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Gina
- Reporting deadlines- Visibility- Web based reporting- Communication with whom?- Communication through lists
Reporting deadlines
Work plans Financial plan Matching fund plans First ones with the contract
First simplified narrative report September 15 First yearly narrative report January 15 First yearly financial report January 31
Visibility
EU logo flag Text of EU distances itself from the contents of
our project Our project logo All materials (film, video, foto, text, web) Press releases: only on electronic version! Also on street banners! Or not at the banner but
at the leaflets used during demonstration
Web based reporting
We collect We publish Everybody can see everybody's plans and
report
Manuals, instructions, requirements etc will be uploaded to the hidden websitepage
The updated info is always available
Communication with whom? Will be on the project contact page of website Gina
Changes Deadlines
Elvira Finance Reports Plans
Adrian Contents
Communication through lists [ffe]
National partners will be subscribed Main contact persons And their substitutes Everybody can do postings General information exchange
[ffe-eu] Administrative and organisational information
Budget overview
You get to see the old (!) data at the time of the application
We will send you per email: The updated overview The whole budget The whole application A longer summary for fundraising and other
purposes
Zero cofunding obligation
We ask you to also provide a co-funding plan It is not a contract requirement We're in this together now Plus a matter of capacity training AND It will be a lot of fun
Changing activities
Very minor changes within main budget heading total < 10% We report to Alfredo
Minor changes: we propose to Alfredo f.i. changing the year of the activity
Big changes: Big changes that we like: we beg Alfredo Big changes that we don't like Big changes that we don't dare to ask Alfredo
Omitting activities?
Anne cannot do the activity on Research into the role of French banks
She wants to reallocate the money to publication or other activities within the same main heading
Budget cuts are the wrong strategy You want budget, you need to spend We offer you an alternative set of activities
We change main activity
With consequences for all national budgets F.i. We skip Speaker tour Asia We introduce Joint Project Launch Big change so we beg Alfredo
Changes in matching funds
Communicate all the time Contact the 24/7 co funding helpdeks hotline Propose not report
Accounting for staff
Bank slip with bank payment to employee Salary slip
Social securities Employers and employees taxes Sick leave insurance, etc
Monthly time sheet with two signatures Spent hours per day %work time dedicated to the project We try to create a web form / web report system
Change in staff budget
In principle impossible Unless:
You provide the project extra co-funding With the exact same activities (as in the original
application) No other and no more activities But with extra budget for staff costs
Changes in staff rates
Very minor change Jaanus' salary is higher than in application Jaanus works 9 months not 12 months on the
project in 2008 No problem if: Total amount of budget for staff costs keeps the
same You just change the tariff, or the number of months,
or the time%, but it adds up to the original budget
Changes in staff employees
Lenka is also working on the project Not only Katka No problem if: They perform the same role as in the original
application So both perform the role of coordinating the
Czech national activities Changes in role, f.i. communication tasks, is not
possible
Too little capacity We have a lot of activities in the original
application But not enough budget for staff time to organise
these activities This is valid for all partners Solutions:
Reduce time effort, output and quality Extra cofunding applications Changes between partners
Cooperation with other NGO's
That are not taking part in the project Andrej makes a leaflet together with other
Slovak Klub Three logo's on leaflet
FoE Slovakia: Cepta EU Other Slovak Klub
Only acceptable if Slovak Klub co-funds this activity and if CEPTA pays total expenses
Car travel expenses
Maria is driving the Latin American speaker's around from Katowice to Szczecin and back in her own Polski Fiat
Maria is using Polish law and Polish tariffs on car travel kilometer allowances
And uses own reimbursement forms of PKE This fits in budget line for national Speaker tour
costs