and reccomendation for
budget modification is 28th February 2015. Format will be sent by
email to all partner organization!
3C PROJECT
THANK YOU FOR THE
COOPERATION!