Kick-off Meeting INT COMP, 08.09.2006 - ViennaSeite 1 LEONARDO DA VINCI Information on...

Kick-off Meeting INT COMP, 08.09.2006 - Vienna Seite 1

LEONARDO DA VINCILEONARDO DA VINCI

Information onInformation onAdministrative & Financial IssuesAdministrative & Financial Issues

PROCEDURE BPROCEDURE B

LEONARDO DA VINCI National AgencyLEONARDO DA VINCI National Agency


Required DocumentsRequired Documents

Contract NA - promoterContract NA - promoter

Contracts promoter - partnersContracts promoter - partners

Interim reportInterim report

Final reportFinal report

(Amendment – if necessary)(Amendment – if necessary)

please refer to official formsplease refer to official forms


Tasks of each partner

Contracts for partner institutions – within 3 months, including bank account

Official statement of legal entity

Any publication in connectionwith the project need to refer tothe LEONARDO DA VINCIprogramme and EU funding

Preparation of ContractsPreparation of Contracts

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.


Reporting ObligationsReporting Obligations

Interim Report:

Submission within 2 months after the end of reporting period

Formal request for 2nd instalment

Assessment of the project’s progression

Payment of second rate after approval

please refer to official forms


Reporting ObligationsReporting Obligations

Final Report:

Submission within 2 months after the end of contracting period

Formal request for last instalment

Overall evaluation of the project outcomes

Payment of final rate after approval

please refer to official forms


Contractor holds the rights of intellectual property and commercialisation

Additional agreements between Contractor and Partners to share the rights

NA and European Commission deserve the right for using the results and products for dissemination and information activities

NA to be informed about commercialisation

Ownership and Property RightsOwnership and Property Rights


4 General Rules

Direct connection with execution of the project in accordance with the work plan

Incurred by partner organisations

Only activities involving EU, EFTA or associated countries participating in the LdV programme (BG, RO, TR)

Only actual/real costs

Eligibility of CostsEligibility of Costs


Staff Costs Overheads** Own funds only!

Travel and subsistence costs ICT costs Production costs Other costs Subcontracting costs

Eligible CostsEligible Costs


any remuneration paid to people employed by a partner institution or working regularly or

recurrently for the project

Staff costs must be calculated on the basis of the actual daily salary

Contractor must be prepared to provide evidence relating to how the daily rates for staff were

calculated

Staff Costs – Staff Costs – Community contribution Community contribution towards Staff Coststowards Staff Costs


Staff Costs –Staff Costs –Reimbursement of CostsReimbursement of Costs

After submission of the final report the project will be assessed with regard to the achievement of the aims of the project

Project overall rating will be assigned according to a scale ranging from 0 to 10


Rating between 0 - 2:

maximum contribution towards staff costs, as provided by the agreement, will be reduced by 100 %


Contractor will be entitled to 50 % of the maximum contribution towards staff costs or the declared amount for staff costs, whichever is lowest


payment of 100% of the maximum contribution towards staff costs or the declared amount for staff costs, whichever is lowest

Staff Costs –Staff Costs –Reimbursement of CostsReimbursement of Costs


Costs specific to the project as follows communications (fax, telephone, etc.)

photocopies

office materials, stationery, office consumables

bank costs relating to the transfer of funds

Overhead costs –Overhead costs –nono LEONARDO fundsLEONARDO funds


NOT eligible are

expenditure on rent, heating, electricity, water

structural costs not linked to the project

office equipment or furniture

max. 7% of the total project costs, which will be provided for in full by the projects own funds

Overhead costs –Overhead costs –nono LEONARDO fundsLEONARDO funds


for persons directly employed by the promoter or partner organisation

real costs for travel directly linked to the project relating to specific and clearly identifiable activities

use the cheapest means of travel (APEX tickets, reduced fares or 2nd class train tickets)

expenses for private car travel (on the basis of corresponding air or rail fares)

rental cars (max category B)

Travel CostsTravel Costs


calculation in accordance with the partner organisations’ internal rules (actual costs or daily allowance basis)

maximum daily rates for the country being visited are given in the Administrative and Financial Handbook and may not to be exceeded

Subsistence CostsSubsistence Costs


ICT Costs

Only actual costs necessary for completion of project (max 15% of total costs)

Purchase or rent of ICT equipment - justification of decision is required

Indicate degree of use within the period Depreciation of equipment purchased (date of

invoice):up to € 10,000: max 33,33% per yearabove € 10,000: max 20% per year

(no equipment purchased prior to the project start!)


Production Costs

actual costs related to the production of products by a member of partnership as stipulated under project aims (originally foreseen and contractually agreed)

for example: production of CD-Rom, printing of marketing material, cost for production of seminars and conferences

(if a product), purchases of product-relatedconsumables (e.g. printing paper, empty CDs)


must not be covered by any other budget heading

considered necessary to the proper performance of work

must not involve any fundamental change in the scope and content of the work

eligible under the agreement, clearly identifiable

for example: press releases, advertisement, copyrights, conference fees, certification costs

Other costsOther costs


specific one-off task

paid to external party which is not part of partnership

More than 10.000 Euro call for tender

Max. 30 % of total project cost

Subcontracting agreement

for example: translation costs, printing, expert consultancy, interpretation, conference / seminar organisation

Subcontracting costsSubcontracting costs


Any amendment of the agreement must be subject of a written agreement concluded between the parties to the agreement (NA – contractor).

Formal request (Contract Amendment Request Form) must be sent well in advance before it is planned to take effect

No amendments less than two months before the closing date of the project!

Changes to the amounts fixed for each of the budget headings are acceptable if the change does not affect the essential aim of the project.

Amendment of the Agreement Amendment of the Agreement – how? – how?


Partnership (or contractor)

If partner withdraws

If partner joins

If partner is replaced

Work Programme

Essential changes of project contents

(e.g. removal of a Work Package, removal of foreseen testing phase, change of products and results, change of dissemination strategy)

Amendment of the Agreement Amendment of the Agreement – when?– when?


Budget

Changes simultaneously by more than 10 % and 5,000 €

(Transfers between “Operating costs” or “Sub-contracting costs” and “Staff costs” are not accepted)

Budget shift between partners(incl. new partner contracts)

Amendment of the Agreement Amendment of the Agreement – when?– when?


Each invoice related to the project has to be sent to the contractor in photocopy and in time

Original invoices have to be kept with the project partner for possible audits

A detailed list of all expenditures has to be sent in time to the contractor

The invoices have to be in the right order, sorted by category, and provided with numbers

Each invoice must be clearly readable concerning amount and content (if necessary each partner has to add an explanation in English)

ReportsReports


Europe Server LEONARDO DA VINCI http://europa.eu.int/comm/education/programmes/ leonardo/new/leonardo2_en.html

LEONARDO DA VINCI NA Austria www.leonardodavinci.at

Austrian project database www.leonardodavinci-projekte.org

Links to documents and databasesLinks to documents and databases


LEONARDO DA VINCILEONARDO DA VINCINational Agency Austria

Schottengasse 4, A-1010 Wien

Phone: + 43 - 1 / 532 47 26-35

Fax: + 43 - 1 / 532 47 26-80

[email protected]

www.leonardodavinci.at

Karin Lackner

Kick-off Meeting INT COMP, 08.09.2006 - ViennaSeite 1 LEONARDO DA VINCI Information on...

Documents

Transcript of Kick-off Meeting INT COMP, 08.09.2006 - ViennaSeite 1 LEONARDO DA VINCI Information on...