MetaMathFinancial Management

Andrey Girenko, DFKI GmbH

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MetaMath Budget

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MetaMath– Kick-off Meeting - Saarbrücken

I. PROJECT COSTS € CONDITIONS

Direct costs    

1 Staff costs 427,986.00 Cannot exceed 40% of the total eligible direct costs

2 Travel costs and Costs of Stay 513,354.00  

3 Equipment 82,500.00 Cannot exceed 30% of the total eligible direct costs

4 Printing and Publishing 30,100.00  

5 Other costs 16,025.00  

Total Eligible Direct Costs 1,069,965.00  

Indirect Costs 74,897.55 Flat rate funding of 7% of the total eligible direct costs or 0.

 

TOTAL ELIGIBLE COSTS 1,144,862.55 Must equal total project finance below

    II. PROJECT FINANCE €  

A Tempus Grant 1,030,376.30 Cannot exceed 90% of the total eligible costs

B Co-financing 114,486.26 Must be at least 10% of the total eligible costs

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Remarks on the budget

• Reduction – how to accommodate?; • The coordinator (UdS) is solely responsible / liable for proper

management of the grant; • All eligible costs will covered by the Coordinator in accordance with

the Tempus rules and internal accounting rules of UdS

• The Tempus rules: Guidelines for the use of the granthttp://eacea.ec.europa.eu/tempus/beneficiaries/beneficiaries_tempus4_2013_en.php; • All forms of reports are downloadable there.

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MetaMath– Kick-off Meeting - Saarbrücken

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Equipment

• Only Universities (six partners) will receive the sets of equipment (the Tempus rule)

Equipment setMac Book Air 1500 2 3000Polycom HDX 7001 5900 1 5900HP ProLiant SL390s G7 2300 1 2300Display Samsung P64FP 3400 1 3400Lenovo ThinkCentre M81 950 2 1900Monitor Samsung T27A950 750 2 1500Accessors 1500 1 1500

19500• Purpose: 2 laptops for management and dissemination, 1

teleconferencing set, 2 desktops for eLearning tasks

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MetaMath– Kick-off Meeting - Saarbrücken

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Equipment

• No VAT!!! 19,000 euro is without VAT! UdS will receive the certificate of exemption and send it to all partners. Please check the exact situation with VAT exemption for Tempus in your countries.

• No customs duties. Customs clearance is a pain.

• Requirement: certificate of origin (either European or Partner country) for any unit over 5,000 Euro. We don’t plan buying such items.

• Optimal solution:• Local reliable supplier invoices UdS with a clear indication

the the equipment is purchased for the partner in question within the framework of the MetaMath project

• Invoice in Euro, account in Euro• Handling VAT

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MetaMath– Kick-off Meeting - Saarbrücken

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Staff costs• Only individuals directly contributing to the project implementation with

clear indication of the tasks performed.

• Reimbursement of costs incurred by a Partner Institution. Meaning that these sums will be transferred by UdS to your institutions

• The sums shall be discussed and agreed with the coordinator

• Hourly rates shall correspond to the local standards.

• Rates shall cover total employer costs (salary+taxes+social security charges+…)

• Documents:• Convention form• Time-sheets

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MetaMath– Kick-off Meeting - Saarbrücken

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Time-sheet

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Travel costs

• Only for attending the project events agreed with the coordinator

• Only people directly employed by MetaMath partners can be paid

• Costs will be covered in exact accordance with the Guidelines

• Attention: supporting documents!

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MetaMath– Kick-off Meeting - Saarbrücken

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Travel costs (transportation)• From city to city: public transportation and local taxi shall be covered

by per diems.• Flight tickets, economy class (preferably purchased directly by

UdS). Please keep boarding passes!!!!• Train/bus tickets• VISA costs• Rental cars (agree with the coordinator)• Private cars (agree with the coordinator)• Attention: supporting documents!• Special cases: combination of MetaMath travel activities with other

travel activities – clear separation of costs.

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MetaMath– Kick-off Meeting - Saarbrücken

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Cost of stay for staff

• Less than 1 day, but more than ½ of a day = ½ of a day • Less than ½ of a day = 0 days• With SEPA accounts – transfers, without - cash

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MetaMath– Kick-off Meeting - Saarbrücken

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Printing/publishing/other costs

• External costs of printing, publishing (inc. electronic), photocopying

• External services (e.g. translation, event organization, etc.)

• External invoices are compulsory

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MetaMath– Kick-off Meeting - Saarbrücken

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Co-financing

• 10% of total costs• Supporting documents: the same as for those

costs reimbursed from the project budget• Examples of co-financing:

• Computer class to use Math-Bridge for teaching• Business trip from Kazan to Moscow• Basic salary of a person working in the project.

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MetaMath– Kick-off Meeting - Saarbrücken

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Ineligible costs (extract)

• Exchange losses• VAT• Double funding• Excessive or reckless expenditures• Equipment not listed above• Hospitality costs • Registration fees• Costs of premises

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MetaMath– Kick-off Meeting - Saarbrücken

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Thank you for your attention

Contact:Dr. Andrey GirenkoDFKI GmbHEmail: andrey.girenko@dfki.deTel. +49 681 85775 5373

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MetaMath– Kick-off Meeting - Saarbrücken