Prof. Renata Bažok, Ph.D . University of Zagreb Faculty of Agriculture

57
Funded by the European Union University of Zagreb Faculty of Agriculture Svetosimunska street 25, 10000 Zagreb, Croatia Contact: lifeada@ agr.hr www.agr.hr „Lifelong learning for sustainable agriculture in Alps-Danube-Adriatic Region“ -LifeADA PMC MEETING Prof. Renata Bažok, Ph.D. University of Zagreb Faculty of Agriculture

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University of Zagreb Faculty of Agriculture Svetosimunska street 25, 10000 Zagreb, Croatia Contact: lifeada@ agr.hr www.agr.hr. Funded by the European Union. „Lifelong learning for sustainable agriculture in Alps-Danube-Adriatic Region“ -LifeADA PMC MEETING. - PowerPoint PPT Presentation

Transcript of Prof. Renata Bažok, Ph.D . University of Zagreb Faculty of Agriculture

Page 1: Prof.  Renata Bažok,  Ph.D . University of  Zagreb  Faculty of Agriculture

Funded by the European Union

University of Zagreb Faculty of Agriculture Svetosimunska street 25, 10000 Zagreb, Croatia

Contact: [email protected]

„Lifelong learning for sustainable agriculture in Alps-Danube-Adriatic Region“ -LifeADA

PMC MEETING

Prof. Renata Bažok, Ph.D.University of Zagreb Faculty of Agriculture

Page 3: Prof.  Renata Bažok,  Ph.D . University of  Zagreb  Faculty of Agriculture

Funded by the European Union

University of Zagreb Faculty of Agriculture Svetosimunska street 25, 10000 Zagreb, Croatia

Contact: [email protected]

Financial and administrative support:

Davorka Čubelić- financial officer: [email protected]

Helena Virić Gašparić- administrative officer: [email protected]

Page 4: Prof.  Renata Bažok,  Ph.D . University of  Zagreb  Faculty of Agriculture

Funded by the European Union

University of Zagreb Faculty of Agriculture Svetosimunska street 25, 10000 Zagreb, Croatia

Contact: [email protected]

Friday, February 28, 2014, chamber room (11.30-12.30, 14.00-16.00)

Agenda:

1. Distribution of roles2. Partnership agreements 3. Budgetary issues4. Financial and administrative management5. Documentation and reporting6. Communication and dissemination 7. Planning project activities- agreeing on dates and location of events8. Any other business

Page 5: Prof.  Renata Bažok,  Ph.D . University of  Zagreb  Faculty of Agriculture

Funded by the European Union

University of Zagreb Faculty of Agriculture Svetosimunska street 25, 10000 Zagreb, Croatia

Contact: [email protected]

Role of CoordinatorThe coordinator shall take all the steps needed to correctly manage the project and monitor its implementation in accordance with the Application Form submitted to the Executive Agency and the Grant Agreement.

In addition the coordinator shall:•provide the copy of the Grant Agreement for the partner;•keep the partner informed on a regular basis about all relevant communication between the coordinator and the Executive Agency;•inform the partner about all essential issues connected to the project implementation without any delay;•be responsible for the verification that the expenditure declared by the partner has been incurred only for the purpose of implementing the project and corresponds to the activities agreed between the partners in the frame of the submitted Application Form;

Page 6: Prof.  Renata Bažok,  Ph.D . University of  Zagreb  Faculty of Agriculture

Funded by the European Union

University of Zagreb Faculty of Agriculture Svetosimunska street 25, 10000 Zagreb, Croatia

Contact: [email protected]

Role of Coordinator•submit Intermediate Report and Final Report to the Executive Agency for the deadline given in the Grant Agreement and its annexes;•Provide an external audit report together with the Final Report at the end of the project;•transfer funds to the partner in three instalments: as pre-financing for staff cost for planned on-going activities of partner for half-time period of those activities, and as payment of invoices and/or other supporting documents requested in Annex IV of the Grant Agreement.

Page 7: Prof.  Renata Bažok,  Ph.D . University of  Zagreb  Faculty of Agriculture

Funded by the European Union

University of Zagreb Faculty of Agriculture Svetosimunska street 25, 10000 Zagreb, Croatia

Contact: [email protected]

Role of PartnerThe partner shall respect all rules and obligations set forth in the Grant Agreement.In addition the partner shall:

•commit themselves to do everything in their power to carry out the activities as specified in the workplan and foster the implementation of the project;•provide the staff, facilities, equipment and material necessary to perform the project activities; • •support the coordinator to fulfil its tasks according to the Grant Agreement;

•ensure adequate communication with the coordinator;

•ensure that interaction with other partners takes place in continuous and smooth way; •provide the coordinator without any delay with any information needed to draw up the Intermediate Report and the Final Report, to react on any request by the Executive Agency, or provide with any further information needed by the coordinator;

•inform the coordinator immediately about any delay in the performance of the activities or any circumstance that could lead to a temporary or final discontinuation of the project;

Page 8: Prof.  Renata Bažok,  Ph.D . University of  Zagreb  Faculty of Agriculture

Funded by the European Union

University of Zagreb Faculty of Agriculture Svetosimunska street 25, 10000 Zagreb, Croatia

Contact: [email protected]

Role of Partner•inform the coordinator about any change in personnel, tasks or procedures of its project team;

•maintain either a separate accounting system or an adequate accounting code for all transactions relating to the project;

•inform the coordinator on the details of the bank account where the part of the Executive Agency contribution shall be transferred by coordinator;

•complete the activities foreseen for each reporting period of the project implementation;

•have the expenditures incurred and paid in the given reporting period defined in Article X of this Agreement and submit the supporting documents on validation of expenditure to the coordinator every X months. The expenditure of the partner not covered by supporting documents on validation of expenditure in the given reporting period can be requested only for the next reporting deadline following to the reporting period concerned;

•comply with Tempus and national rules, including rules on public procurement, state aid, publicity and equal opportunities;

•be responsible for the sound financial management of the funds allocated to the project part; •agree with the partners of the project before submission of any request for amendment of the Grant Agreement to the Executive Agency.

Page 9: Prof.  Renata Bažok,  Ph.D . University of  Zagreb  Faculty of Agriculture

Funded by the European Union

University of Zagreb Faculty of Agriculture Svetosimunska street 25, 10000 Zagreb, Croatia

Contact: [email protected]

Role of both, Coordinator and Partner•The coordinator and the partners are jointly and severally responsible for carrying out the action in accordance with the terms and conditions of the Agreement;

•The coordinator and the partners are responsible for complying with any legal obligations incumbent on them jointly or individually;

•The partner is responsible for the due implementation of its respective contribution to the project and for the proper fulfilment of its obligations as set out in this Agreement. Should a partner not fulfil its obligations under this contract in due time, the coordinator shall admonish him to fulfil them within a reasonable period of time. The partner will undertake to find a rapid and efficient solution.

Page 10: Prof.  Renata Bažok,  Ph.D . University of  Zagreb  Faculty of Agriculture

Funded by the European Union

University of Zagreb Faculty of Agriculture Svetosimunska street 25, 10000 Zagreb, Croatia

Contact: [email protected]

Role of both, Coordinator and Partner• Should the non-fulfilment continue, the coordinator may decide to debar the partner concerned from the project with approval of the other partners. The Executive Agency shall be promptly informed of such an intended decision by the coordinator and the change in the partnership has to be approved by the Executive Agency according to the provisions of the Grant Agreement.

•The partner shall take the financial responsibility for the EC contribution and the related own contribution for the project.

In case of irregularities the coordinator bears the overall responsibility towards the Executive Agency for the repayment of the amounts unduly paid. By way of the derogation from this principle if the irregularity is committed by a partner, the concerned partner shall repay to the coordinator the amounts unduly paid.

Page 11: Prof.  Renata Bažok,  Ph.D . University of  Zagreb  Faculty of Agriculture

Funded by the European Union

University of Zagreb Faculty of Agriculture Svetosimunska street 25, 10000 Zagreb, Croatia

Contact: [email protected]

For the management of the Action the following groups will be set

up:

•A Project Management Committee to control the administrative

and methodological aspects of the Action, monitor and evaluate

the phases of the Action in terms of declared objectives and

correspondence with the workplan, intervene for the resolution of

any possible incoming problems.

•Working groups with specific role and tasks.

•An Evaluation board in charge of the quality control and

monitoring

AD-1 Distribution of roles

Page 12: Prof.  Renata Bažok,  Ph.D . University of  Zagreb  Faculty of Agriculture

Funded by the European Union

University of Zagreb Faculty of Agriculture Svetosimunska street 25, 10000 Zagreb, Croatia

Contact: [email protected]

Project Management Committee

•Composition: Contact person, defined in Application Form, of each

partner shall be member of the Steering Committee (SC), with a proper

mandate to negotiate on behalf of his/her institution. The participants

may temporarily appoint a deputy to the SC.

•Meetings: the Chairman of each meeting shall be the SC member coming

from the host participant. The Chairman and Project Coordinator will

jointly prepare in advance the agenda of the meeting, which will be

reviewed by the other members and released and circulated by the

Chairman. Members and/or deputy members will attend the

meeting.

Page 13: Prof.  Renata Bažok,  Ph.D . University of  Zagreb  Faculty of Agriculture

Funded by the European Union

University of Zagreb Faculty of Agriculture Svetosimunska street 25, 10000 Zagreb, Croatia

Contact: [email protected]

Project Management Committee

The Chairman will take minutes of the meeting and send the minutes for

comments to the PMC members within 15 working days; if no objections

are raised within 10 working days, the minutes shall be considered as

approved.

Decision Making: at each PMC meeting, no less than two-thirds of the

members shall constitute a quorum. Decision-making will be by qualified

majority (greater than 66%) among the present members (one vote per

member).

Page 14: Prof.  Renata Bažok,  Ph.D . University of  Zagreb  Faculty of Agriculture

Funded by the European Union

University of Zagreb Faculty of Agriculture Svetosimunska street 25, 10000 Zagreb, Croatia

Contact: [email protected]

AD-1 Distribution of roles

5 working groups

Project level HEI level

Page 15: Prof.  Renata Bažok,  Ph.D . University of  Zagreb  Faculty of Agriculture

Funded by the European Union

University of Zagreb Faculty of Agriculture Svetosimunska street 25, 10000 Zagreb, Croatia

Contact: [email protected]

AD-1 Distribution of roles

• To coordinate activities regarding specific tasks of the WG on the project level- to distribute the duties and collect all the material for partners

Duties of WGs at Project

level

• To coordinate activities at HEI- communicate with WG at project level and perform activities with the aim of reaching the expected results;

• To produce documents and deliver to WG coordinator;

Duties of WGs at HEI level

Page 16: Prof.  Renata Bažok,  Ph.D . University of  Zagreb  Faculty of Agriculture

Funded by the European Union

University of Zagreb Faculty of Agriculture Svetosimunska street 25, 10000 Zagreb, Croatia

Contact: [email protected]

AD-1 Distribution of roles

UNIZG Ivona FilipovićUNIOS Tihana SudarićBOKU Marija ZunabovicUHOH Angelika ThomasUL Marko ČeponUNKO Gjergji MeroAUT Ferdi BrahushiSVEMO Ana SabljoUNSA Melisa LjušaUPUoM Mirko Knežević

WG 2

Page 17: Prof.  Renata Bažok,  Ph.D . University of  Zagreb  Faculty of Agriculture

Funded by the European Union

University of Zagreb Faculty of Agriculture Svetosimunska street 25, 10000 Zagreb, Croatia

Contact: [email protected]

AD-1 Distribution of roles

UNIZG Vlatka Čubrić ĆurikUNIOS Siniša OzimecBOKUUHOHUL Luka JuvančičUNKO Irena KallcoAUT Etleva JojicSVEMO Mirjana MilićevićUNSA Mirha ĐikićUPUoM Jelena Latinović

WG 3

Page 18: Prof.  Renata Bažok,  Ph.D . University of  Zagreb  Faculty of Agriculture

Funded by the European Union

University of Zagreb Faculty of Agriculture Svetosimunska street 25, 10000 Zagreb, Croatia

Contact: [email protected]

AD-1 Distribution of roles

UNIZG Mirna Mrkonjić FukaUNIOS Karolina VrandečićBOKUUHOHUL Marija KlopčičUNKO Ardian CeravaAUT Ardian MaciSVEMO Jozo GrbavacUNSA Drena GadžoUPUoM Nataša Mirecki

WG 4

Page 19: Prof.  Renata Bažok,  Ph.D . University of  Zagreb  Faculty of Agriculture

Funded by the European Union

University of Zagreb Faculty of Agriculture Svetosimunska street 25, 10000 Zagreb, Croatia

Contact: [email protected]

AD-1 Distribution of roles

UNIZG Snježana BolarićUNIOS Tomislav VinkovićBOKUUHOHUL Silvester ŽgurUNKO Fatos ZerrelliAUT Alban IbraliuSVEMO Stanko IvankovićUNSA Fuad GašiUPUoM Aleksandra Despotović

WG 5

Page 20: Prof.  Renata Bažok,  Ph.D . University of  Zagreb  Faculty of Agriculture

Funded by the European Union

University of Zagreb Faculty of Agriculture Svetosimunska street 25, 10000 Zagreb, Croatia

Contact: [email protected]

AD-1 Distribution of roles

• ESTABLISHING INDICATORS

• ANALYSIS BASED ON PROPOSED INDICATORS AND BASED ON INDICATORS ESTABLISHED BY EB

• ESTABLISHING INDICATORS FOR MONITORING OF PILOT ACTIVITIES

• ANALYSIS BASED ON THE DESCRIBED INDICATORS

Evaluation bord- duties

Page 21: Prof.  Renata Bažok,  Ph.D . University of  Zagreb  Faculty of Agriculture

Funded by the European Union

University of Zagreb Faculty of Agriculture Svetosimunska street 25, 10000 Zagreb, Croatia

Contact: [email protected]

AD-1 Distribution of roles

Partner

institution

Name e-mail

UNIZGEdi Maletić [email protected]

UNIOS

BOKU

UHOHReiner Doluschitz [email protected]

ULKompan Drago [email protected]

UNKOBesnik Skenderasi [email protected]

AUTAnila Hoda [email protected]

SVEMO

UNSA

UP

UoMSlavko Mirecki [email protected]

Page 22: Prof.  Renata Bažok,  Ph.D . University of  Zagreb  Faculty of Agriculture

Funded by the European Union

University of Zagreb Faculty of Agriculture Svetosimunska street 25, 10000 Zagreb, Croatia

Contact: [email protected]

AD-1 Distribution of roles

Partner

Institution

Name LL expert LL officer

UNIZG Marko Vinceković , [email protected]

UNIOS Vlatka Rozman, [email protected] Maja Lucijanić , [email protected]

BOKU Gerhard Schleining Marija Zunabovic

UHOH Reiner [email protected]

Angelika [email protected]

UL Marija Klopčič Marija Klopčić

UNKO Gjergji Mero [email protected]

Fehmi [email protected]

AUT Ferdi Brahushi [email protected]

Denis Cela [email protected]

SVEMO Danijela Petrović[email protected]

Ana [email protected] Puljić[email protected]

UNSA Milenko Blesić, [email protected]

Arnela Okić, [email protected]

UP

UoM Jelena Latinović, [email protected] Aleksandra Despotović , [email protected]

Life long learning experts

Page 23: Prof.  Renata Bažok,  Ph.D . University of  Zagreb  Faculty of Agriculture

Funded by the European Union

University of Zagreb Faculty of Agriculture Svetosimunska street 25, 10000 Zagreb, Croatia

Contact: [email protected]

AD-1 Distribution of roles

• Active in at least one WG in the project• Advise students on LL activities organized at

institution;• Describe to students available programs in

term of ECTS credits, requirements and specific knowledge which could be obtained;

• Advise teachers when they are preparing curricula for LL- number of ECTS, teaching material etc., necessary documentation and accreditation process;

• Organize career guidance panels at institution (twice per year;

LL expert duties

Page 24: Prof.  Renata Bažok,  Ph.D . University of  Zagreb  Faculty of Agriculture

Funded by the European Union

University of Zagreb Faculty of Agriculture Svetosimunska street 25, 10000 Zagreb, Croatia

Contact: [email protected]

a) JOINT CONSORTIUM AGREEMENT• All partners shall sign one document• Advantages: transparent,e asy to handle one document• Disandvantages: slow process of signing;

b) 10 PARTNERSHIP AGREEMENTS• Grant holder sign agreement with each partner institution separately• Advantages: easy to handle when signing• Disadvantages: too many documentsDecission: a) or b)

AD-2 Partnership agreements/ Consortium agreement

Page 25: Prof.  Renata Bažok,  Ph.D . University of  Zagreb  Faculty of Agriculture

Funded by the European Union

University of Zagreb Faculty of Agriculture Svetosimunska street 25, 10000 Zagreb, Croatia

Contact: [email protected]

AD-2 Partnership agreement/ Consortium agreement

Agreement will be prepared on the template received by EACEAContent of the agreement:

1. Subject of the Partnership Agreement2. Duration of the Agreement3. Payment of funds and modalities 4. Irregularities and repayment of funds5. Management of project and consortium decision making modalities6. Specific obligations of the coordinator7. Specific obligations of the partner8. Obligations of the coordinator and the partners9. Accounting, Record Keeping and Reporting10. Intellectual property11. Audits12. Information and Publicity13. Changes in the Project Partnership14. Language15. Conflict resolution16. Competent and applicable law

Page 26: Prof.  Renata Bažok,  Ph.D . University of  Zagreb  Faculty of Agriculture

Funded by the European Union

University of Zagreb Faculty of Agriculture Svetosimunska street 25, 10000 Zagreb, Croatia

Contact: [email protected]

AD-2 Partnership agreement/ Consortium agreement

All proposed costs transfered to partners-

Partners are responsibile for all the documents, invoices and

eligibility of the expences

All proposed costs except staff costs are paid by UNIZG

Staff costs are transfered to partners and they are responsibile for staff cost only and all the documents related to

staff cost

Decission???

Page 27: Prof.  Renata Bažok,  Ph.D . University of  Zagreb  Faculty of Agriculture

Funded by the European Union

University of Zagreb Faculty of Agriculture Svetosimunska street 25, 10000 Zagreb, Croatia

Contact: [email protected]

AD-2 Partnership agreements/ Consortium agreement

DRAFT

• MARCH 17

COMMENTS

• MARCH 24

CORRECTED VERSION

• MARCH 31

SIGNING

• MID APRIL

Page 28: Prof.  Renata Bažok,  Ph.D . University of  Zagreb  Faculty of Agriculture

Funded by the European Union

University of Zagreb Faculty of Agriculture Svetosimunska street 25, 10000 Zagreb, Croatia

Contact: [email protected]

AD-2 Partnership agreement/ Consortium agreement

FIRST INSTALMENT 60&

• IMMEDIATELY AFTER SIGNING

SECOND INSTALEMENT 30 %

• WHEN 70% OF THE FIRST INSTALEMENT IS USED

FINAL BALANCE

• 60 DAYS AFTER THE FINAL REPORT WILL BE ACCEPTED

Page 29: Prof.  Renata Bažok,  Ph.D . University of  Zagreb  Faculty of Agriculture

Funded by the European Union

University of Zagreb Faculty of Agriculture Svetosimunska street 25, 10000 Zagreb, Croatia

Contact: [email protected]

AD- 3 Budgetary issuesPROJECT COSTS €

I Staff costs (max 40% of total eligible direct costs) 426.926,00

II Travel costs and Costs of stay 483.492,00

III Equipment (max 30% of total eligible direct costs) 100.800,00

IV Printing and publishing 36.500,00

V Other costs 31.840,00

  Eligible direct costs (total I - V) 1.079.558,00

VI Indirect costs (7% of total eligible direct costs) 75.569,06

  Total eligible costs (total I - VI) 1.155.127,06

PROJECT FINANCE 1.039.598,58

Co-financing of at least 10% of the total eligible costs 115.528,48

Tempus grant: includes financing to a maximum of 90% of the total eligible costs 1.155.127,06

TOTAL PROJECT FINANCE 1.155.127,06

Annex II

Page 30: Prof.  Renata Bažok,  Ph.D . University of  Zagreb  Faculty of Agriculture

Funded by the European Union

University of Zagreb Faculty of Agriculture Svetosimunska street 25, 10000 Zagreb, Croatia

Contact: [email protected]

AD- 3 Budgetary issuesBudget headings & ceilings

Up to 10% flexibility for transfers amongst budget headings Art. I.8 Grant Agreement

Transfers between headings of direct costs is allowed if:

• the adjustment does not affect the implementation of the action

• the transfer between headings does not exceed 10% of the amount of the heading for which the transfer is intended

N.B. The flexibility of 10% applies also to the ceiling for equipment and staff costs (30% and 40% of the total eligible direct costs).

Staff costs: ceiling of max 40% of total eligible direct costs

Equipment: ceiling of max 30% of total eligible direct costs

Indirect costs: flat rate of 7% of the total eligible direct costs recalculated at the end of the project

Page 31: Prof.  Renata Bažok,  Ph.D . University of  Zagreb  Faculty of Agriculture

Funded by the European Union

University of Zagreb Faculty of Agriculture Svetosimunska street 25, 10000 Zagreb, Croatia

Contact: [email protected]

AD- 3 Budgetary issuesBudget amendments

For any increase of more than 10% → budget amendment needed

The request to amend the budget (Annex II) must be submitted to EACEA before the changes are implemented and at the latest one month before the end of the eligibility period.

The request must indicate:• financial details of the requested modification (e.g. modified Annex II)• reasons and impact on the activities • the expected outcomes of the modification

The ceilings for equipment and staff costs (30% and 40% of the total eligible direct costs shown in Annex II) are not subject to negotiation.

Indirect Costs are not subject to budget modification/amendment (flat rate)

Page 32: Prof.  Renata Bažok,  Ph.D . University of  Zagreb  Faculty of Agriculture

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I. Staff costs Point 3. Guidelines for the use of the grant

To cover the costs of staff directly necessary for the achievement of the results and not covered by other sources (3.1 Guidelines):

Administrative or academic tasks

Course development, maintenance of online courses/website, etc.

Language / IT courses, translation services, evaluation activities when performed by internal staff (if sub-contracted Other costs)

Replacement costs for EU staff can also be covered (3.3 of Guidelines)

Purpose

Salaries and fees should reflect the employing institution's usual policy on remuneration and respect local salary rates

Maximum reference daily rates per country: see next slide

Total expenditure for Staff Costs cannot exceed the 40% ceiling (plus 10 % flexibility) - Co-financing is also subject to the 40% ceiling

Contractual rules

University of Zagreb Faculty of Agriculture Svetosimunska street 25, 10000 Zagreb, Croatia

Contact: [email protected]

AD- 4 Financial management

Page 33: Prof.  Renata Bažok,  Ph.D . University of  Zagreb  Faculty of Agriculture

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Country Manager

Researcher

TeacherTrainer Technical

Administrative

Albania 80 70 35 25Austria 200 302 244 194Bosnia and Herzegovina 100 85 65 45

Monte Negro 115 97 60 50Croatia 150 192 154 97Germany 200 310 221 203Kosovo 125 103 78 53Slovenia 150 182 146 92

Staff Costs as proposed in the Project proposal – maximum eligible daily rates (in Euro) (gross salary rates)

University of Zagreb Faculty of Agriculture Svetosimunska street 25, 10000 Zagreb, Croatia

Contact: [email protected]

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University of Zagreb Faculty of Agriculture Svetosimunska street 25, 10000 Zagreb, Croatia

Contact: [email protected]

Proposal: Partner is allowed to change the maximum daily rate of certain categories unless it reflects the total budget under the line staff cost

Base for calculation:1 day is 7.5 hours of work1 year is maximum 220 days

Example Germany:

Project manager

ResearcherTeacherTrainer

Technical Administrative

TOTAL

Proposed 40 x 200=8.000,00

85 x310= 26.350,00

4x221= 884,00

124x203= 25.172,00

60.406,00

Realized 50 x 250= 12,500.00

88x 228=20.064,00

4 x 210= 840,00

150 x 180,00= 27.000,00

60.404,00

Page 35: Prof.  Renata Bažok,  Ph.D . University of  Zagreb  Faculty of Agriculture

Funded by the European Union

University of Zagreb Faculty of Agriculture Svetosimunska street 25, 10000 Zagreb, Croatia

Contact: [email protected]

AD- 3 Budgetary issuesIn all cases the beneficiary shall retain with project accounts:

Staff Conventions + timesheets

For audits and to justify salary rates the following documents should also be available:

A. If staff is remunerated by the project directly (full-time, part-time, occasional or top-up of regular salary):

Employment contract

Proof of payment (i.e. bank transfer)

B. If staff is remunerated through its normal salary (i.e. Tempus related tasks are part of the regular assignment at the university):

Employment contract

Proof that the tasks is part of regular assignment (i.e. general time-sheets, declaration of the institution, etc.)

Salary slips

Proof of payment (i.e. bank transfer)

The beneficiary shall provide with final report: explanation & supporting documents (i.e. salary slip) if salary rates exceed the Tempus ceilings (Guidelines/Annex 3).

Supp

ortin

gdo

cum

ents

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University of Zagreb Faculty of Agriculture Svetosimunska street 25, 10000 Zagreb, Croatia

Contact: [email protected]

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37

University of Zagreb Faculty of Agriculture Svetosimunska street 25, 10000 Zagreb, Croatia

Contact: [email protected]

Page 38: Prof.  Renata Bažok,  Ph.D . University of  Zagreb  Faculty of Agriculture

38

University of Zagreb Faculty of Agriculture Svetosimunska street 25, 10000 Zagreb, Croatia

Contact: [email protected]

TIME SHEETS HAVE TO BE FILLED CORRECTLY – IMPORTANT IS TO DECRIBE THE TASKS PERFORMED AND TO CONECT WITH THE WORK PACKAGE;

FOR STAFF PERFORMING BOTH ADMINISTRATIVE AND ACADEMIC TASKS (OR MANAGERIAL, ACADEMIC, TECHNICAL OR ADMINISTRATIVE TASKS) A SEPARATE CONVENTION MUST BE SIGNED FOR EACH TYPE OF ACTIVITY. A CORRESPONDING TIME SHEET HAS TO BE ATTACHED TO EACH STAFF CONVENTION;

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University of Zagreb Faculty of Agriculture Svetosimunska street 25, 10000 Zagreb, Croatia

Contact: [email protected]

II. Travel costs and costs of stay – StaffTo cover the costs of travel and subsistence allowances of staff for mobilities mainly linked to:

• teaching/training assignments, retraining • update of courses• practical placements • short visits for coordination and planning• language training • Dissemination

N.B. Travel for research activities is not allowed

Purpose

Contractual rules

The budget for Travel Costs and Costs of Stay should:

cover only actual travel costs (including visa fee and related obligatory insurance, travel insurance and cancellation costs if justified)

cover the daily allowance: the ceilings per person (per day/week) indicated at point 4.3.3 of the Guidelines must be respected

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40

University of Zagreb Faculty of Agriculture Svetosimunska street 25, 10000 Zagreb, Croatia

Contact: [email protected]

II. Travel costs and costs of stay – StaffTo cover the costs of travel and subsistence allowances of staff for mobilities mainly linked to:

• teaching/training assignments, retraining • update of courses• practical placements • short visits for coordination and planning• language training • Dissemination

N.B. Travel for research activities is not allowed

Purpose

Contractual rules

The budget for Travel Costs and Costs of Stay should:

cover only actual travel costs (including visa fee and related obligatory insurance, travel insurance and cancellation costs if justified)

cover the daily allowance: the ceilings per person (per day/week) indicated at point 4.3.3 of the Guidelines must be respected

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University of Zagreb Faculty of Agriculture Svetosimunska street 25, 10000 Zagreb, Croatia

Contact: [email protected]

II. Travel costs and costs of stay – StaffDURATION COST OF STAY FOR

INTERNATIONAL MOBILITY OR WITHIN AND EU COUNTRY

COST OF STAY FOR PARTNER COUNTRY STAFF WITHIN THEIR OWN COUNTRY

1 day 150 1002 days 292 1903 days 434 2804 days 576 3705 days 718 4606 days 860 5501 week 1.000 640

DAILY ALLOWANCES- COVER ALL HOTEL EXPENCES, LOCAL TRAVEL, FOOD

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University of Zagreb Faculty of Agriculture Svetosimunska street 25, 10000 Zagreb, Croatia

Contact: [email protected]

II. Travel costs and costs of stay – StudentsTo cover the costs of travel and subsistence allowances of students for mobilities mainly linked to:

• study periods abroad• practical placements in an enterprise• intensive courses for Partner Country students• participation of student representatives in management

coordination meetings & Quality Control

Purpose

Contractual rules

The budget for Travel Costs and Costs of Stay should :

cover only actual travel costs (including visa fee and related obligatory insurance, travel insurance and cancellation costs if justified)

cover an allowance for subsistence / accommodation / local transport and personal insurance: the ceiling per month and per person indicated at point 4.4.3 of the Guidelines must be respected.

The duration of student mobilities should be minimum 2 weeks and maximum 3 months.

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University of Zagreb Faculty of Agriculture Svetosimunska street 25, 10000 Zagreb, Croatia

Contact: [email protected]

Activity Direction Duration

Study period * EU PC PC PC and EU

Min 2 weeks / Max 3 months

Practical placement EU PCPC EU and PC

Min 1 month / Max 3 months

Intensive course * (postgraduate level) PC EU and PC Min 2 weeks / Max 3 months

Student representatives from PC and EU in coordination &

QC meet. ALL (PC and EU)shorter durations acceptable,

daily rates @ staff level

II. Travel costs/Students: eligible activities and mobility directions

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Supportingdocuments

The beneficiary shall retain with project accounts:

a SIGNED & filled-in Individual Mobility Report for each mobility using the standard form (Guidelines/Annex 2)

readable copies of travel tickets, invoices, boarding passes, receipts, etc.

The beneficiary is not requested to send any supporting documents with the Final report.

II. Travel costs and costs of stay Point 4. Guidelines for the use of the grant

University of Zagreb Faculty of Agriculture Svetosimunska street 25, 10000 Zagreb, Croatia

Contact: [email protected]

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45

III. EquipmentPoint 5. Guidelines for the use of the grant

To cover the costs of equipment directly relevant to the project’s objectives such as: • IT equipment (hardware and software) including costs for

installing internet connection and laboratory supply (teaching purposes)

• books, e-books, publications• access to database • equipment insurance/ transport/ installation, maintenance of

equipment

Prior authorisation required for hire of equipmentThe equipment must:• be exclusively for PC Higher Education Institutions (HEIs)

included in the partnership (JP)• be exclusively for PC HEIs /institutions/organisations included

in the partnership (SM) Not public administration!• be recorded in the inventory of the institution where it is

installed• comply with the rule of origin

Total expenses for equipment cannot exceed the 30% ceiling (plus 10% of flexibility). Co-financing is also subject to the 30% ceiling.

Deductible VAT is not eligible.

Purpose

Contractual rules

University of Zagreb Faculty of Agriculture Svetosimunska street 25, 10000 Zagreb, Croatia

Contact: [email protected]

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46

Supportingdocuments

The beneficiary shall retain with project accounts:

All invoices for all equipment declared costs

Proofs of tendering procedure (min. 3 quotations) for purchases above EUR 25,000

Certificate of origin for equipment of a unit cost above EUR 5,000

Proof that VAT is not deductible (if VAT exemption is not obtained and VAT costs are charged to the project budget)

The Beneficiary shall provide with the final report:

Readable copies of invoices if the purchase is above EUR 25,000.

Names of the firms consulted (min. 3) have to be indicated in the Financial statement of the final report.

III. EquipmentPoint 5. Guidelines for the use of the grant

University of Zagreb Faculty of Agriculture Svetosimunska street 25, 10000 Zagreb, Croatia

Contact: [email protected]

Page 47: Prof.  Renata Bažok,  Ph.D . University of  Zagreb  Faculty of Agriculture

47

III. Equipment to be purchasedPoint 5. Guidelines for the use of the grant

University of Zagreb Faculty of Agriculture Svetosimunska street 25, 10000 Zagreb, Croatia

Contact: [email protected]

PARTNERSUNKO,AUT, SVEMO, UNSA, UP, UoM

TYPE OF THE EQUIPMENT

PIECES PREDICTED UNIT PRICE

TOTAL AMOUNT/PARTNER

TOTAL AMOUNT PER COUNTRY

Personal computer

10 1.000,00 10.000,00 16.800,00

LCD projector 2 600,00 1.200,00

Scanner 2 400,00 800,00

Network color printer

2 900,00 1.800,00

Smart board 1 3.000,00 3.000,00

TOTAL 100.800,00

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III. Equipment purchase rules

University of Zagreb Faculty of Agriculture Svetosimunska street 25, 10000 Zagreb, Croatia

Contact: [email protected]

EQUIPMENT SHALL BE PURCHASED AT COUNTRY LEVEL; IF TWO PARTNERS FROM COUNTRY- ONE HAS TO TAKE OVER THIS DUTY ALL PURCHASE SHALL BE EXCLUDED FROM VAT;

NOMINATE THE PERSON WHO WILL BE RESPONSIBILE AT PARTNER COUNTRY

• CONFIRMATION LETTER

GET ALL THE DOCUMENTS RELLATING THE VAT EXCLUSION

• CARRY OUT PURCHASE PROCEDURE ACCORDING TO NATIONAL LOW

CHOOSE THE PROPER PRODUCTS AND GET THE CERTIFICATE OF ORIGINGET APPROVAL FROM PM

• PURCHASE• INVOICE WILL BE PAID BY

GRANT HOLDER

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Tendering ProcedureArt. I.10.1 Grant Agreement + Guidelines for the use of the grant

The beneficiary shall apply the tendering procedure for the purchase of any kind of goods or services

WHENEVER the amount of the purchase or sub-contract is above the threshold of EUR 25,000

To be sent with the Final Report: copy of the invoice (+ sub-contract for services)

To be listed in the final financial statement of the Final Report: Names of the providers consulted (min. 3)

To be retained with the project accounts: proof of awarding procedure (at least 3 quotations)

The purchase cannot be split into smaller contracts withindividual amounts lower than the threshold

The selection criterion for the offers should be the best value for money

University of Zagreb Faculty of Agriculture Svetosimunska street 25, 10000 Zagreb, Croatia

Contact: [email protected]

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50

All equipment purchased by the project shall comply with the rule of origin and shall therefore originate from any EU Member State or from an eligible country (as defined in the relevant EU Regulations).

Rule of originArt. I.10.1 Grant Agreement + Guidelines for the use of the grantFAQ No. 51

A certificate of origin shall be kept with the project accounts for any equipment item of a unit cost above EUR 5,000.

Certificate of origin: document made out by the competent authorities of the country of origin of the equipment (such as Chamber of Commerce) – it is to be asked to the supplier.

University of Zagreb Faculty of Agriculture Svetosimunska street 25, 10000 Zagreb, Croatia

Contact: [email protected]

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51

Member States of the European Union + Norway, Iceland and Liechtenstein In general, any other Tempus partner country from the region(s) represented in the

partnership (be it Southern Mediterranean & Eastern Europe countries, Western Balkans or Central Asia)

In particular, for projects involving the Western Balkans, Southern Mediterranean & Eastern Europe countries are eligible as well (and vice versa).

For projects involving Central Asia, many countries from Latin America, Asia (including China), the Middle-East and South Africa are also eligible + the least developed countries (as specified by OECD/DAC)

For each geographic region, specific provisions apply. However, the following general indications can be given as regards eligible countries :

Rule of originArt. I.10.1 Grant Agreement + Guidelines for the use of the grantFAQ No. 51

University of Zagreb Faculty of Agriculture Svetosimunska street 25, 10000 Zagreb, Croatia

Contact: [email protected]

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52

Countries represented in the partnership

Eligible countries for the rule of origin

Western Balkans Western Balkans, Southern Mediterranean

and Eastern European Countries*

EU Member States + Norway,

Liechtenstein, Iceland

Southern Mediterranean and/or Eastern European Countries

Central AsiaCentral Asia + Asia, Middle East, Latin America, South

Africa**

* Plus Turkey and the former Yugoslav Republic of Macedonia** Plus Least Developed Countries (OECD/DAC)

Rule of originArt. I.10.1 Grant Agreement + Guidelines for the use of the grant + FAQ No. 51

University of Zagreb Faculty of Agriculture Svetosimunska street 25, 10000 Zagreb, Croatia

Contact: [email protected]

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53

University of Zagreb Faculty of Agriculture Svetosimunska street 25, 10000 Zagreb, Croatia

Contact: [email protected]

AD- 5 Reporting

Employement contract Time sheets conventions for staff staf cost, Salary slips proof of payment – every three months (copies)

Every three months

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54

University of Zagreb Faculty of Agriculture Svetosimunska street 25, 10000 Zagreb, Croatia

Contact: [email protected]

AD- 5 Reporting

Other documents

According project plan

Page 56: Prof.  Renata Bažok,  Ph.D . University of  Zagreb  Faculty of Agriculture

Next meeting Sarajevo March

2015

AD- 7 Next meeting

Page 57: Prof.  Renata Bažok,  Ph.D . University of  Zagreb  Faculty of Agriculture

University of Zagreb Faculty of Agriculture Svetosimunska street 25, 10000 Zagreb, Croatia

Contact: [email protected]

Thank you for your attention!!!