Prof. Renata Bažok, Ph.D . University of Zagreb Faculty of Agriculture
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Transcript of 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
Funded by the European Union
University of Zagreb Faculty of Agriculture Svetosimunska street 25, 10000 Zagreb, Croatia
Contact: [email protected]
Partner institution Project coordinator e-mailUNIZG
Renata Bažok [email protected] UNIOS
Sonja Marić [email protected] BOKU
Marija Zanubović [email protected] UHOH
Jochem Gieraths [email protected] UL
Marija Klopčić [email protected] UNKO
Ilir Niçko [email protected]
Perparim Laze [email protected] SVEMO
Zrinka Knezović [email protected] UNSA
Nedžad Karić [email protected] UP
Bedri Dragusha [email protected] UoM
Nedjeljko Latinović [email protected] AZVO
Mina Đorđević [email protected]
Snježana Španjol [email protected], [email protected] CAS
Aleksandar Horvatić [email protected]
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]
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
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;
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.
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;
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.
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.
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.
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
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.
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).
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
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
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
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
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
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
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
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]
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
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
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
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
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???
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
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
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
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
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)
32
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
33
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]
34
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
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
36
University of Zagreb Faculty of Agriculture Svetosimunska street 25, 10000 Zagreb, Croatia
Contact: [email protected]
37
University of Zagreb Faculty of Agriculture Svetosimunska street 25, 10000 Zagreb, Croatia
Contact: [email protected]
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;
39
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
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
41
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
42
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.
43
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
44
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]
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]
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]
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
48
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
49
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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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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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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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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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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University of Zagreb Faculty of Agriculture Svetosimunska street 25, 10000 Zagreb, Croatia
Contact: [email protected]
AD- 5 Reporting
Other documents
According project plan
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University of Zagreb Faculty of Agriculture Svetosimunska street 25, 10000 Zagreb, Croatia
Contact: [email protected]
AD- 6 Communication
[email protected]@[email protected]@agr.hr Through web site
Next meeting Sarajevo March
2015
AD- 7 Next meeting
University of Zagreb Faculty of Agriculture Svetosimunska street 25, 10000 Zagreb, Croatia
Contact: [email protected]
Thank you for your attention!!!