Ieva Kudabaite

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KEY ISSUES OF LEONARDO PILOT PROJECT
ADMINISTRATION

• Ieva Kudabaite
• ES Leonardo da Vinci Programme
• Co-ordination Support Foundation

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COMMUNICATION

• NATIONAL AGENCY
• CONTRACTOR
• PARTNERS

CONTRACT WITH NA PARTNER CONTRACTS
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CONTRACT WITH NA

• Principal document
• Defines responsibility and obligations of the NA
  and contractor
• Defines the rules for the implementation of the
  project (Administrative and Financial Handbook
  2004/02)

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PARTNER CONTRACTS

• Must correspond with the project contract
• Define the responsibility and obligations of
  contractor and partners
• (activities, deadlines, financial obligations,
  etc.)

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PARTNER OBLIGATIONS

• Comply with the contractual obligations
• Undertake the activities contractually agreed
• Provide information about project activities
• Submit the reports to the contractor
• Respect the instructions concerning information
  and visibility of the programme
• Ensure the valorisation (dissemination and
  exploitation of project results) of the project

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PARTNER RIGHTS

• To have a copy of full proposal of the project
• To have a copy of the contract with the NA
• To ask for the amendment to the partner contract
• To have access to all information about the
  project
• To use all the results of the project at least
  for his own needs

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INTELLECTUAL PROPERTY RIGHTS AND COMMERCIALISATION

• All partners are expected to agree on the
  ownership of Intellectual Property Rights during
  project lifetime
• Projects are free to commercialise the results of
  the project
• All the income gained during the project lifetime
  will be deducted from Leonardo funding

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VALUE ADDED TAX

• VAT can not be charged to the project
• If it is not deductible and can not be recovered,
• proving statement from responbile authority
  must be presented

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FINANCIAL ASPECTS

• Fixed maximum amount of Leonardo grant (75)
• Only 70 of grant is paid in advance
• Co-financing only in Staff costs and Overheads
• All the expenses must be occurred during project
  lifetime

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PROJECT BUDGET

• Staff costs (no changes, co-financing)
• Travel costs
• ICT (max 15)
• Production (partner organization)
• Overheads (no EC contribution)
• Other costs (max 7)
• Subcontracting costs (max 30)

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STAFF COSTS (1)

• Salary paid to people employed by Parter
  organization
• include all the usual contributions paid by the
  employer (social fees, holiday payments, etc.)
• exclude any bonuses, incentive payments or
  profit-sharing schemes
• are calculated on the basis of the actual daily
  salary of the individual employee multiplied by
  the number of days worked on the project
• are covered by EU only partly
• no budget changes for staff costs are allowed

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STAFF COSTS (2)

• Table G.3.
• Supporting documents
• Declarations on daily rates (1 per year)
• Timesheets
• Bank statements, other evidence of payment

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TRAVEL COSTS

• cover all costs of travel from the point of
  origin to the point of destination
• Table G.4.
• Supporting documents
• tickets, receipts, boarding passes, insurance
  policies,etc.
• private vehicles price of one train ticket
• hired cars and taxis actual costs
• exceptional cases a rate per mile/km, fuel
  receipts full explanation is required

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SUBSISTENCE COSTS

• include accommodation, meal and local travel
  costs
• may not exceed the maximum daily subsistence
  rates for the country being visited
  (Administrative and financial handbook)
• Supporting documents
• actual costs (reimbursement of receipts)
• daily allowance basis (respective documents)

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ICT COSTS (1)

• Purchase/hire of hardware/software
• Purchase of consumables (discs, CD-ROM, toner
  cartridges)
• Audio-visual costs (video projects, audio or
  videoconferencing equipment, cassettes)
• Costs relating to the maintenance/repair of
  equipment (purchased or rented during the project
  period) and costs relating to improving the
  efficiency of an IT system.

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ICT COSTS (2)

• Table G.5.
• For the hardware (computer, audio-visual
  equipment) a max. annual depreciation rate must
  be applied
• Hardware costs are calculated at a rate which
  reflect the degree and duration of use during the
  project period
• Supporting documents
• Invoices, evidence of payment

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PRODUCTION COSTS

• Table G.6.
• related to the production by a member of the
  Partnership of the contractual agreed products/
  results
• Should not include costs for human resources
• If case of inter-departmental charging,
  expenditure must be evidenced by related tariffs
  and via evidence of the inter-departmental
  transfer of project money
• Supporting documents
• Invoices, evidence of payment

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OVERHEADS

• Daily communications (fax, telephone, mail, etc.)
• Photocopying
• Office materials
• Bank costs relating to the transfer of funds to
  the partner
• No Community contribution under this heading.
• No budgetary changes for overheads are allowed.
• No supporting documents will have to be provided.

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OTHER COSTS

• Table G.7.
• Press releases and advertisements
• Information materials (books, studies)
• Conference fees
• Hire of rooms
• Travel and subsistence costs of beneficiaries
• Catering costs (excluding members of Contractor
  and Partner organisations)
• Etc.
• Supporting documents
• Invoices, evidence of payment

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SUBCONTRACTING COSTS (1)

• These are costs are paid to an external
• organisation carrying out a specific one - off
  task
• in connection with the project (e.g. translation,
  
• expert consultancy, design and printing,
  conference/
• seminar organisation, etc.)

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SUBCONTRACTING COSTS (2)

• Table G.8.
• Subcontracting agreements!
• If more then 10 000 - must be put out to
  tender!
• It is not permissible to subcontract all of the
  project activities
• Subcontracts must include all costs i.e. staff
  costs and all additional costs (e.g. travel and
  subsistence costs) relating to subcontracting
  organisation)
• All subcontracting costs need to be evidenced
  (agreements, invoices, account statements, etc.)

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FINAL EVALUATION OF THE PROJECT

• Activities undertaken
• Final results
• Expenditure

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• Ieva Kudabaite
• EU Leonardo da Vinci Programme
• Co-ordination support foundation
• Gelezinio Vilko 12, LT-01112 Vilnius
• Tel. [phone]
• Fax [phone]
• ieva_at_leonardo.lt