erasmus+ · 2020. 6. 3. · project management and implementation . kossara petrova. 10:30–10:50....
TRANSCRIPT
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ERASMUS+
CAPACITY BUILDING IN THE FIELD OF YOUTH (CBY)
ONLINE BRIEFING FOR 2019 BENEFICIARIES
AGENDA
09:30–10:00 Connection of participants via the web tool
10:00–10:10 1. Welcome remarks and introduction –José Gutierrez
10:10–10:30 2. Project Management and Implementation Kossara Petrova
10:30–10:50 3. Highlights on Grant Agreement and Amendments Claudia Mondino
10:50–11:10 4. Project Monitoring, Reporting and Dissemination Natalia Riesgo
11:10–11:30 5. Financial Management and Budgetary rules Gabriela Scibiorska
11:30–12:00 6. Questions and answers - all / Closing remarks
• 122 proposals selected out of 505 (24% success rate)– 66 in ACPALA regions– 17 in the Eastern Partnership countries– 6 in the South Mediterranean countries– 32 in the Western Balkan countries
• 109 different countries involved (33 in EU/Prog Ctries; 14 in LA; 12 in Asia; 26 ACP; 12 in Neighbourhood regions; 5 in West. Blkns)
• 30 different coordinating countries (IT 15; AL 14; BA 9; RS 6)
• More than 840 "partners"
CONGRATULATIONS!4
SOME DATA CBY 2019
• Multi-Beneficiary Grant Agreement, means joint ownership and accountability;
• Mixed grant (Real costs + Unit Costs), different waysof justifying costs and/or activities;
• Only but not all activities/costs foreseen in the application (Anx I of GA) are eligible;
• "Capacity Building" implies limited use of externalproviders (exceptional, reasonnable, foreseen and justified);
• Project visibility and long term impact.5
INTRO MESSAGES CBY 2019
Your partners : Accompanying your CBY project
European Commission
• Policy making, priority setting
• Budget allocation• Impact evaluation
EACEA(Education, Audiovisual and Culture Executive Agency)
• Management of calls• Supports and
monitors project implementation
• Your interlocutor
At national level
• National Agencies (Programme Cntries)
• Erasmus+ Offices(ex-Tempus Cntries)
• EU Delegations(all Prtnr Cntries).
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Your Stakeholders
• YOUTH National/local authorities and stakeholders;• Other CBY/EU projects in : your country / region / your
thematic area;
SOME DATA
Youth Sector in EACEA CBY Team
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Jose GUTIERREZ Head of Sector
Claudia MONDINO Project Adviser
Christelle PHILIPS Project Officer
Natalia RIESGOProject Officer
Gabriela SCIBIORSKA Project Officer
Jean BARTH Project Officer
Kossara PETROVAProject Officer
Genevieve SAUVE Project Officer
Jose Carlos MATOS Project Officer
Project Management :
How to manage your project on a daily basis ?
Kossara Petrova
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What is available for you
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1. Your Grant Agreement : Special and General Conditions- Eligibility period (ex: 14 months, 24 months..)- Reporting and payment arrangements- Currency exchange; Budget transfers; Subcontracting- Auditor's report; publicity obligations and penalties- Results etc..
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On EACEA’s website :2. Beneficiary Space 2019
https://eacea.ec.europa.eu/erasmus-plus/beneficiaries-space/capacity-building-in-field-youth-2019_en
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2. Beneficiary Space 2019 - Contractual Documents
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2. Beneficiary Space - Dissemination and Visual identity
Your project management:
EACEA strongly recommends
- to have a cooperation agreement with your partners : to clarify the roles of each partner; each financial contribution, what to do in case of challenging situations like a withdrawal of a partner, etc….
EACEA is not involved on a daily basis with your cooperation agreements.13
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3. Good management of your project
Project management Milestones : refer to Art.I.4 of your Grant AgreementYou may have :
• If applicable Progress report : Mid-term report of your project• If applicable, 2nd pre-financing payment
You will have :• Final report : 2 months after the end of your eligibility period; e-Report has 3
important parts : Narrative/ Financial /Results (E+Platform)
EACEA strongly recommends to keep records of EVERYTHING :• Finances: invoices / receipts/proof of payments/ bank
statements/ boarding passes• Activities : participant lists/ agendas /minutes of meetings etc.• You start collecting everything from your partners from the very beginning of the
project• You scan, file and label your documents clearly ( for your own benefit and for EACEA)
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• NARRATIVE REPORT
Do not copy/paste the text from your application form into the narrative report.
Your project officer in EACEA – will write an evaluation report at final report stage, based on your application and your results ( scoring).
Please use our templates as important information is needed for us to carry the analysis of your reports
name date of birth date of arrival and departure signature
• PARTICIPANT LISTS
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3. Good management of your project : Publicity obligations (Art.I.10)
- Your project website : www……
- ERASMUS+ PROJECT PLATFORM RESULTShttp://ec.europa.eu/programmes/erasmus-plus/projects/
It's an obligation to disseminate your results on the platform, please refer to Art I.10.4 of your Grant Agreement as well as to the General conditions.
If you don't, we will REJECT your final report
HEALTH Insurance
• For volunteers: Specific health insurance is at the disposal of the volunteers => registration before the participation to the mobility activities
(CIGNA https://www.cignahealthbenefits.com/en)
• For youth exchanges and youth workers: the heading 'Organisational support' covers the health insurance during activities and can be claimed at final report level.
If vaccinations’ and medical certifications’ costs were not included in ‘Exceptional costs’ in the application, they will not be considered eligible at final report stage.
All partners share the responsibility for the safety of the participants!!!
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VISA Procedure
Start applying for VISAS well in advance
If needed, a visa support letter template is available at EACEA’s website – Beneficiary Space 2019
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Be coherent / Be clear / Be efficient / Be proactive / Be professional
AND
… Keep in touch with your Project Officer in EACEA!
(Youth mailbox : [email protected])
Highlights onGrant Agreement and Amendments
Claudia Mondino
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Grant Agreement(special and general conditions and annexes)
+Programme Guide
=LEGAL BASIS
support/info/instructions/guidance/templates/FAQon CBY 2019 Beneficiaries Space:
https://eacea.ec.europa.eu/erasmus-plus/beneficiaries-space/capacity-building-in-field-youth-2019_en
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Contract
CBYRULES AND REGULATIONS
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ECE+ CBY
regulations
National Legislation
Your working arrangements
Your organisation
practice
Your Grant Agreement
Your Proposal Your internal agreement
Erasmus+ programme Guide
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Contract
Grant Agreement - highlights
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Contract
Grant Agreement - highlights
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Contract
1. In case of poor, partial or late implementation, penalty can be up to 75% of the maximum grant
2. in case of non-compliance with the obligation of visibility of Union funding set out in Article II.8 which constitutes a substantial obligation, penalty can be up to 20%
SUSPENSION and TERMINATION
OBLIGATIONS
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• COORDINATOR (applicant):– Project financial and administrative Coordination on behalf of the consortium– EACEA contact for the implementation of the project mandated by the partners.
• CO-BENEFICIARIES (partners): participating organisations involved in the project and liste in Annex IV of the GA
THEY ALL SHARE THE LEGAL AND FINANCIAL RESPONSIBILITY OF THE PROJECT
AMENDMENT=CHANGE: act modifying the grant conditions initially agreed or established in clauses of the grant agreement.
a written supplementary agreement signed by EACEA. Once the amendment is accepted, it becomes an integral part of the initial Grant agreement.
The modification to the grant agreement has to be authorised by the same parties who have signed the initial agreement.
Definition & conditionsAmendments
AMENDMENTS CANNOT BE RETROACTIVE
The Agency reserves the right to reject an amendment request:
If it does not respect the rules
If it is submitted too late
If it is not sufficiently justified.
If it alters the eligibility of the project or its quality (i.e. the reasons that led to is selection). If it does, EACEA may decide to terminate the grant agreement.
Amendments Definition & conditions
1. CHANGES IN THE PROJECTBy exchange of letters directly with EACEA
Inform us in advance
2. CHANGES IN THE ORGANISATIONS (legal entity)In the Participant Portal
Inform us afterwards
Amendments How to request?
1. CHANGES IN THE PROJECTBy exchange of letters directly with EACEA:
Amendments How to request?
Amendment Request form (EACEA web 'Beneficiary space'), signed by the Legal representative, accompanied by relevant supporting documents (scan sent by e-mail)
Several changes can be included in the samerequest
Amendments Examples
TYPICAL CASES
• Change of legal representative • Change of contact person• Change of partner/s• Change of eligibility period (max 24 months)
• Change of bank account• Change in the budget • Change of action/work program (venue, dates, participants)
Amendments Pay attention to:
• Amendments on Budget:– No transfer possible between REAL COSTS and UNIT COSTS and
vice-versa– No transfer possible between units costs categories
• REAL COSTS in CBY activities: transfers between the different chapters up to 10% without amendment; transfers higher than 10% require an amendment
• Amendments for change of venue and change of activity dates and duration may have an impact on the budget
2. CHANGES IN THE ORGANISATIONSIn the Participant Portal
• Change of legal status, legal name, address
Do you need help? Contact the Participant portal [email protected]
Amendments How to request?
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For Change of legal status, legal name, address (only possible with LEAR credentials)
Upload a new Legal Entity Form
Upload a proof of registration showing the new address or legal name or legal status
Colleague of the Validation Service will validate your change request though the Participant Portal
Please inform the EACEA by email afterwards!
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Amendments Participant portal
Life is always more creative than foreseen cases and established rules:
CONTACT US ON TIME!
(but read your legal documents first)
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Project Monitoring, Reporting and Dissemination
Natalia RIESGO FIGUEROLA-FERRETTI
I. Project Monitoring
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Monitoring
GENERAL OBJECTIVES?
In line with the objectives of the CBY
Action, in accordance with the EU rules
WHAT IS MONITORING? Management instrumentQuality Assurance instrument
BENEFITS
Lessons learnt - Success stories
A Project Officer (PO) assigned to your project with the objective of: Ensuring the project is on track
and respects CBY requirements Supporting the partnership
during the project implementation Anticipating difficulties Identifying best practices
Monitoring through Regular email / telephone communication with the coordinator Organisation of video-conferences Assessment of reports, requests for amendment Visits to projects (individual visits or in the context of cluster meetings)
Monitoring intensity based on "risk assessment"
EACEA MONITORING and SUPPORT
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Types of EACEA's monitoring
A. PREVENTIVE(monitoring the project in the beginning of its life time)
B. ADVISORY/ CORRECTIVE
(monitoring the project during its whole life time)
Clusters
VISIT TO THE AGENCY(Brussels HQ)
Kick OFF Meeting(Online)
VISIT TO PROJECT'S HQ(on the spot)
DESK MONITORING
Monitoring visits - FINDINGS
What if negative findings?
(e.g. serious delays in the implementation; importantdeviations as compared to aplication; conflict betweenbeneficiaries; lack of documentation/proofs of activities/expenditure; etc.)
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II. REPORTING
• TYPE OF REPORTSProgress report
Final report
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PROGRESS REPORT(Not applicable to all projects)
• REPORT ON: 1. Activities (Narrative part-Capacity building and mobility)2. Expenses (Financial expenditure report at the time of reporting)Sent by email)
• RECEIVE: 1. feedback from EACEA on project status / results achieved 2. Second Pre-financing. Article I.4.2 Pre-financing payment
• WHEN? Within 60 days following the reception of the progress report
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FINAL REPORT
Deliverables
ANNEXES to be attached.
E+ Project resultsDATABASE E-report
NARRATIVE PART FINANCIAL PART
FINAL REPORTS
• Grant reduction in case of non-compliancewith contractual obligations (e.g. poorimplementation or publicity obligations;)
Articles I.13 and II.25.4 Grant Agreement
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Publicity Obligations• Publicity and use of logo Instructions to follow on: (article II.8 of the
Grant Agreement) https://eacea.ec.europa.eu/about_eacea/visual-identity_en
• Beneficiary must inform the public, press and media• Use of graphic logo and indicate 'with the support of the Erasmus+
Programme of the European Union'• For publications, the mention and graphic logo must appear • Signs and posters related to action must be displayed• Penalties
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III. DISSEMINATION
• Exploitation of results• Transnational level• Create and maintain website for the action• Erasmus + Project results platform
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Erasmus+
Erasmus+ Project Results Platformhttp://ec.europa.eu/programmes/erasmus-plus/projects/
What is this platform?• Tool to provide an overview of Erasmus+ projects and predecessors programmes; regular updates
What can you find?• Descriptions, contact information, results for finalised projects• Success Stories: inspirational projects for policy makers, potential
applicants and other stakeholders• Good practices• Project factsheets
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Erasmus+
Why is Dissemination and Exploitation important?
• Transparency• Impact• Inspiration
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Practical Guide at: http://ec.europa.eu/programmes/erasmus-plus/sites/erasmusplus2/files/files/resources/erasmus-plus-programme-guide_en.pdf
Erasmus+
Contacts
For technical issues:[email protected]
For content related issues, management of contract:[email protected]
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Erasmus+ 51
Financial Management and Budgetary rulesGabriela SCIBIORSKA
1. The budget is a combination of real costs and scales of unit costs.– REAL COSTS: at Final report stage you will have to justify (/prove)
the reality of the cost incurred
– UNIT COSTS: at final report stage you will have to justify(/demonstrate) that the activity concerned has been implemented
2. All the reference documents and forms to be completed are (/will be) included under the beneficiary space 2019
TIP: Record your expenses and collect evidences (/support documents) right from the start of your project
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Reminder
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Support documents REAL COSTS
Capacity-building activities:
Headings 1 – 7 (direct costs)
Mobility activities:
Special needs support
Exceptional costs
Commercial invoice + proof of payment
No cash payments!
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NEW! Staff costs
Staff costs are limited to 20% of the total of eligible direct costs for capacity building activities.Documents to be provided at the level of final report:
timesheet indicating nature, time and volume of work performed in favor of the project
payslips for the period for which costs are claimed Proof of employment (/employment contract) proof of payment of the salary
Support documents REAL COSTS
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Travel costs:
Boarding passes, travel tickets
Mobility activities - Organisational support, individual support (volunteering)
Table of Mobility activities
Participants lists
volunteers' reports (only volunteering activities)
Proof of activity
Support documents UNIT COSTS
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• One invoice per line • Clear reference for each invoice (link it to the work
programme/activities) – serial number & invoice reference
• Name of the organisation in charge to pay the invoice
• Clear description of the invoice
• Use the actual currency in which the cost was made. For the correct exchange rate refer to the Article I.4.6 of your Grant Agreement.
How to record expenses in your budget table:
Good practice
DIRECT COSTS:1. Staff costs Flat rate amount not exceeding 20 % of eligible direct costs declared under budget headings 2 to 72. Information, Communication and Technology (ICT) costs 3. Transnational project meetings between project partners, conferences and large scale youth-events (excluding travel costs)
3.1 Board and lodging including local transport3.2 Visa and insurance costs3.3 Rental of rooms for meetings, conferences, other events3.4 Interpretation costs3.5 Costs for external speakers
4. Intellectual outputs and dissemination of project results4.1 Production 4.2 Translation4.3 Dissemination and/or information costs including local activities
5. Consultation, workshops, polls of young people at local, regional, national and international level6. Linguistic, intercultural, task-related preparation of participants in mobility activities7. Cost for the financial audit of the project
INDIRECT COSTS : Flat rate amount not exceeding 7% of eligible direct costs
Travel costs are calculated on the basis of scale of unit costs - Distance calculator
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The audit report is compulsory when the
total of the grant based on estimated real costs is
equal or higher than 60.000 EUR
Capacity building activities
Staff costs (only for permanent staff and limited to 20 % of eligible direct costs declared under budget headings 2 to 7
According to the rules governing the various grant actions run by the Agency, staff costs can only be considered eligible if they relate to statutory staff, having either:- a permanent or a temporary work contract with the beneficiary, - or relating to temporary staff recruited through an interim
agency.
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Capacity building activities
Eligibility of expenses:
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Capacity building activities
Eligibility of expenses:
Information, Communication and Technology (ICT) costs = electronic equipment and devices as well as technical assistance + technical equipment used for dissemination
Depreciation: Depreciation rules have to be applied
- according to national law and
- in proportion of the duration of the project
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Eligibility of expenses:
External service providers :
for specific services that cannot be assumed by the consortium and that have been foreseen in the original budget
Local activities:
costs should be limited to space rent, refreshments, technicalequipment (please refer to the Annex III of the Grant Agreement, if such activities are planned in your application)
Capacity building activities
Preparation for participants in mobility activities: These costs can be claimed only if there is a mobility activity and when relevant.
Indirect costs: Flat rate of maximum 7% of the direct eligible costs of the project (e.g. electricity/heating bills, internet bills, rent, maintenance of premises, etc.)
Contribution in kind and payments in cash = Ineligible
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Eligibility of expenses:
Capacity building activities
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Travel costs
Eligibility of expenses:
Travel for capacity building activities and Mobility activitiesUnit Cost contribution based on the distance covered (obligation to use the distance calculator). The UC is fixed and independent of the actual/real cost of travel.
The distance calculator can be found under:
http://ec.europa.eu/programmes/erasmus-plus/resources/distance-calculator_en
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General issues Budget
Distribution of grant among the beneficiariesPartnership decision. Can be adapted according to actual needs / in case of difficulties
Unspent grantWill have to be reimbursed. This does not concern unit costs (if used correctly; distance, n° days, n° participants)
VATexpenses are almost always declared with VAT. Any exception must be reported
Co-financing from other sourcesTotal project costs (Grant + Co-financing) declared in the final report
Audit reportCompulsory if total grant based on real costs is of at least Eur 60.000 (as expressed in Annx III of the Grant Agreement). Pay attention to the quality of the audit report.
And now, let us address some of your questions…
THANK YOU FOR YOUR PARTICIPATION!
HAVE A GOOD START OF YOUR PROJECTSFOR ANY QUESTIONS:
YOUR PROJECT OFFICERAND