BARCELONA 29-9-2011 PROJECT MANAGEMENT GUIDE
PROGRESS REPORT
In the progress report we don’t have to give financial informations But The Commission can on a case basis request a financial statement showing the costs incurred as from the starting of the action until the day of the submission of the progress report
PROGRESS REPORT
So the dead line to send to the Coordinator Scuola Centrale Formazione the file “costs reporting module� together with copies of documents that prouve expenditures (PDF file) is 07-10-2011 (expenditures from the start of the project to 30-9-2011)
WORK IN PROGRESS
To permit a control of all expenses made in the project ALL partners are requested to send tables and documents to Scuola Centrale Formazione each 4 months with the following dead lines 20/1/2012 20/5/2012 20/9/2012 28/2/2013 (for the final final report)
FINANCIAL MANAGEMENT (Highlights)
STAFF COSTS
The time, which each employee spends working on the project, shall be recorded using TIMESHEETS certified by the employer NON PERMANENT STAFF may be charged to this category (with a contract explicitly linking the person to the project)
STAFF COSTS (supporting accounting documents)
PERMANENT STAFF
Contract with the organisation Secondment letter with a specific indications of tasks, reference to the project, duration of the project, hourly/daily rate Timesheets Salary slips Table that shows the total cost for the employee, including actual salary, social security charges and other statutory costs included in the remuneration
NON PERMANENT STAFF
Specific contract linked to the project with a specific indications of tasks, reference to the project, duration of the contract, hourly/daily rate Salary slips (staff registered in the organisation payroll) Invoice with indication of task performed, date, number of hours worked and price per hours (staff NOT registered in the organisation payroll) Proof of payment
TRAVEL COSTS
Travel by car: reimbursement claim – maximum of equivalent first class rail fare
TRAVEL COSTS (supporting accounting documents)
Travel ticket (airplane train bus) including boarding passes Invoice of flight or rail tickets Travel by car reimbursement claim, explanation of the calculation of reimbursement Proof of payment Attendance list signed by participants
SUBSISTENCE COSTS
Reimboursement on the basis of real costs Reimbursement of a lump sum that can be used only if it can be demonstrated that such a system was officially in place before the grant is awarded. The cost per person should non exceed the maximum limits per country as set by the Commission
MAXIMUM LIMITS PER COUNTRY
Belgium 232 € France 245 € Italy 230 € Spain 212 € We need to consider the maximum amount of the hosting country (as the cost is incurred in this country), except if the participant organisations (the sending countries) are obliged by their own internal rules to have lower thresholds for the per diems when they are travelling outside their countries
SUBSISTENCE COSTS (supporting accounting documents)
Reimbursement on the basis of real costs
Reimbursement claim form signed by the participant and by the person authorising the expenditure Hotel invoice, receipts related to food and beverages local transport‌ Attendance list signed by the participants Proof of payment
Reimbursement of a lump sum
Copy of the beneficiary’s internal policy Reimbursement claim Attendance list signed by the participants Proof of payment
SUB CONTRACTING COSTS
For contracts exceeding â‚Ź 5000 the beneficiary shall also seek competitive tenders from potential contractors in order to prove that the bid offering best value for money was chosen (Minimum 3 offers) Subcontracting may not account for more than 30% of the total cost of the project
SUB CONTRACTING AGREEMENT (TERMS)
Service to be provided and its links with the project Dates on which the agreement begins and ends Price to be paid Work Schedule Payment arrangements Clauses in respect of non-performance or late completion
BUDGET CHANGES
From one category to another category Maximum 10% Any change between one category to another that implies a change of OVER 10% of the amount of each heading should be request to the Commission
Thank you for your attention