ERASMUS+ Civil Society Cooperation Youth · ERASMUS+ Civil Society Cooperation Youth Luciano Di...

54
ERASMUS+ Civil Society Cooperation Youth Luciano Di Fonzo, EACEA Gabriela Scibiorska, EACEA Andrea Szakonyi, EACEA Brussels, 5 November 2015

Transcript of ERASMUS+ Civil Society Cooperation Youth · ERASMUS+ Civil Society Cooperation Youth Luciano Di...

Page 1: ERASMUS+ Civil Society Cooperation Youth · ERASMUS+ Civil Society Cooperation Youth Luciano Di Fonzo, EACEA Gabriela Scibiorska, EACEA ... of the work programme, activities, deliverables

ERASMUS+ Civil Society

Cooperation Youth

Luciano Di Fonzo, EACEA Gabriela Scibiorska, EACEA

Andrea Szakonyi, EACEA

Brussels, 5 November 2015

Page 2: ERASMUS+ Civil Society Cooperation Youth · ERASMUS+ Civil Society Cooperation Youth Luciano Di Fonzo, EACEA Gabriela Scibiorska, EACEA ... of the work programme, activities, deliverables

Call for proposals

Published on 13 October 2015 with a deadline for submission of proposals on 26 November 2015, 12:00 noon (Brussels time)

2

Page 3: ERASMUS+ Civil Society Cooperation Youth · ERASMUS+ Civil Society Cooperation Youth Luciano Di Fonzo, EACEA Gabriela Scibiorska, EACEA ... of the work programme, activities, deliverables

Finance

Total available budget: 600 000 EUR

3

Actions Max grant in EUR

Available budget in EUR

Min nr of eligible

countries Annual Operating

Grants

ENGOs dedicated to Youth 35 000 420 000 12

ENGOs having broader scope 35 000 60 000 12

EU-wide networks

35 000 120 000 12

Page 4: ERASMUS+ Civil Society Cooperation Youth · ERASMUS+ Civil Society Cooperation Youth Luciano Di Fonzo, EACEA Gabriela Scibiorska, EACEA ... of the work programme, activities, deliverables

Type of Grant

Annual Grant

Duration 1 year

Maximum grant 35 000 Euro

Application procedure Full application procedure each time

Contract Agreement for one year

Reporting After the end of the eligibility period

4

Page 5: ERASMUS+ Civil Society Cooperation Youth · ERASMUS+ Civil Society Cooperation Youth Luciano Di Fonzo, EACEA Gabriela Scibiorska, EACEA ... of the work programme, activities, deliverables

Aims and objectives

Promote: the employability of young people; intercultural learning, the respect of diversity, and the values of solidarity, equal opportunities and human rights; the inclusion of young people with fewer opportunities in society;

Foster the empowerment of young people in society, and foster their participation in the decision-making processes;

Contribute to: the personal, socio-educational and professional development of young people in Europe; the debate on development of policy issues affecting young people and youth organisations at all levels; the implementation of the Paris Declaration of 17 March 2015.

5

Page 6: ERASMUS+ Civil Society Cooperation Youth · ERASMUS+ Civil Society Cooperation Youth Luciano Di Fonzo, EACEA Gabriela Scibiorska, EACEA ... of the work programme, activities, deliverables

Eligibility Criteria

Non-formal and informal learning and activities

Qualitative development of youth work

Recognition and transparency tools

Seminars, meetings, workshops, debates

Structured Dialogue consultations

Youth participation in democratic life

Intercultural learning and understanding in Europe

Media and communication

6

Activities

Page 7: ERASMUS+ Civil Society Cooperation Youth · ERASMUS+ Civil Society Cooperation Youth Luciano Di Fonzo, EACEA Gabriela Scibiorska, EACEA ... of the work programme, activities, deliverables

Applicant bodies

Two categories of bodies:

1) ENGOs in the field of youth

2) Informal EU-wide networks in the field of youth

Common eligibility criteria:

7

be non-governmental be not-for profit-making involve young people in the management and governance of the organisation/network

Page 8: ERASMUS+ Civil Society Cooperation Youth · ERASMUS+ Civil Society Cooperation Youth Luciano Di Fonzo, EACEA Gabriela Scibiorska, EACEA ... of the work programme, activities, deliverables

1) ENGOs

formally recognised structure

European body/secretariat (the applicant) legally established for at least 1 year in an Eligible Country on the date of submission of the application

and national organisations/branches in at least 12 Eligible Countries having a statutory link with the European body/secretariat

be active in the field of youth – EU Youth Strategy

8

Eligibility Criteria

Page 9: ERASMUS+ Civil Society Cooperation Youth · ERASMUS+ Civil Society Cooperation Youth Luciano Di Fonzo, EACEA Gabriela Scibiorska, EACEA ... of the work programme, activities, deliverables

2) EU-wide network

informal governance setting

an organisation legally established for at least 1 year on the date of submission of the application in a Eligible Country with functions of coordination of and support to the network at European level (the applicant)

and other organisations established in at least 12 Eligible Countries >> Memorandum of understanding* *proof of already active collaborative partnership in the field of youth

legally autonomous non-profit organisations - EU Youth Strategy

9

Eligibility Criteria

Page 10: ERASMUS+ Civil Society Cooperation Youth · ERASMUS+ Civil Society Cooperation Youth Luciano Di Fonzo, EACEA Gabriela Scibiorska, EACEA ... of the work programme, activities, deliverables

An organisation may submit only one application for an operating grant!

Category: 1. ENGO or 2. EU-wide network

Grant: Call for proposals EACEA/32/2015 only Annual

Action: only Civil Society Cooperation Youth

Beneficiaries of an OG CSC Education and Training (FPA) or OG Citizenship (FPA) will be excluded from the selection.

10

Eligibility Criteria

Page 11: ERASMUS+ Civil Society Cooperation Youth · ERASMUS+ Civil Society Cooperation Youth Luciano Di Fonzo, EACEA Gabriela Scibiorska, EACEA ... of the work programme, activities, deliverables

Eligible countries:

28 EU Member States EFTA countries: Iceland, Liechtenstein, Norway Candidate countries: FYROM and Turkey

Therefore:

Only organisations (applicant + member organisations/partner organisations) legally established in these countries are eligible.

Only statutory meetings held in these countries are eligible.

11

Eligibility Criteria

Page 12: ERASMUS+ Civil Society Cooperation Youth · ERASMUS+ Civil Society Cooperation Youth Luciano Di Fonzo, EACEA Gabriela Scibiorska, EACEA ... of the work programme, activities, deliverables

Low value grants (≤ € 60 000):

• no-profit rule does not apply • lighter supporting documents for proposals:

– Eligibility/Selection criteria: only declaration on honour for grants ≤ € 60.000

– Exclusion criteria: no supporting document – No operational/financial capacity check – No financial guarantees

12

Simplifications

Page 13: ERASMUS+ Civil Society Cooperation Youth · ERASMUS+ Civil Society Cooperation Youth Luciano Di Fonzo, EACEA Gabriela Scibiorska, EACEA ... of the work programme, activities, deliverables

How to apply?

13

1. ECAS European Commission Authentication Service account

2. Participant Portal registration for PIC number

3. eForm + annexes follow Guidelines for Applicants

4. Submission of the electronic application Part 1: eForm online incl. DoH + Part 2: Compulsory additional annexes by e-mail!

Page 14: ERASMUS+ Civil Society Cooperation Youth · ERASMUS+ Civil Society Cooperation Youth Luciano Di Fonzo, EACEA Gabriela Scibiorska, EACEA ... of the work programme, activities, deliverables

Once the application is submitted:

1. Applications are assessed against the Award criteria by 2 independent external assessors selected on the basis of their knowledge of youth sector and their language skills.

2. Each application receives a certain number of points.

3. Each evaluation includes an overall assessment summarising the conclusions of the content analysis underlining the strengths and weaknesses of the application to the attention of applicant.

14

Evaluation

Page 15: ERASMUS+ Civil Society Cooperation Youth · ERASMUS+ Civil Society Cooperation Youth Luciano Di Fonzo, EACEA Gabriela Scibiorska, EACEA ... of the work programme, activities, deliverables

Award criteria

Only those applications that score at least 60 points overall AND at least 50 % of the maximum points in each of the award criteria will be considered for funding.

15

Relevance

Maximum 30 points

Quality of the work plan’s design and implementation

Maximum 20 points

Profile, n° of participants and countries involved in the activities

Maximum 20 points

Impact, dissemination and sustainability

Maximum 30 points

Page 16: ERASMUS+ Civil Society Cooperation Youth · ERASMUS+ Civil Society Cooperation Youth Luciano Di Fonzo, EACEA Gabriela Scibiorska, EACEA ... of the work programme, activities, deliverables

1) Relevance

of the work programme, activities, deliverables to the general aims and objectives of the Call

16

Award criteria

Page 17: ERASMUS+ Civil Society Cooperation Youth · ERASMUS+ Civil Society Cooperation Youth Luciano Di Fonzo, EACEA Gabriela Scibiorska, EACEA ... of the work programme, activities, deliverables

2) Quality of the work plan’s design and implementation

work programme, activities, deliverables: content – approach - methodology

task distribution among the organisations/branches/members: relevant – balanced - efficient

management arrangements cost-benefit ratio: activities - budget – aims results, outcomes, deliverables: e.g. policy contributions, position

papers and events, awareness-raising and training programmes, information and guidance materials etc.

transnational and multilingual character of activities and products developed

if continuation: the added value

17

Award criteria

Page 18: ERASMUS+ Civil Society Cooperation Youth · ERASMUS+ Civil Society Cooperation Youth Luciano Di Fonzo, EACEA Gabriela Scibiorska, EACEA ... of the work programme, activities, deliverables

3) Profile, number of participants and countries involved in the activities profile and number of stakeholders, number of eligible countries

involved

18

Award criteria

Page 19: ERASMUS+ Civil Society Cooperation Youth · ERASMUS+ Civil Society Cooperation Youth Luciano Di Fonzo, EACEA Gabriela Scibiorska, EACEA ... of the work programme, activities, deliverables

4) Impact, dissemination and sustainability

The scope of the work programme, its multiplier effect, the sustainable impact and long-term viability of the activities and deliverables, in particular e.g.: quantitative and qualitative impact on the target groups, and, beyond

these groups, policies, strategies or systems at all level the proposed contributions/recommendations to be addressed to policy

makers, and other stakeholders at all level the measures planned to ensure the visibility of the activities,

deliverables and results how the dissemination and exploitation plans will ensure optimal use of

the results among and beyond organisations/branches/members

19

Award criteria

Page 20: ERASMUS+ Civil Society Cooperation Youth · ERASMUS+ Civil Society Cooperation Youth Luciano Di Fonzo, EACEA Gabriela Scibiorska, EACEA ... of the work programme, activities, deliverables

October-November Submission of an

application

December-January Eligibility criteria Exclusion criteria

Award criteria: peer review Selection criteria

February

Contractualisation Grant Agreements

February Signature of Grant Agreements

Pre-financing

1st January 2016 Start of the eligibility period

February Evaluation Committee

Financing Decision

All applicants: Selection

Notification and contractualisation

February

Notifications to all applicants

For successful applicants

20

Timetable

Page 21: ERASMUS+ Civil Society Cooperation Youth · ERASMUS+ Civil Society Cooperation Youth Luciano Di Fonzo, EACEA Gabriela Scibiorska, EACEA ... of the work programme, activities, deliverables

ERASMUS+: Civil Society

Cooperation Youth

Funding Forms

Brussels, 5 November 2015

Page 22: ERASMUS+ Civil Society Cooperation Youth · ERASMUS+ Civil Society Cooperation Youth Luciano Di Fonzo, EACEA Gabriela Scibiorska, EACEA ... of the work programme, activities, deliverables

Operating grants for Civil Society Cooperation take exclusively the form of reimbursement on the basis of the following unit costs: • Personnel (unit cost per personnel) • Statutory Meetings (unit cost per meeting) related to

the organisation of statutory meetings

No budgetary amendments are possible during the eligibility period!

22

Funding forms

Page 23: ERASMUS+ Civil Society Cooperation Youth · ERASMUS+ Civil Society Cooperation Youth Luciano Di Fonzo, EACEA Gabriela Scibiorska, EACEA ... of the work programme, activities, deliverables

23

Personnel: persons hired by the beneficiary organisation on the basis of:

• a labour contract, • a contract assimilated to a labour contract ((a) the natural person works

under the instructions of the beneficiary and, unless otherwise agreed with the beneficiary, in the premises of the beneficiary, (b) the result of the work belongs to the beneficiary and (c) the costs are not significantly different from the costs of staff performing similar tasks under an employment contract with the beneficiary.)

• to temporary staff recruited through a specialised agency (interim staff)

No other contractual relationships (such as volunteers and trainees) are accepted as FTE!

Funding forms

Page 24: ERASMUS+ Civil Society Cooperation Youth · ERASMUS+ Civil Society Cooperation Youth Luciano Di Fonzo, EACEA Gabriela Scibiorska, EACEA ... of the work programme, activities, deliverables

24

Statutory meetings:

1) ENGOs: meetings included in the articles of the statutes of the beneficiary organisations such as general assembly, management board, steering committee, regional meeting, etc.

2) EU-wide networks: the number of units for meetings shall only refer to the meetings organised in the frame of the governance of the informal network.

Please note: Meetings have to be physical meetings (! skype meeting is not eligible).

Other meetings organised by the beneficiary organisations such as conferences, seminars, roundtables, workshops, etc. must not be included in the calculation of the grant.

Funding forms

Page 25: ERASMUS+ Civil Society Cooperation Youth · ERASMUS+ Civil Society Cooperation Youth Luciano Di Fonzo, EACEA Gabriela Scibiorska, EACEA ... of the work programme, activities, deliverables

25

Step one: Calculating the grant in the form of reimbursement of unit costs by: • For personnel costs: multiplying the unit value per Full Time

Equivalent by the estimated number of FTEs to be used in the year for which the grant is awarded

• For statutory meetings: multiplying the unit value per meeting by the estimated number of statutory meetings

Adding together the results of the two multiplications above. Step two: Limiting the grant to a maximum amount of 35.000 EUR No co-financing percentage to be added, it is already calculated in the unit cost!

Funding forms

Page 26: ERASMUS+ Civil Society Cooperation Youth · ERASMUS+ Civil Society Cooperation Youth Luciano Di Fonzo, EACEA Gabriela Scibiorska, EACEA ... of the work programme, activities, deliverables

26

The unit cost for personnel both for ENGOs and EU-wide networks is EUR 9 356 and for statutory meetings of ENGOs and EU-wide networks is EUR 3 381. Example of calculation:

3 FTEs x 9 356 EUR EUR 28 068

5 Statutory meetings x 3 381 EUR EUR 16 905

TOTAL EUR 44 973 Total Grant requested for Annual Operating Grant EUR 35 000

Funding forms

Page 27: ERASMUS+ Civil Society Cooperation Youth · ERASMUS+ Civil Society Cooperation Youth Luciano Di Fonzo, EACEA Gabriela Scibiorska, EACEA ... of the work programme, activities, deliverables

An ENGO in the field of Youth can plan only Statutory meetings in case has not FTEs but only volunteers.

27

Budget - eForm

Page 28: ERASMUS+ Civil Society Cooperation Youth · ERASMUS+ Civil Society Cooperation Youth Luciano Di Fonzo, EACEA Gabriela Scibiorska, EACEA ... of the work programme, activities, deliverables

ERASMUS+: Civil Society

Cooperation Youth

FPA 2015-2017

Brussels, 5 November 2015

Page 29: ERASMUS+ Civil Society Cooperation Youth · ERASMUS+ Civil Society Cooperation Youth Luciano Di Fonzo, EACEA Gabriela Scibiorska, EACEA ... of the work programme, activities, deliverables

Invitation FPA

• Legal base: Regulation (EU) No 1288/2013 establishing 'Erasmus+':

the Union programme for education, training, youth and sport http://eur-lex.europa.eu/LexUriServ/LexUriServ.do?uri=OJ:L:2013:347:0050:0073:EN:PDF

• Call for proposals: EACEA/31/2014 - Erasmus+: Key Action 3 – Support for policy reforms - Civil Society Cooperation in the field of Youth (Lot 2)

• Invitations sent to beneficiaries EACEA/31/2014 who were awarded a 3-year Framework Partnership Agreement in 2015 on 14 October 2015 with a deadline for submission of annual work programmes on 26 November 2015, 12:00 noon (Brussels time)

29

Page 30: ERASMUS+ Civil Society Cooperation Youth · ERASMUS+ Civil Society Cooperation Youth Luciano Di Fonzo, EACEA Gabriela Scibiorska, EACEA ... of the work programme, activities, deliverables

Finance FPA

Total available budget 2016: 3 200 000 EUR

30

Actions Max grant in EUR

Available budget in EUR

(based on 2015 selection results)

Min nr of eligible

countries Framework Partnership Agreement

ENGOs dedicated to Youth 50 000 2 200 000

12

ENGOs having broader scope 50 000 200 000 12

EU-wide networks

50 000 800 000 12

Page 31: ERASMUS+ Civil Society Cooperation Youth · ERASMUS+ Civil Society Cooperation Youth Luciano Di Fonzo, EACEA Gabriela Scibiorska, EACEA ... of the work programme, activities, deliverables

Type of Grant FPA

Framework Partnership

Duration 3 years (2015-2017)

Maximum grant 50 000* Euro *can be less / can differ from 2015

Application procedure Full application procedure for the first year and submission of annual work programme for the 2nd and the 3rd year.

Contract Framework Partnership Agreement and specific agreements for the 2nd and the 3rd year.

Reporting Annually after the end of the eligibility period

31

Page 32: ERASMUS+ Civil Society Cooperation Youth · ERASMUS+ Civil Society Cooperation Youth Luciano Di Fonzo, EACEA Gabriela Scibiorska, EACEA ... of the work programme, activities, deliverables

The eligibility criteria - applicant bodies, countries, activities - remains valid for the duration of the partnership, beneficiaries do not need to prove again their eligibility. BUT! Any changes to the elements of eligibility should be immediately notified to EACEA: in responding to this consultation, beneficiaries will only have to certify that their organisation still fulfils all eligibility criteria valid for the call for proposals EACEA/31/2014 >>>

32

Eligibility Criteria FPA

Page 33: ERASMUS+ Civil Society Cooperation Youth · ERASMUS+ Civil Society Cooperation Youth Luciano Di Fonzo, EACEA Gabriela Scibiorska, EACEA ... of the work programme, activities, deliverables

Applicant bodies > two categories: 1) ENGOs

in the field of youth

2) Informal EU-wide networks in the field of youth

33

Common eligibility criteria: be non-governmental be not-for profit-making involve young people in the management and governance of the organisation/network

Eligibility Criteria FPA

Page 34: ERASMUS+ Civil Society Cooperation Youth · ERASMUS+ Civil Society Cooperation Youth Luciano Di Fonzo, EACEA Gabriela Scibiorska, EACEA ... of the work programme, activities, deliverables

Organisations must schedule within their annual work programme for 2016 a series of activities directly linked to the general and specific objectives defined in the call for proposal EACEA/31/2014.

Non-formal and informal learning and activities

Qualitative development of youth work

Recognition and transparency tools

Seminars, meetings, workshops, debates

Structured Dialogue consultations

Youth participation in democratic life

Intercultural learning and understanding in Europe

Media and communication

34

Activities

Eligibility Criteria FPA

Page 35: ERASMUS+ Civil Society Cooperation Youth · ERASMUS+ Civil Society Cooperation Youth Luciano Di Fonzo, EACEA Gabriela Scibiorska, EACEA ... of the work programme, activities, deliverables

Eligible countries:

28 EU Member States EFTA countries: Iceland, Liechtenstein, Norway Candidate countries: FYROM and Turkey

Therefore:

Only organisations (applicant + member organisations/partner organisations) legally established in these countries are eligible.

Only statutory meetings held in these countries are eligible.

35

Eligibility Criteria FPA

Page 36: ERASMUS+ Civil Society Cooperation Youth · ERASMUS+ Civil Society Cooperation Youth Luciano Di Fonzo, EACEA Gabriela Scibiorska, EACEA ... of the work programme, activities, deliverables

How to apply? FPA

36

How to submit annual work programme? 1. eForm + annexes

follow 'Guidelines for Submission of Work Programme Proposals for 2016'

2. Submission of the electronic application Part 1: eForm online incl. DoH + Part 2: Compulsory additional annexes by e-mail!

! Important: the number of the Framework Partnership Agreement and of the application submitted for the year 2016 have to be communicated in the subject of the e-mail.

Page 37: ERASMUS+ Civil Society Cooperation Youth · ERASMUS+ Civil Society Cooperation Youth Luciano Di Fonzo, EACEA Gabriela Scibiorska, EACEA ... of the work programme, activities, deliverables

After submission • Your annual work programme and related budget will be

assessed against: – Quality of the proposed activities for 2016 and adequacy of

budget – Award criteria as described in the call for proposals

EACEA/31/2014 – Coherence with the three-year Action Plan submitted in 2014 and

annexed to your Framework Partnership Agreement.

• Each application receives a certain number of POINTS.

• Each evaluation includes an OVERALL ASSESSMENT summarising the conclusions of the content analysis underlining the strengths and weaknesses of the application to the attention of applicant.

37

Evaluation FPA

Page 38: ERASMUS+ Civil Society Cooperation Youth · ERASMUS+ Civil Society Cooperation Youth Luciano Di Fonzo, EACEA Gabriela Scibiorska, EACEA ... of the work programme, activities, deliverables

Award criteria FPA

Only those applications that score at least 60 points overall AND at least 50 % of the maximum points in each of the award criteria will be considered for funding.

38

Relevance

Maximum 30 points

Quality of the work plan’s design and implementation

Maximum 20 points

Profile, n° of participants and countries involved in the activities

Maximum 20 points

Impact, dissemination and sustainability

Maximum 30 points

Page 39: ERASMUS+ Civil Society Cooperation Youth · ERASMUS+ Civil Society Cooperation Youth Luciano Di Fonzo, EACEA Gabriela Scibiorska, EACEA ... of the work programme, activities, deliverables

Operating grants for Civil Society Cooperation take exclusively the form of reimbursement on the basis of the following unit costs: • Personnel (unit cost per personnel) • Statutory Meetings (unit cost per meeting) related to

the organisation of statutory meetings (! Physical meetings)

No budgetary amendments are possible during the eligibility period!

39

Funding forms FPA

Page 40: ERASMUS+ Civil Society Cooperation Youth · ERASMUS+ Civil Society Cooperation Youth Luciano Di Fonzo, EACEA Gabriela Scibiorska, EACEA ... of the work programme, activities, deliverables

40

The unit cost for personnel both for ENGOs and EU-wide networks is EUR 9 356 and for statutory meetings of ENGOs and EU-wide networks is EUR 3 381. Example of calculation:

2 FTEs x 9 356 EUR EUR 18 712

10 Statutory meetings x 3 381 EUR EUR 33 810

TOTAL EUR 52 522 Total Grant requested for FPA (max EUR 50 000) EUR 50 000

Funding forms FPA

Page 41: ERASMUS+ Civil Society Cooperation Youth · ERASMUS+ Civil Society Cooperation Youth Luciano Di Fonzo, EACEA Gabriela Scibiorska, EACEA ... of the work programme, activities, deliverables

October-November Submission of an

application

December-January Eligibility criteria Exclusion criteria

Award criteria: peer review Selection criteria

February

Contractualisation Grant Agreements

February Signature of Grant Agreements

Pre-financing

1st January 2016 Start of the eligibility period

February Evaluation Committee

Financing Decision

All applicants: Selection

Notification and contractualisation

February

Notifications to all applicants

For successful applicants

41

Timetable FPA

Page 42: ERASMUS+ Civil Society Cooperation Youth · ERASMUS+ Civil Society Cooperation Youth Luciano Di Fonzo, EACEA Gabriela Scibiorska, EACEA ... of the work programme, activities, deliverables

ERASMUS+: Civil Society

Cooperation Youth

Reporting CSC 2015

Brussels, 5 November 2015

Page 43: ERASMUS+ Civil Society Cooperation Youth · ERASMUS+ Civil Society Cooperation Youth Luciano Di Fonzo, EACEA Gabriela Scibiorska, EACEA ... of the work programme, activities, deliverables

43

Deadline for submitting your final report is the 28th February 2016

• Paper copy: Please note that the paper version of the report has to be sent to EACEA via registered post, accompanied by an official letter (signed by the legal representative) requesting the payment of the balance, to:

Education, Audiovisual and Culture Executive Agency Unit A6 – Civil Society Cooperation Youth BOUR 04/29 Avenue du Bourget 1 BE – 1049 Brussels

• Electronic copy: In addition, an electronic copy of the report shall be sent via e-mail with the information in subject "CSC-Youth Report n° 2015-…" to: [email protected]

The reception date of the paper version will be considered as the reception date of the report.

Final report 2015

Page 44: ERASMUS+ Civil Society Cooperation Youth · ERASMUS+ Civil Society Cooperation Youth Luciano Di Fonzo, EACEA Gabriela Scibiorska, EACEA ... of the work programme, activities, deliverables

Reporting templates see EACEA website, Beneficiaries space! A. Operational report A. Final report template B. Financial report B.1. Grant calculator B.2. Declaration on honour B.3. Supporting documents

44

Final report 2015

Page 45: ERASMUS+ Civil Society Cooperation Youth · ERASMUS+ Civil Society Cooperation Youth Luciano Di Fonzo, EACEA Gabriela Scibiorska, EACEA ... of the work programme, activities, deliverables

Supporting documents to be provided in order to prove the unit costs:

B.3.1. Personnel costs (for each member of staff declared under this unit cost): - payslips - labour contracts - proof of payment of salaries

B.3.2. Statutory meetings (for each statutory meeting declared under this unit cost): - Attendance lists signed by the participants - Agenda of the statutory meetings - Minutes - Invitation letter(s) or equivalent

45

Final report 2015

Page 46: ERASMUS+ Civil Society Cooperation Youth · ERASMUS+ Civil Society Cooperation Youth Luciano Di Fonzo, EACEA Gabriela Scibiorska, EACEA ... of the work programme, activities, deliverables

46

Eligible personnel 2015

ELIGIBLE PERSONNEL!

Staff hired by the beneficiary organisation on the basis of:

• a regular labour contract

• a contract assimilated to a labour contract: (a) the natural person works under the instructions of the beneficiary and, unless otherwise agreed with the beneficiary, in the premises of the beneficiary, (b) the result of the work belongs to the beneficiary and (c) the costs are not significantly different from the costs of staff performing similar tasks under an employment contract with the beneficiary.*see some examples >>>

• temporary staff recruited through a specialised agency (interim staff)

Page 47: ERASMUS+ Civil Society Cooperation Youth · ERASMUS+ Civil Society Cooperation Youth Luciano Di Fonzo, EACEA Gabriela Scibiorska, EACEA ... of the work programme, activities, deliverables

*Examples – Specific cases for assimilated contract or non-conventional staff costs without employment contract:

1) Staff seconded from a third party against payment: • the seconding entity must employ the person under a labour law contract • the social charges are paid directly by the seconding entity and not by the

employee him/herself (! otherwise it is subcontracting) • the tasks to be carried out for the beneficiary must fall within the scope of the

tasks covered by the employment contract with the seconding entity • letter of secondment between the seconding entity and the person or

agreement between the seconding entity and the beneficiary (! No contract of services)

• duration to be agreed in advance (if FTE: no overlapping/conflicting tasks) • the agreement must foresee the reimbursement by the beneficiary of the

remuneration costs borne by the seconder as a secondment fee (! No service price, no commercial invoice, otherwise it is subcontracting)

47

Eligible personnel 2015

Page 48: ERASMUS+ Civil Society Cooperation Youth · ERASMUS+ Civil Society Cooperation Youth Luciano Di Fonzo, EACEA Gabriela Scibiorska, EACEA ... of the work programme, activities, deliverables

2) Individual performing work against compensation without formal employment • the individual is an actual part of the organisation of the beneficiary such as

director, shareholder (! no trade agents, external consultant etc.) • the individuals work under the instructions of the organisation • the beneficiary has other shareholders and other directors than the individual

concerned • the individuals have a long working relationship with the organisation • the individual concerned can be dismissed at any time against his will by

shareholders/board which he does not control and which is able at any time to take decisions contrary to his wishes

• the individuals concerned do not own the means of production • the individuals do not bear the economic risk of the activities • Supporting document: contract/agreement, clear link of subordination • No commercial invoice!

48

Eligible personnel 2015

Page 49: ERASMUS+ Civil Society Cooperation Youth · ERASMUS+ Civil Society Cooperation Youth Luciano Di Fonzo, EACEA Gabriela Scibiorska, EACEA ... of the work programme, activities, deliverables

3) In-house consultants (= natural persons who join the beneficiary's project team and deliver 'external services') • the beneficiary has a contract to engage the consultant to work for it and

(some of) that work involves tasks to be carried out under the project funded by the grant

• the consultant must work under the instructions/supervision of the beneficiary • the consultant must work in the premises of the beneficiary as a member of

the project team and uses the beneficiary's infrastructure • the output of the work belongs to the beneficiary • the costs of employing the consultant are reasonable, are in accordance with

the normal practices of the beneficiary and are not significantly different from the personnel costs of employees of the same category working under a labour law contract for the beneficiary

• travel and subsistence costs related to such consultants' participation in project meetings or other travel relating to the project is directly paid by the beneficiary

• No commercial invoice! 49

Eligible personnel 2015

Page 50: ERASMUS+ Civil Society Cooperation Youth · ERASMUS+ Civil Society Cooperation Youth Luciano Di Fonzo, EACEA Gabriela Scibiorska, EACEA ... of the work programme, activities, deliverables

50

Personnel - Calculation of the FTE 1 FTE = 1 person working full time (specified in the employment contract) as of 1st January-31st December 2016 If the employment contract specifies percentage or number of working days, 1 FTE is max. 220 working days. Please note: for 1 person you cannot claim more than 1 unit! If part time: For persons working part time you have to calculate the pro rata of the 220 days worked. e.g. Half time is 110 days = 0,5 FTE If your FTE is calculated by adding several part time personnel, you have to send the relevant supporting documents for each person in order to prove the claimed working days.

Funding forms

Page 51: ERASMUS+ Civil Society Cooperation Youth · ERASMUS+ Civil Society Cooperation Youth Luciano Di Fonzo, EACEA Gabriela Scibiorska, EACEA ... of the work programme, activities, deliverables

51

Grant calculator 2015

Page 52: ERASMUS+ Civil Society Cooperation Youth · ERASMUS+ Civil Society Cooperation Youth Luciano Di Fonzo, EACEA Gabriela Scibiorska, EACEA ... of the work programme, activities, deliverables

52

Grant calculator 2015

Page 53: ERASMUS+ Civil Society Cooperation Youth · ERASMUS+ Civil Society Cooperation Youth Luciano Di Fonzo, EACEA Gabriela Scibiorska, EACEA ... of the work programme, activities, deliverables

Dissemination and visual identity • The EU emblem should be used on all products and visible activities

to acknowledge the financial support of the EU. Contractual obligation! • Further guidance on the Visual identity webpage of EACEA with the

logo and disclaimer: https://eacea.ec.europa.eu/about-eacea/visual-identity_en

53

EU funding 2015

Page 54: ERASMUS+ Civil Society Cooperation Youth · ERASMUS+ Civil Society Cooperation Youth Luciano Di Fonzo, EACEA Gabriela Scibiorska, EACEA ... of the work programme, activities, deliverables

http://eacea.ec.europa.eu

[email protected] 54