“ring” transferring supports for caregivers llp-ldv-toi-09-it-0446 this project has been funded...

“RING”TransferRING Supports for Caregivers LLP-LDV-TOI-09-IT-0446

This project has been funded with support from the European Commission. This publication [communication] reflects the views only of the author, and the Commission cannot be held responsible for any use which may be made of the information contained therein.

Administrative and financial rulesAdministrative and financial rules

TransferRING Supports for Caregivers

26/11/2009

Michele Lamanna

1) General provisions

2) Detailed informations

Administrative and financial rulesAdministrative and financial rules

SECTION 1SECTION 1

GENERAL PROVISIONS

FUNDING PROCEDURE

LLP Grant approved (euro 298.200,00) through different tranches of payment:

- 1st instalment 40% of total LLP Grant: Euro 99.280,00by 45 days from the signing of the Agreement between National Agency and Project Promoter

-2nd tranche 40% * of total LLP Grantby 45 days from the submitting of the Interim report to the National Agency;* only if the consortium have spent 70% of the 1st tranche, otherwise the same % reduction

- 3rd tranche - balanceafter the submitting of 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.

LLP Grant NA Project Promoter

FUNDING PROCEDURE

Project Promoter Partners

After:

-the signing of agreements between Project Promoter (Comune di Torino) and all partners (2 copies)

-the Project Promoter has received each tranche from the National Agency,

CHECK POINTS

To submit to the National Agency two main Financial Reports that include also the Activities report and the presentation of related outcomes and outputs:

- The Interim Report (after 12 months)

- The Final Report (at the end of the project)

Interim Report

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 our financial interim reporting will be from the 1st November 2009 to the 31th October 2010,

Interim Report

The National Agency will evaluate it respect to:

- the total whole amount of costs declared by the project

- after 12 months, in fact, we are supposed to have spent at least the 70% of the total amount that the project has received with the 1st tranche (40% of the project total budget).*

* If the project has spent less, the 2nd tranche transfer will be reduced of the same quota that we don’t have spent.

Final Report

The Final report will concern all expenditures actually made by each partner from the 1st November 2009 to the 31th October 2011.

In this case each partner will have to provide the project coordinator with all documents justifying all expenditures declared, with respect to the rules of the LLP Programme.

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

Financial accounting

PAY ATTENTION!!

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 to the achievement of all activities planned

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).

Aspects evaluated by the National Agency will be: Level of achievement of the aims stated Products realised compared to products expected Quality of contents, outputs and outcomes Consistency of expenditures declared with all that has been realised

Cahier de bordCahier de bord

A helpful tool for the interim and final report for the NA

It will be an useful tools for both coordinator and partner to monitor

the process and the financial flow linked to the implementation of the

project (% of expenses and typology).

It will be articulated in word file (for activities progress) and excel file

(financial flow) that you had to fill, update and periodically forward to

the project coordinator (every 3 months).

Cahier de bordCahier de bord

SUMMARY: Declared:Staff Costs 1.800,00

Organisation WP Country CodeInvoice

Reference N.Name of the

person

Staff category reference (See at

pag……...)Name 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

Sospiro 1 ITP1 - H1 - 001

….. 2management,kick

off meeting…01/11/2009 31/01/2010 10,00 180,00

P1 - H1 - 002

P1 - H1 - 003

P1 - H1 - 004

P1 - H1 - 005

P1 - H1 - 006

P1 - H1 - 007

P1 - H1 - 008

P1 - H1 - 009

P1 - H1 - 010

P1 - H1 - 011

P1 - H1 - 012

P1 - H1 - 013

P1 - H1 - 014

H.1: Declaration of Staff Costs

Rate of exchangeRate of exchange

The rate of exchange will be the same that the bank will apply the day of payment of prefinancing (40%) to the project coordinator. This rate will be apply for the Euro conversion of all the expenses incurred up till the date of the following 2nd prefinancing

SECTION 2SECTION 2

DETAILED INFORMATIONS

PROJECT COSTS

eligible (direct/indirect)

not eligible

What costs are considered “Not Eligible”?

return on capital, debt;

provisions for losses;

interest owed, doubtful debts;

VAT, unless the applicant can show that he is

unable to recover it (by declaration);

costs covered by another CE programme;

excessive or reckless expenditure;

costs of opening and operating bank accounts;

…and what costs are considered “Eligible”?

to be directly linked to the object of the project

necessary for project realisation and connected with the project

reasonable and justified

generated during the project lifetime;

actually incurred by the beneficiaries (partner);

identifiable and verifiable;

related to activities involving the eligible countries in the Programme

ELIGIBLE DIRECT COSTS

DIRECT COSTS are those which are identifiable as specific costs directly linked to the project realisation.

They include 4 specific categories:

1. Staff costs 2. Travel and Subsistence Costs3. Other Costs (also equipment)

4. Subcontracting Costs (not foreseen in Ring)

1. STAFF COSTS

• Statutory staff, having either a permanent or a

temporary employment contract with the partner.

• Temporary staff, also recruited through a specialised

external agency.

• Costs related to staff working through specific contract for

collaboration

• Staff members of Project partners are not allowed to

operate in a subcontracting capacity for the project.

1. Staff costs: how to account

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.

1. Staff costs: how to account

Please remind that you do not have to attach evidences of the staff cost declared, since Staff Costs are not submitted to a detailed financial report. In any case 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, contracts (in English) in case of collaboration time sheets internal service order

2. TRAVEL AND SUBSISTENCE COSTS

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

Journeys are strictly referred to the internal staff of each organisation involved in the partnership.

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

2.1 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 use Apex tickets, reduced fares).

2.1 Travel costs: how to account

Travel is considered a trip from the point of origin to the point of destination (and vice versa) and may include visa fees, travel insurance and cancellation costs. For accounting it you had to:

A - to provide all detailed information requested as:

•Name of the person/persons who travelled

•Place of origin and place of destination;

•Period concerned (from _ to_);

•Total days spent;

•Object of the travel (e.g. Kick off meeting..);

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

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

2.2 Subsistence costs: how to account

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

•Name of the person/persons who travelled;

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

•Invoices or receipt of all meals, dated, possibly addressed to single person (with the project name and code);

•Receipt of taxis, bus, underground, etc, dated;

•Invoices of all hotels, including check in and out date, number of nights, name of the person.

2.1 Travel costs: pay attention!

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

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

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:•Date

•Itinerary•Total amount

2.2 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 Community.

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

2.2 Subsistence costs: how to account

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.

3. OTHER COSTS

They imply all costs not covered under any other budget heading

They had to be necessary to project activities for achieving the goals fixed from:

•requirements imposed by the grant agreement (dissemination of information, specific evaluation of the action, audits, translations, reproduction, etc.);

•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, video, purchase of product-related consumables

3. Other costs: other examples

purchase of books, subscriptions to magazines

press releases and advertisements (one-off costs)

purchase of copyrights and other Intellectual Property rights

hire of rooms for meetings or events

purchase of information materials (books, studies, electronic data)

conference fees - meeting registration costs

rental of exhibition space

taxes connected with the publication of project materials e.g. CD-ROM

certification costs

equipment

3. Other costs: equipment

It has been foreseen in budget estimate approved the purchase of one notebook only for WP Leader:

-necessary for achieving the goals of the project -depreciated in accordance with the tax and accounting rules applicable to the beneficiary/consortium partner incurring the cost-only the portion of the equipment's depreciation corresponding to the duration of the action-rate of actual use for the purposes of the action may be taken into account. The applicant must explain the rules applied

They could charge on project 50% of its cost as you could see in application form and in the Tabs of Costs (you’ll had to fill it during the project lifetime) of the Cahier de bord

3. Other costs: how to account

The applicant shall award this expenses to the tender offering best value for money, that is to say, to the tender offering the best price-quality ratio, in compliance with the principles of transparency and equal treatment for potential contractors, care being taken to avoid any conflict of interest.

EU rules for procurement apply

Value Procedure to award “other costs” and accounting documents related

Up to 12.500 euro Estimate /purchase order + invoice

From 12.500 to 25.000 euro 3 tender offer – invoice

From 25.000 to 60.000 euro 5 tenders offer - invoice

Over 60.000 euro Open call

3. Other costs: how to account

Invoices must include, as a minimum, the following information:

Date, title and code of the project;purpose of the purchase - object (in English or French)amount to be paid;detailed description of the costs on which this figure is based;payment arrangements

3. Other costs: VAT custom,duties,other taxes

VAT, other duties and taxes can be charged to the project only where they are a final charge, not recovered by the Coordinator 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 that

When presenting invoices related to the expenses declared in Operating 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).

4. Subcontracting costs

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

! Please note:! Please note:

Subcontracting costs are not Subcontracting costs are not provided in our project budgetprovided in our project budget

ELIGIBLE 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.

We have foreseen in budget estimate the 5% of the total direct

costs; these corresponding costs need not to be justified by

accounting documents

•All costs for equipment related to the project administration

•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

Some further recommendationsSome further recommendations

!! Remember that all the invoices had to show the title

(Project Ring) and code number of the project

(LLP-LDV-TOI-09-IT-0446)

!! Keep and maintain all the invoices, receipts of expenses,

you’ll had to send copy (signed by legal representative) to

the project coordinator every 3 (cahier de bord….)

Thank you for your attention!

“ring” transferring supports for caregivers llp-ldv-toi-09-it-0446 this project has been funded...

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