PROM project Financial and administrative rules

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PROM project-Financial and administrativerules-

• Project co-financed by the European Commission

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PLAN

• I. Budget structure
• II. Eligible and non eligible costs
• III. Practical financial management
• IV. Administrative rules
• V. Payment schedule

Project co-financed by the European Commission
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I. Budget structure-Main figures-

• Total budget 414 225,07 euros
• Total Grant 331 380,05 euros
• EU- cofinancing 80

Project co-financed by the European Commission
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I. Budget structure-4 Headings-

• Heading 1 Staff costs 214 650.00
• Heading 2 Travel and
• Subsistence costs 71 775.00
• Heading 3 Services 93 601.23
• Heading 4 Administration costs
  7 100.00
• Budget modification are possible inside each
  heading
• Possible to move only 10 between each heading
  without asking the permission of the European
  Commission

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II. ELIGIBLE DIRECT COSTS

• 4 Main categories
• A. Staff
• B. Travel and Subsistence
• C. Services
• D. Administration

Project co-financed by the European Commission
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II. A. STAFF

• Staff Daily Rate calculation
• Salary Taxes
• Working Days
• Working time record and control

Project co-financed by the European Commission
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II. A. STAFF

• TIPS Easier to work on an annual basis for the
  Daily Rate Calculation

Project co-financed by the European Commission
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II. B. TRAVEL ACCOMODATION

• 2 main kind of costs
• Travelling costs
• Subsistence costs
• Invoice system VERSUS Daily Allowance

Project co-financed by the European Commission
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II. C. SERVICES

• Costs for the publication, information and
  dissemination
• Cost for writing reports
• Costs for translation of documents
• Costs for interpretation and catering conference
• Costs for audit and evaluation
• Organisation of the focus groups (3550 euros each
  partner)

Project co-financed by the European Commission
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II. D. Administration costs

• Costs related to the organisation of the final
  conference

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II. NON ELIGIBLE COSTS

• Double funding
• Excessive or reckless expenditures
• Debt and their charges
• VAT
• Bank interests
• Contribution in kind
• Exchanges losses

Project co-financed by the European Commission
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III. Practical management

• Partners will send every 3 months a financial
  claim and an activity report
• Example for the period 1st December- 28
  February
• Electronic version of the claim activity report
  sent before the 15 March
• ENTP send its comments
• Audited version sent before the 30th March

Project co-financed by the European Commission
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III. Practical management

• Supporting documents
• For staff time time-sheets Payment slips
• For travel and accommodation
• the boarding pass the invoice from your travel
  agency or the airlines/train company
• invoices for hotel, taxi, food etc
• For the services and administration costs
• Contract Invoice Copy of the report, note,
  leaflet produced
• In case of sub-contracting for public authority
  in compliance with national law otherwise there
  is a need to have 3 offers

Project co-financed by the European Commission
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IV. Administrative rules

• Archiving the documents in three different
  folders
• Administrative
• Financial
• Content
• Keep the documents during 10 years this is
  valid also for the sub-contractors.
• Send the original documents (invoices, plane
  tickets etc..) to the ENTP
• Mention the EU funding in any communication
  material

European Commission With support from the
European Community Programme relating to the
community Framework Strategy on Gender Equality
(2001-2005)
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V. Payment schedule

• 5 of the budget corresponding to staff will be
  sent to each partner in advance
• March-June-September-Decembre-March 2008 audited
  payment claim sent by each partner to ENTP
• The ENTP will reimburse the co-financing part of
  the claim within maximum 2 months
• The final claim will be reimbursed between May
  and September 2008 because the Commission will
  pay the balance after reception of all the
  technical and financial reports

Project co-financed by the European Commission
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• Thank you for your attention
• and

Project co-financed by the European Commission