“RACCE”Raising earthquake Awareness and
Copping Children’s Emotions:
Management and Financial Issues
NATURAL HISTORY MUSEUM – UNIV. OF CRETE (NHMC)
Project co funded by the DG Environment of the EU Grant Agreement No. 070401/2010/579066/SUB/C4
Main budget categories
DIRECT COSTSDIRECT COSTSStaff costsStaff costsTravel & SubsistenceTravel & SubsistenceSub-contractSub-contractEquipmentEquipmentOther costsOther costs
INDIRECT COSTS INDIRECT COSTS
Project co funded by the DG Environment of the EU Grant Agreement No. 070401/2010/579066/SUB/C4
Directly linked Directly linked and necessary for projectand necessary for project
Reasonable Reasonable and comply with principles of sound and comply with principles of sound financial management (“value for money”)financial management (“value for money”)
CompliantCompliant with applicable tax and social legislation with applicable tax and social legislation
Actually Actually incurredincurred during during lifetime of actionlifetime of action
FunctioningFunctioning to financial and analytical to financial and analytical accounting accounting systemsystem in each country in each country
Without Without any profit any profit
Eligible Costs
Raising earthquake Awareness and Copping Children’s Emotions
Project co funded by the DG Environment of the EU Grant Agreement No. 070401/2010/579066/SUB/C4
Staff costs:Staff costs:
• Calculated on the basis of the actual gross salary or Calculated on the basis of the actual gross salary or
wages plus obligatory social charges and any other wages plus obligatory social charges and any other
statutory costsstatutory costs
• Time spent for the project must be recorded on a Time spent for the project must be recorded on a
daily basis by means of daily basis by means of time sheettime sheet
• Own contribution –Overtime workOwn contribution –Overtime work
Raising earthquake Awareness and Copping Children’s Emotions
Project co funded by the DG Environment of the EU Grant Agreement No. 070401/2010/579066/SUB/C4
Keep Time Sheets (a model will be supplied by CO) to report staff cost per month and person. Should be sent to CO and originals kept by the partner for the case of request by EU
We strongly recommend to keep daily diary with the works of the project
Staff changes are acceptable. Except for contracting staff all other changes should officially be reported to CO
Raising earthquake Awareness and Copping Children’s Emotions
Travel and SubsistenceTravel and Subsistence
DETAILS REQUIRED ON:DETAILS REQUIRED ON:
• reason/ purpose reason/ purpose
• destinations destinations
• number of personsnumber of persons
• travel coststravel costs
• subsistence costs (e.g. use of per diem)subsistence costs (e.g. use of per diem)
Project co funded by the DG Environment of the EU Grant Agreement No. 070401/2010/579066/SUB/C4
Distinction should be made between
transportation and subsidence costs:
Transportation (flight, taxi to get to the
work place, visa, travel insurances).
Concerning this, the use of cheapness
principle and the internal rules of your
organization have to be taken into
consideration
Raising earthquake Awareness and Copping Children’s Emotions
For the justification documents
(reimbursement based on kilometers, or
single expense accounts) it is necessary
that you are able to present the related
supporting documents. Supply copies
to CO with summary in English (as in all
categories)
Project co funded by the DG Environment of the EU Grant Agreement No. 070401/2010/579066/SUB/C4
Subsistence costs: they are referred to all the expenses of board, lodging and local transportation in the city of work where one stays for at least one night (if there is no overnight stay, these costs are subject to 50 % reduction)
there is a table of reference given by the Commission, that defines the maximum amounts for hotel and allowance (and that is advisable not to exceed with the justification documents)
Raising earthquake Awareness and Copping Children’s Emotions
EquipmentEquipment
• Relating to durable goods, clear description Relating to durable goods, clear description
of item required of item required
• Full estimated purchase costFull estimated purchase cost
• Participants shall apply Participants shall apply internal rules internal rules toto
calculate the eligible calculate the eligible depreciationdepreciation raterate
Sub-contracting Sub-contracting External assistanceExternal assistance
• Relate to purchase of services, Relate to purchase of services, notnot of goods of goods
• Necessary to make Necessary to make contractscontracts (a model will (a model will
be provided by CO)be provided by CO)
Other direct costsOther direct costs
other other directdirect costs not falling within another costs not falling within another
defined cost categorydefined cost category
((Except consumables (e.g. photocopies), Except consumables (e.g. photocopies),
bank guaranteesbank guarantees))
Indirect costs (overheads) (7%Indirect costs (overheads) (7% of total of total
amount of eligible amount of eligible direct direct costs)costs)
Costs that cannot be directly and exclusivelyCosts that cannot be directly and exclusively
attributed to the project, e.g.attributed to the project, e.g.
• communication costscommunication costs
• costs linked with buildingscosts linked with buildings
• administrative costs administrative costs
Project co funded by the DG Environment of the EU Grant Agreement No. 070401/2010/579066/SUB/C4
Refer to communication costs (telephone, mailing), costs linked with buildings (rent, heating, electricity, cleaning), administrative costs (office equipment, stationery, secretarial costs, photocopies)
These costs don't need to be justified with supporting documentation, but they must be identifiable and justifiable in the accounting system of the partner organization
Raising earthquake Awareness and Copping Children’s Emotions
Project co funded by the DG Environment of the EU Grant Agreement No. 070401/2010/579066/SUB/C4
Not foreseen in the ProjectNot foreseen in the Project
Excessive expenditure: lodging in luxury hotels, Excessive expenditure: lodging in luxury hotels,
business class ticketsbusiness class tickets
Interest chargesInterest charges
Provision on lossesProvision on losses
VAT (exception if the participant cannot recover VAT (exception if the participant cannot recover
the VAT paid under the project. Proof to be the VAT paid under the project. Proof to be
delivered)delivered)
Non Eligible Costs
Raising earthquake Awareness and Copping Children’s Emotions
Management of budget
First installment (40%): March 2011First installment (40%): March 2011Second installment (20%): beginning of Second installment (20%): beginning of
20122012Last installment (40%): after the end of the Last installment (40%): after the end of the
projectproject In order to close the project there is the In order to close the project there is the
need of need of prepaid invoices prepaid invoices by each partnerby each partner