16-17 16-17 February 2012February 2012

Ente Bilaterale Ente Bilaterale del del Terziario di PerugiaTerziario di Perugia

Perugia, ItalyPerugia, Italy

- Total expenditure project € 179.374,76- Contribution € 143.499,81

The Agreement n. VS 2011/0435The Agreement n. VS 2011/0435between E.B.T. and between E.B.T. and

European Commission European Commission (DG. Employment, social Affairs and Inclusion) (DG. Employment, social Affairs and Inclusion)

was signed in 1st December 2011

It foresees: It foresees:

Duration of the project:

12 months

Period of eligibility of costs:

from 22 Nov.2011 to 21 Nov. 2012

Sub-contracts signed Sub-contracts signed between E.B.T. and the between E.B.T. and the

Partners arePartners are

Duration of the project 12 mths

under the Agreement signed with the E.C.

Period of costs eligibility

22/11/2011 – 21/11/2012

Financing/Co-financingFinancing/Co-financing

◄ Total expenditure to be committed by each Partner

◄ Contribution for each Partner

◄Co-financing of the Partner

◄ Payments of the contribution only only after the after the sending of the required DOCUMENTATION sending of the required DOCUMENTATION (outputs/results, supporting documents of expenditures, list of participants to conferences and meetings with original signatures, and any other documents required) and the and the APPROVAL by the E.C. of:APPROVAL by the E.C. of:

◄ PROGRESS REPORT PROGRESS REPORT

◄ FINAL TECHNICAL IMPLEMENTATION REPORT FINAL TECHNICAL IMPLEMENTATION REPORT and FINANCIAL STATEMENTand FINANCIAL STATEMENT

Sub-contract foresees:

PaymentsPayments

1st payment 40%40%

of the contribution of the contribution for each partnerfor each partner

2nd payment

Final payment

30%30% of the contribution of the contribution

for each partnerfor each partner

30% 30% of the contribution of the contribution

for each partnerfor each partner

The 1th pre-financing The 1th pre-financing paymentpayment

After the signing of the sub-contract

The 2th paymentThe 2th paymentwill be paid:will be paid:

after the transfer to the E.B.T’s bank account and

AFTERthe submission of the required documentation

for the PROGRESS REPORT

WE must SPEND ALMOST THE 70% of the I TRANCHE OF PAYMENT RECEIVED .

THE PROGRESS REPORT MUST BE APPROVED BY THE E.C. in terms of activities/results of the project, state-of-the-art, reporting costs, etc…

The final paymentThe final paymentwill be paid:will be paid:

Send the supporting documents of all costs and the Final activities/results of the project achieved

THE FINAL REPORT MUST BE APPROVED by the E.C.

after the transfer to the E.B.T.’s bank account and

AFTERthe submission of the required documentation

for the FINAL REPORT

Sub-contract Sub-contract ReportsReports

It will foresee the reporting proceduresreporting procedures

for the submission of the required

documentation for the PROGRESS

REPORT and the FINAL REPORT

1 June 2012

PROGRESS PROGRESS REPORTREPORT

20 Dec. 2012

FINAL FINAL REPORTREPORT

Timesheet Timesheet (working days of staff) (working days of staff) Report costs Report costs (staff, travel, services,etc…, of (staff, travel, services,etc…, of

your budget approved)your budget approved) Copies of expenditures Copies of expenditures (tickets,invoices, (tickets,invoices,

receipts, contracts, etc..)receipts, contracts, etc..) List of participants to meetings with List of participants to meetings with

ORIGINALORIGINAL signatures signatures copy of Products/results copy of Products/results (in progress; and (in progress; and

final) final) of the project’s activities translated in of the project’s activities translated in the the different languages different languages foreseenforeseen

Any other documentation requestedAny other documentation requested

To fill in by each person involved in the project

It must comprehend the overall time worked by the staff (not just the time spent on this project) It must be signed, dated and validated by

the employer

Declare these costs per trip per person

Each item declared must be supported by documents (tickets, invoices, hotel, taxi receipts, etc…).About flight costs, please keep your boarding card (the ticket without boarding card will not be remboursed!!)

Specify the description of costs with reference to your budget:Information dissemination TranslationsReproductions and publications Interpretations External expertise

Invoices must be provided

Invoices must be provided

ELIGIBLE COSTS:ELIGIBLE COSTS:TO BE ELIGIBLE COSTS must be:

- connected to the project- generated during the period of eligibility (22nov.2011 to 21 nov.2012)

- generated by the Organization partners- proved by supporting documents, as invoices, receipts, etc…, or other

accounting document of equivalent value

NO eligible costs:o VAT unless the partner can prove that it is unable to recover it

(VAT paid by public bodies are NOT an eligible costs)

o Contribution in kind (voluntary work, equipment or premises made available free of charge…)

DIRECT COSTS DIRECT COSTS Staff Staff costscosts (personale)(personale)

• Staff having permanent or temporary employment contract with a partner (REAL COST: actual salary + social security charges and other statutory costs included in the ordinary remuneration)

**note that: it will be required the calculation of the daily salary for each category staff (ISCO) involved in

the project

DIRECT COSTSDIRECT COSTSTRAVEL AND SUBSISTENCE TRAVEL AND SUBSISTENCE (viaggi-(viaggi-

soggiorno)soggiorno)

Costs for servicesCosts for services

Information dissemination:Information dissemination:they refer to brochures, posters and they refer to brochures, posters and

invitations for the meetings, national invitations for the meetings, national seminars (dissemination activities) and seminars (dissemination activities) and Final Conference organized by partnersFinal Conference organized by partners

(cost distributed among partners)(cost distributed among partners)

Reproduction and publication:Reproduction and publication:they refer to publication of final products, they refer to publication of final products,

GuidelinesGuidelines

(cost distributed among partners)(cost distributed among partners)

Translations costs: Translations costs:

they refer to the they refer to the project's products as: project's products as: Best practices GuidelinesBest practices Guidelines, Report of national trends Report of national trends Instant report of the OST meeting Instant report of the OST meeting from EN to the language of the partner Country (Italian,

Spanish, Greek and Latvian).

(cost distributed among the partners (cost distributed among the partners concerned)concerned)

Documentation to provide: Documentation to provide: • invoice with the indication “Budget Heading

04.03.03.01” • payment Within the period of eligibility - 21 November 2012.

Interpretation costs: Interpretation costs: they refer to interpreters (hired locally) they refer to interpreters (hired locally) for the for the

meetings in Italy (1meetings in Italy (1stst meet.; OST), General seminar meet.; OST), General seminar in Latvia in Latvia (n.2 interpreters from Latvian to English and (n.2 interpreters from Latvian to English and

Italian for n.2 days) Italian for n.2 days) and the Final Conference in and the Final Conference in Brussels Brussels (n.2 interpreters from English to Italian and (n.2 interpreters from English to Italian and French).French).

The daily fee of an interpreter is max € 700,00 (including VAT).

Documentation to provide: Documentation to provide: • Invoice with the indication “Budget Heading 04.03.03.01” • PaymentWithin the period of eligibility - 21 Nov. 2012

Subcontracting (external expert):Subcontracting (external expert):provision services by external party in connection provision services by external party in connection

with the implementation of the action.with the implementation of the action.

Foreseen only for the Partner “Buurtsuper.Be” (BE).Foreseen only for the Partner “Buurtsuper.Be” (BE).

Documentation to provide: Documentation to provide: • Tender with other suppliers (according to the normal use

of the organization)• the contract with the subcontractor (travel costs for the

subcontractor should be included in the subcontract)• invoice • paymentWithin the period of eligibility - 21 Nov. 2012

ADMINISTRATION COSTSADMINISTRATION COSTS

Indirect costs Indirect costs (costi (costi indiretti)indiretti)

• Those costs are general administrative costs - OVERHEADS of your budget (maintenance, photocopying, mailing postage, tel. and fax costs, heating, electricity…)

• They don’t need to be justified by accounting documents

• Indirect costs are not eligible for an action where the beneficiary already receives an operating grant from EU budget during the period in question

It is advised to respect your It is advised to respect your budget approvedbudget approved

asking for modifications ONLY if strictly necessary for the running

project.

Modifications will be evaluated by Modifications will be evaluated by

E.B.T. in order to be in line with the E.B.T. in order to be in line with the

overall project and the limitations overall project and the limitations

fixed by the E.C.fixed by the E.C.

Do you have any Do you have any query???query???

We inform you that in 22 March the E.C. has organized an operative meeting where there will be the possibility to

require some clarifications about financial aspects or other on the Budget Heading Programme …

We are available to any suggestions …..

Thank you very much all of Thank you very much all of you !!!you !!!

Ente Bilaterale Ente Bilaterale del del Terziario di Terziario di

PerugiaPerugia Please for any questions or information contact:europeplan@ebtperugia.it