FINANCIAL HINTS AND GUIDELINES FOR EU PROJECTS

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FINANCIAL HINTS AND GUIDELINES FOR EU PROJECTS

• Satu-Anniina Pakarinen, BBA
• University of Helsinki

Faculty of Behavioural Sciences
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TEMPUS Project Curriculum Reform in Teacher
Education (CRTE)

• 1.9.2007 31.8.2009

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Basic guidelines

• The budget categories of the contract define the
  use the funds
• All the funds are handled through the University
  of Helsinki accounts
• Money transfers can be made to official
  university accounts and in euros only
• The Commission will deliver the first payment in
  October
• The amount of the pre-payment is 60 of the
  maximum grant amount
• The next payment can be delivered when a minimum
  of 70 of pre-payment has been used
• All the invoices addressed to the project will be
  approved by the Project Manager before they can
  be paid (coordinator and Commission accounting
  rules)

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Eligible costs

• All costs must be directly connected with the
  project and provided in the budget
• The costs must be reasonable
• They must be generated during the lifetime of the
  project
• They must be identifiable
• The cost of staff and experts as per budget and
  with the average rates
• Staff travel costs and subsistence
• The purchase of equipment justified in the
  agreement are eligible
• Costs of printing and publishing and copying of
  teaching material for the implementation
• Other direct costs (translations, external
  language courses, visa costs, bank charges)

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Non-eligible costs

• Return on capital or debt charges as well as
  interest owed
• Exhange losses and VAT
• Costs covered by other action or grant
• Equipment such as furniture or motor vehicles,
  equipment for research and development purposes,
  telephones or mobiles, alarm and anti-theft
  systems
• Hospitality costs
• Costs related to the use of materials (computers,
  library, etc) incurred by universities and
  institutions when hosting staff
• Registration fees for courses, conferences and
  seminars and similar
• Costs of premises (only rents for premises for
  dissemination events)

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Indirect costs

• Indirect costs include stationary, general
  photocopying, office supplies, postage and
  telecommunication costs directly related to the
  project
• The total expenses for indirect costs may not
  exceed 7 of the grant

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Competitive tenders

• For any contract exceeding 10.000 a competitive
  tender is required
• It is not allowed to split the purchase in order
  to avoid a competitive tender
• For academic and administrative tasks it is
  possible to directly subcontract individuals

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Travel

• Economy class or APEX fare
• In trains the first class price is eligible
• Travel must be strictly related to the project
  and the expenses provided in the budget frame
• Travel for research activities cannot be financed
  from the grant
• Eligible activities and benefit groups are listed
  in the agreement Annex V 4.
• In addition to travel and housing expenses a
  daily allowance is paid on trips abroad to cover
  the living expenses

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Documents

• All the documents needed for the travel
  imbursement claims as well as reporting will be
  available at the project homepage later this
  autumn
• The Commission will give new templates for the
  financial reporting before the end of the year
  which can be found at the homepage as soon as
  they arrive

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Reporting

• The Commission requires several financial reports
  in addition to the scientific reports
• The financial reporting will take place three
  times a year
• The 1st report will cover the period of
  1.9.200731.12.2007 and will be delivered to the
  coordinator by 31st January 2008
• 2nd report covers 1.1.-31.3.2008, delivery by
  30th April 2008
• 3rd report covers 1.4.-31.8.2008, delivery by
  30th September 2008
• 4th report covers 1.9. 31.12.2008, delivery by
  31st January 2009
• 5th report covers 1.1. 31.3.2009, delivery by
  30th April 2009
• 6th report covers 1.4. 31.8.2009, delivery by
  30th September 2009
• The Final Report covers the whole project
  1.9.2007-31.8.2009, delivery 30th September 2009

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Contact information

• In you have any questions on the financial
  issues, please do not hesitate to contact us
• All the invoices, receipts, reports and claims
  etc can be sent to the following address
• Satu-Anniina Pakarinen
• Helsinki University of Helsinki
• Project Administration Group
• P.O.Box 9
• FI-00014 HY
• satu-anniina.pakarinen_at_helsinki.fi
• tel. [phone]
• fax [phone]