delegation of the european union to india peace-building partnership regional call for proposals –...

Delegation of the European Union to India

Peace-building Partnership

Regional Call for Proposals – South Asia

Information SessionNew Delhi, 21 MAY 2013

Peace-Building Partnership Call for Proposals South Asia 2013


Budget of the Action

Annex B - full application(Annex III - grant Contract)


Costs estimation

• In your Concept note you have indicated:Amount of the Contribution requested from the EU in EURO and as a percentage of total budget of the Action.

• For The Full Application Pay attention to:

- Respect of minimum and maximum (in terms of amounts and % as per p. 5 of the Guidelines).

- Final detailed budget (at time of full application): the requested contribution should not vary by more than 20% compared to the amount requested at the concept note stage (p. 14, 2.2.5. of the Guidelines).


HOW MUCH MONEY?Ref Guidelines 1.3

Total available: € 2 million• Lot 1, 2, 3: € 400,000 per lot• Lot 4: € 800,000

Size of grants:• Lot 1, 2, 3: € 200,000 - € 400,000 • Lot 4: € 300,000 - € 800,000

EU co-funding: 50-80% of total eligible costs


For 80 % EU contribution

• Lot 1, 2, 3:250,000. EUR< Total budget<500,000. EUR

• Lot 4:375,000. EUR < Total budget <1,000,000. EUR


Full proposal – Budget of the Action

Ideally, Annex B will become Annex III of you contractwith minor modifications.

EU Practical Guide (p 133, 6.5.10.2);“The budget proposed by the successful applicant at

the call for proposals stage must be corrected to remove any arithmetical errors or ineligible costs prior to signing the contract”

• Corrections to the budget are time consuming• Might delay the contracting

Try to get the budget right in the proposal !!


ELIGIBILITY OF COSTSRef. Guidelines 2.1.5

• Actual costs incurred• Simplified cost options (Annex K)

– Unit costs– Lump sums– Flat-rate

• Contingency reserve (max 5 %)• Indirect costs / overheads (Max 7%)• Taxes are eligible if the beneficiary

can show it cannot reclaim them.• Contribution in-kind: not allowed.


HOW TO FILL UP THE BUDGET

ANNEX B


• Ideally, the Applicant (the Coordinator) should systematically involve co-applicants, Affiliated entities and Associates (if any) in the design of the budget.

• The Coordinator is the main interlocutor of the EU.


Action as a whole

MUST BE EXPRESSED IN EUROS

Budget for the Action1 All Years Year 12

Costs

Unit (13) # of units

Unit rate (in

EUR)

Costs(in

EUR) (3)

Unit # of units

Unit rate (in EUR)

Costs(in

EUR)

1. Human Resources

1.1 Salaries (gross salaries including social security charges and other related costs, local

staff) 4

1.1.1 TechnicalPer

month Per

month

1.1.2 Administrative/ support staffPer

month Per

month

Subtotal Human Resources


1st page: Budget

2nd page: justification

3rd page: sources of funds


All Years Year 1

Costs

Unit

# of units

Unit rate (in

EUR)

Costs(in

EUR)

Unit

# of units

Unit rate (in

EUR)

Costs(in

EUR)

6. Other

Subtotal Other

7. Subtotal direct eligible costs of the Action (1-6)

8. Provision for contingency reserve (maximum 5% of 7, subtotal of direct eligible costs of the

Action)

9. Total direct eligible costs of the Action (7+ 8)

10. Administrative costs (maximum 7% of 9, total direct eligible costs of the Action)

11. Total eligible costs (9+10)

12. Taxes11

13. Total accepted11 costs of the Action (11+12)

Total cost of the Action

(EU contribution + co-financing)

Budget lines 12 & 13NOT TO BE FILLED IN


Amount Percentage

EUR %

Expected Contributions

EU/EDF contribution sought in this application (A)

Other contributions (Applicant, other Donors etc)

Name Conditions

Applicant

Co-applicant

Etc…..

Revenue from the Action

Expected TOTAL CONTRIBUTIONS

Estimated Costs

Estimated TOTAL ELIGIBLE COSTS 2 (B)

EU/EDF contribution expressed as a percentage of total eligible costs 4 (A/B x 100)

Excel sheet 3. Expected sources of funding & summary of estimated costs (1)

As per heading 11 of the Budget (Total

eligible costs)

% with 2 decimals (e.g.

74.38 %)

EU contribution


How does it work ?

Amount Percentage

EUR %

Estimated Costs

Estimated TOTAL ELIGIBLE COSTS 2 (B)

EU contribution expressed as a percentage of total eligible costs 4 (A/B x 100)

Estimated TOTAL ACCEPTED COSTS 3 (C)

EU contribution expressed as a percentage of total accepted costs4 (A/C x 100)

As per heading 11 of the budget

NOT TO BE FILLED IN


Eligibility of Costs(2.1.5. of the Guidelines)

• Also Refer to Annex G published with the Call for proposal, General Conditions of the grant Contract (e3h2_gencond_en[1]) Article 14.

• How to estimate the cost of a Project?- Necessary, - reasonable, justified,- principle of sound management- value for money, cost-effectiveness.- Costs normally borne by the applicant or co-applicants.

• List of ineligible costs. Amongst them: purchases of

land or buildings; currency exchange losses; • In narrative part, point 2.1.2. paragraphs on team

proposed & main means for implementation of the action should be coherent with the budget.


1. Human Resources

• Make a distinction between Technical (1.1.1.) and Administrative / support staff (1.1.2.)

• HR should correspond to the narrative part: point 2.1.2. paragraphs on organisational structure and the team proposed for the implementation of the action (by function: there is no need to include the names of individuals) & main means for implementation of the action

• Think of an appropriate unit (month, day, hour…)

• All salaries are gross (direct taxes such as income tax of staff working on the action are eligible)

• Only Staff members appearing on the PAYROLL


1. Human Resources - Salaries

• 1.1. and 1.2. SalariesRefer to foot note no 4: if part time: % indicated alongside the title and reflected in the

number of units (not in the unit rate).

Ex: Project duration: 36 monthsProgramme director will dedicate 10 % of his timeNumber of unit: 0.1 X 36= 3.6 monthsUnit rate: monthly salary

• Think of timesheets


Annex III. Budget for the Action1 All Years (48 months)

Costs Unit # of units Unit rate Costs

(in EUR) (in EUR)3

1. Human Resources

1.1 Salaries (gross salaries including social security charges and other related costs, local staff)4

1.1.1 Technical

1.1.1.1. Programme director (10 %)

Per month =0.1*36= 3.6

1500 5,400.

1.1.2 Administrative/ support staff

Per month

1.2 Salaries (gross salaries including social security charges and other related costs, expat/int. staff)

Per month

1.3 Per diems for missions/travel5

1.3.1 Abroad (staff assigned to the Action)

Per diem

1.3.2 Local (staff assigned to the Action)

Per diem

1.3.3 Seminar/conference participants

Per diem

Subtotal Human Resources

Full monthly salary

Part time reflected in number of units

Indicate the % in the costs’ description


1. Human Resources – Per diems• 1.3. Per diems (Refer to foot note no 5)Per diems are paid to staff on mission away from the base of

operations or to participants of trainings, conference, seminars…

Per diems cover accommodation, meals and local travel within the place of mission and sundry expenses.

Per diems should be in line with those normally paid by the Organisation (refer to internal per diem rates) and in any case, cannot exceed rates of the EU per diem list

http://ec.europa.eu/europeaid/work/procedures/implementation/per_diems/index_en.htm

Ideally, number of persons and number of day should be indicated

If accommodation & meals for conference participants are paid by the Beneficiary directly to the hotel, it could go under heading 3.5.


2. Travel

• 2. Travel (Refer to foot note no 6)

Place of departure and destination should be indicated (Delhi – Mumbai – Delhi)

As a unit, better to use “trip” instead of “month”

If the travel will be done by car- rental costs of car (budget line 3.1.)- fuel costs (4.1. Vehicle costs)


3. Equipment and Supplies

• 3.1. Purchase or rent of vehicle. Specify and also indicate in narrative part (means for the

action): the purpose of the vehicle.

• To give details, please add sub-headings corresponding to category of equipment / costs (detailed and coherent with the narrative and the logical framework).

• At this stage, you have to know what will happen to the equipment at the end of the project (art 7 of Annex II)

• Lump sums are not acceptable except if simplified cost options have been approved by EU or for administrative costs (budget line: 10.)


3. Equipment and supplies7

3.1 Purchase or rent of vehicles

3.1.1 Motorbikes x 3 (3 partners)Per

motorbike 3,00 707 2.121 Per motorbike 3,00 707 2.121

3.2 Furniture, computer equipment

3.2.1 Furniture set (all partners + applicant) Per set 5,00 164 820 Per set 5,00 164 820

3.2.2 Computer and printer set x 4 (all partners) Per set 4,00 411 1.644 Per set 4,00 411 1.644

3.2.3 Laptop computer x 1 (applicant) Per laptop 1,00 822 822 Per laptop 1,00 822 822

3.2.4 Digital camera x 4 (all partners) Per camera 4,00 115 460 Per camera 4,00 115 460

3.3 Machines, tools… 0,00 0 0 0,00 0 0

3.4 Spare parts/equipment for machines, tools 0,00 0 0 0,00 0 0

3.5 Other (please specify) 0,00 0 0 0,00 0 0

3.5.1 Venue hire for state/district level training/networking events Per training 26,00 55 1.430 Per training 8,00 55 440

3.5.2 Venue hire for partner network meetings Per meeting 12,00 132 1.584 Per meeting 4,00 132 528

3.5.3 Food/accommodation for state/district level training/networking events Per training 26,00 202 5.252 Per training 8,00 202 1.616

3.5.4 Food for local level training/networking events (no accommodation required) Per training 107,00 55 5.885 Per training 36,00 55 1.980

3.5.5 Food/accommodation for partner network meetings Per meeting 12,00 296 3.552 Per meeting 4,00 296 1.184

3.5.6 Materials for state/district level training/networking events Per training 26,00 106 2.756 Per training 8,00 106 848

3.5.7 Materials for local level training/networking events Per training 107,00 46 4.922 Per training 36,00 46 1.656

3.5.8 Materials for partner network meetings Per meeting 12,00 66 792 Per meeting 4,00 66 264

Subtotal Equipment and supplies 32.040 14.383


4. Local office

• Specific costs dedicated to the project (Real Costs)Ex. 4.1. Vehicle costs:

- if vehicle used only for the project, full vehicle costs can be allocated to 4.1.- if not, costs must be allocated partially, according to log book data.

• Idem for 4.2. Office rent and 4.4. Other services

• Importance of justification of the allocation keys (electricity, heating, tel/fax…)

• Lump sums are not acceptable, except if Simplified Cost Optionshave been approved by the EU


5. Other costs, services

• For budget lines 5.1.publications, 5.2.Studies, research, and 5.7.Conferences / seminars, please refer to footnote no 9: ONLY INDICATE HERE WHEN FULLY SUBCONTRACTED

• Publications: “copy” as a unit.

• Expenditure verification: (by external audit firm) with final report. Do not under-estimate the cost !!

• Evaluation costs: only external evaluation

• Financial services: “month” as a unit. currency exchange losses are ineligible.

• Visibility: banners, posters,


6. Other

• You can use this budget line ONLY if the cost cannot be allocated to any other specific budget line (1. to 5.) as per their nature.

• No title of activity but ONLY nature of cost !!

• Ex: Training: Sub-contracted (5.7.) OR Simplified Cost Options OR allocation per nature of costs:

1.3.3.1. Per diems for training participants

2.1.1. International flight (UK / India / UK)2.2.1. Local transport for training participants

3.5.1. Training material3.5.2. External consultant fees3.5.3. or 6.1. rental of training hall


Financial support to third parties (sub-granting)

• Sub-granting may be the main aim of the action

• Sub-grant per third party increased to EUR 60,000. with no overall ceiling


Redistribution of the grant (p 9 of the Guidelines)

To help achieve the objectives of the action In the applications, describe:

• Objectives and results• Types of entity (FCRA for India is compulsory). • A fixed list of the types of activity• Criteria for selecting sub-grantees including the

criteria for determining the exact amount of each sub-grant.

• The maximum amount of a sub-grant is € 60 000 per third party, except where a redistribution of the grant is the main purpose of the action.


Simplified cost optionsAnnex K


Lump sums, unit costs, flat-rate• Limited to EUR 60.000. per beneficiary of

the grant contract (exclusive of the 7 % of indirect costs)

• Proposed by the beneficiary

• The approval to use of the SCO will be given by EU during the contracting phase

• Guidelines and check-list in Annex K


UNIT COSTDefinition:

cover all or certain specific categories of eligible costs which are clearly identified in advance by reference to an amount per unit.

Example:• unit cost per worked month for personnel costs

based on the internal rules and average costs, • small local transportation or other expenses in rural

areas without having to verify thousands of minor expenses with none or very weak proofs of payment

The specific case of per diemsNot considered a simplified cost optiona fixed amount is reimbursed to the organisation staff according to its staff rulesPer diem rates in the budget should be in line with rates in staff regulation of the organisation. That is an actual cost.


LUMPSUM

Definition:They cover in global terms all or certain specific categories of eligible costs which are clearly identified in advance.

Example:Global cost for the organisation of an opening event, Global cost for the production of information videos etc.


FLAT RATE financing

Definition:Covers specific categories of eligible costs which are clearly identified in advance by applying a percentage fixed ex ante.

Example: local office costs and related expenses (maintenance, security, a shared car etc.) charged as a percentage of staff costs, indirect costs, etc.


Justification of the Budget of Action

“2. Justification” sheet of the budget (Annex B)


For each budget line:2 columns:Clarification of the budget items• Provide a narrative clarification to demonstrate

the necessity of the cost, refer to the activities in the Description of Action (also useful in the context if the new FCRA rules)

Justification of the estimated costs• Provide a justification of the calculation of the

estimated costs based on real costs or simplified cost option.

“2. Justification” sheet of the budget (Annex B) Also refer to Annex K


2. Justification of the Budget for the Action All Years

Costs Clarification of the budget items Justification of the estimated costs

Budget headings

Should be coherent to

“1. Budget for the Action” sheet of the Budget (Annex B)

Quantify the project inputs

e.g. - number of assets to be acquired,

- staff numbers to be employed/ allocated time period

- type of publication - training subject

Value project inputs

e.g. - prices of assets to be acquired,

- salaries of staff, fees of consultants

Source of information: salary grid, quotations,

SCO : UNIT COST,FLAT RATE, LUMPSUM


Responsibility of the Grant beneficiary

• Reliable, plausible, transparent and realistic budget

• Explain in the “2. Justification” sheet of the budget (Annex B) the assumption used to draw up the budget , the methods and sources used.

• Failure to do so casts doubt on the reliability and plausibility of the budget.


Contingency & Administrative costs

• 8. Contingency reserve: max 5% of 7. Subtotal direct eligible costs of the Action.

• No contingency in provisional budget for Year 1 as, before using contingency funds, you need a prior written approval from the Delegation.

• 10. Administrative costs: max 7% of 9.Total direct eligible costs of the Action.

• Contribution to general overhead costs (not included in specific project costs: % of the main office rent and running costs, consumables, copying…)


“3. Expected sources of funding & summary of

estimated costs” sheet of the budget (Annex B)

• All figures should correspond to the Annex I and sheet 1 of Annex B of your proposal.

• Only monetary contributions.

• Contributions in kind are not considered actual expenditure, are not eligible costs, cannot be considered as co-financing.

• Specify names of contributing parties.• You may mention if the funding is already

secured.


Budget of the Action: General

recommendations

• Check Arithmetics• Delete all draft versions• Respect of the format is essential:

Annex B – Budget template.xls

• Action as a whole (total costs of the Action), not only the requested EU contribution

• 1st excel sheet : All years and Year 1• 2nd excel sheet: Justification of the budget• 3rd excel sheet: Sources of funding

• In EURO

• Total of the 1st sheet = total of the 3rd sheet

• Flexibility (ceiling – possible reallocation)• Budget is a budget per nature of costs and not a budget per

activities


FULL APPLICATIONRef Guidelines 2.2.5

Submit Part B of Grant Application Form• General information table (1)• Description of the action (2)• Logical Framework (separate annex C)• Budget for the action including justification of

costs & sources of funding (separate annex B)• Experience of similar actions (2.1.7, 2.1.8, 2.2)• Description of the Applicant (3), co-applicant (4)

& affiliated (5) • ALL should be registered in PADOR• Signed Mandate for co-applicants & affiliated

entities statement• Description of the Associates should be filled-in • Checklist to be filled in by applicant• Signed Declaration by the Applicant


THANK YOU

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