SMETOOL SME’S TOOL TO PREVENT BURNOUT Financial issues
2016-1-PL01-KA202-026679
Amendments to the agreement
Any changes to the agreement must be made in writing. • The most common situations which require the signature of an annex: ďƒ˜ the change of a bank account number, ďƒ˜ the change of the legal form and in consequence the name of the beneficiary.
International project meetings
The default place of departure and arrival of the participants of the meetings shall be the sending and receiving organizations. • Formal link between the Beneficiary’s organization and the participant of the meeting must be demonstrated (the participant must be either an employee or a volunteer in the organization if an organization is eligible for volunteers). • The target place of the partners’ meetings shall be the host location of the receiving Beneficiary (exceptions are possible only with the consent of the NA) • The participants in the meetings must come from at least two countries of the Program and the distance between the organisations must be at least 100 km.
Results of Intellectual Work IO • A person working on the RIW must be formally linked with the organization (as its employee or volunteer) and be related to a given field of education. • Persons working on a contract for the provision of services, for example, translators or web designers, are not considered employees of the organization. • Example activities: • Results of Intellectual Work / durable products such as curricula, teaching materials, open educational resources (OER), IT tools, analyses, research studies, methods of mutual learning and so on). • Results of Intellectual Work must be significant with respect to both quality and quantity.
Events Disseminating the Results of Intellectual Work – Multiplier Events
• ME are possible only in relation to the IOs which received funding. • The amount of the funding shall be determined solely on the basis of participants which are not related to the Beneficiary’s organizations. • Example activities: • National and transnational conferences, seminars and events aimed at the exchange and dissemination of the Results of Intellectual Work developed in the course of the Project.
BUDGET CATEGORIES IN THE PROJECT BUDGETARY CATEGORIES IN THE PROJECT Unit costs (calculated using lump sum per unit) • Project Management • International Project Meetings • Results of Intellectual Work • Events Disseminating the Results of Intellectual Work • Activities Related to Learning /Teaching /Training • Actual costs • Special Needs Support • Extraordinary Expenses
Project Management and Implementation • Funding shall be expressed as the product of the number of Project months and a lump sum per unit amounting to 500 EUR/month for the Coordinator and 250 EUR/month for the participating organizations (up to maximum 2750 EUR a month per project). • Confirming documents: • in the final report: a description of the activities conducted and results produced; • effects of works generated in the course of the project.
International Project Meeting • Funding shall be expressed as the product of the number of participants and a flat rate per unit amounting to: • 575 EUR/participant (distance 100-1999 km) • 760 EUR/participant (distance from 2000 km) • Confirming documents: • certificate from the host organization confirming the participation in the meeting; ( for future control NA may ask for invoices and boarding passes) • in the case of travel from/to a place other than the sending / receiving organization, travel tickets or invoices / bills confirming the travelled route.
results of Intellectual Work • Funding shall be expressed as the product of the number of workdays and a flat rate per unit. • Confirming documents: • a timesheet of each employee; • a document confirming the form of employment of each employee; Agreement/contract • a confirmation of the produced intellectual results.
Events Disseminating the Results of Intellectual Work • Funding shall be expressed as the product of the number of participants from outside the Beneficiary’s organization and a flat rate per unit per one participant amounting to: • 100 EUR/local participant • 200 EUR/foreign participant • • • •
(maximum 30000 EUR per project) Confirming documents: a description of the even in the final report; a list with signatures, names and companies and adresses of companies and emails of the participants of the event; • the event’s agenda and other documents ( photos)
Accounting records to control • In accordance with the general conditions, the Beneficiary agrees to the control of his organization’ accounting records for the purpose of periodic assessment of the flat-rate share in the funding with the use of flat rates per units. • These controls shall not result in changing the ultimate amount of the funding under this Agreement, but their results may be used by the NA and the EC in the context of possible future decision-making solutions concerning the level of flat-rate share in the funding of projects with the use of flat rates per units.
Actual costs • actually incurred by the Beneficiary; • incurred by the Beneficiary in the period specified in the Financial Agreement; • set out in the estimated budget included in Appendix II or qualified as a result of transfers between the budget categories, as specified in Article I.3.2; • are identifiable and verifiable, particularly recorded in the accounting system of the Beneficiary’s organization, in accordance with the applicable accounting laws of the country in which the Beneficiary is established and shall be treated by the Beneficiary as part of routine accounting practices in force in his organization;
Actual costs …. continued • incurred in relation to the implementation of the project and necessary for its implementation, as specified in Appendix I; • incurred in compliance with the applicable tax regulations and social insurance contributions, to the extend to which they concern them; • rational, justified and in compliance with the principles of sound financial management, in particular economy and efficiency; • not covered in the funding by the flat-rate share with the use of flat rates per units, as specified in Article II.16.1.
Actual costs – continued.. • Special Needs Support • These are additional costs directly related to the participation of disabled participants in the project. The funding shall take the form of the reimbursement of costs covering 100% of the qualified actual costs. • Confirming documents: • invoices/bills or other documents confirming the incurred costs • payments • other confirming documents, e.g. a disability certificate
Transfers between budget categories • • • • • •
The Beneficiary shall be allowed to make the following transfers: 1. Increase up to 20% the following categories: International Meetings; Results of Intellectual Work; Events Disseminating the Results of Intellectual Work; Activities Related to Learning/Teaching/Training;
• (transfers can be made from each category) 2. Any shift from each category to the category of Special Needs Support, even if no funds were originally granted in this category 3. Any shift from each category (except for Special Needs Support) to the category of Extraordinary Costs ONLY to cover the costs of issuing a financial guarantee required by the NA.
Ineligible costs • Additionally to all other costs which do not meet the requirements specified for the category of unit and actual costs, the following costs shall be considered ineligible: • returns on equity; • incurred debts and related payments; • provisions for losses or debts; • debt interest; • debts unlikely to recover; • exchange losses; • costs of opening and operating the Beneficiary’s bank accounts , including the costs of bank transfers requested by the NA, for which the bank charged the Beneficiary’s bank account specified in the Agreement; • costs of renting or leasing equipment with a purchase option at the end of the rental or lease period
Eligibility of costs • Ineligible costs • costs reported by the Beneficiary in relation to a different Project funded from the EU budget, including funding granted by EU member states coming from the EU budget and funding granted by organizations other than the EC for the purposes related to the implementation of the EU budget; in particular: indirect costs deemed ineligible under the funding granted by the NA to the Beneficiary’s project, if the Beneficiary received funding of the operating budget from the funds of the EU budget implemented in the period of Project implementation; • the VAT, if the Beneficiary is a VAT payer registered in the tax office and may deduct the VAT in compliance with applicable national laws; • kind contributions received from third parties; • costs of excessive and reckless spending.
Exchange rate policy • All the payments made by the NA to the Beneficiary shall be made in the currency of Euro (EUR). • Bank accounts of the beneficiaries may be run • in EUR or PLN. • The financial statement shall be made in EUR.
Exchange rate - continued • EXCHANGE RATE POLICY continued In order to convert all the cost incurred in other currencies into euro (EUR), the Beneficiaries shall apply the daily exchange rate of the European Central Bank, accessible on the following website: • http://www.ecb.europa.eu/stats/exchange/eurofxref/ html/index.en.html • as of the date of signing the Financial Agreement by the last of the two parties.
Thank you for your attention!