creative europe - culture · 2018-10-08 · 1. costs directly linked to the implementation of...
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Financial workshop
Creative Europe - Culture 10 October 2018
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OBJECTIVES of workshop
• Awareness and clarification about key financial issues
• Recommendations on the financial management
• Preparation of the Final Financial Statement
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Important reference documents
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• Guidelines and Call for Proposal
• Your application
• Grant Agreement + annexes
• Guidance notes on the Report of Factual Findings on the Final Financial Report
• Other documents in the 2018 Beneficiary Space
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EACEA payment path
• Signature of Grant Agreement Advance payment
• Submission of Interim Report (if required)
Further pre-financing (with bank guarantee if required)
Interim payment
• Submission of Final Report Final payment
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Category of costs
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1. Costs directly linked to the implementation of project activities
2. Communication, promotion and disemmination costs
3. Travel and subsistence costs
4. Staff costs
5. Indirect costs
• In the Final Financial Report keep the costs in the same category as it was agreed in the budget
• IF a category increases +10% of total eligible costs
Official Financial amendement needed
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Staff costs
Documentation to support staff costs
– Employment contract / appointing act
– Assigment to the action
– Timesheets
– Monthly salary slip
– Proof of payment to social security and other taxes
– Methodology of calculation of daily rate
– Proof of payment
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Staff costs
Which costs are eligible? Actual salaries + social security contributions and other statutory costs included in the remuneration
Calculate the daily cost per employee Normally 220-240 days/year or 20-22 days/month
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Education and Culture
Third country costs
• Third country = a country not participating in the Creative Europe Programme
• Third country costs = costs related to:
– Natural persons citizen of a third country
– Organisations based in a third country
– Activities taken place in a third country
• Maximum 30% of total eligible budget
• No amendment needed if activities foreseen in work programme
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Third party costs
Reimbursement through Global invoice
– detail of activities / services carried out
– copy of each individual invoice
– proof of payment
– If financial contribution from third party
Total cost in expenditure and
Contribution part in income (eReport)
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Global invoices
Mainly for reimbursement of third party costs:
– detail of activities / services carried out
– copy of each individual invoice
– proof of payment
– If financial contribution from third party
Total cost in expenditure and
Contribution part in income (eReport)
This concerns partially to Platforms
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Subcontracting
• Is 'any service provided, in return for payment, by an external body, organisation or individual to the beneficiaries'
• For supporting activities only!
Beneficiaries remain legally & financially responsible for actions
• Tendering procedures follow national rules regarding
procurement
• Amount > 60.000,00 € = tendering procedure documented.
• Avoid conflict of interest!
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Tips to fill in the Financial Statement
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Overview – Financial statement
• Fill in bleu cells:
Data's regarding the project
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Overview – Financial statement
• Fill in bleu cells:
Estimated budget (= last budget amendment)
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Overview – Financial statement
• Fill in bleu cells:
Estimated budget (= last budget amendment)
Actual budget = total per category = eReport
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Overview – Financial statement
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• Fill in bleu cells:
Exchange rates
"…applicable on the first month of the eligibility period specified in Article I.2.2."
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Expenses encoding
• Encode your cost were it was foressen in your budget
• Foresee an activity for management only
Staff costs (item 4.1)
Indirect costs
No need to request an amendment to add an activity if not foreseen initially
• Action dates within eligibility period
• Copy & Paste of lines is possible between files with same format
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Expenses encoding
• Per chapter
• Refer to which activity the costs has(have) been incurred
• All cells must be completed
– Consequences if not:
Analysis stopped by the Agency
Additional information requested by the Agency
Payment delay stopped
More time to be receive balance payment
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Expenses encoding
• Ref. of supporting document(s) / invoice(s)
Possibility to regroup costs per activity IF:
– SAME currency
– SAME supplier (not applicable to travel & subsistence costs)
– SAME destination regarding travel & subsistence costs
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Checks
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Check out during project life
• Do I need to submit…
–A financial guarantee
–An interim report
–An audit report… type I or type II
–The tendering procedure
–A financial amendment
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Check out before submitting the Final Report
• Do I have…
–All supporting documents
–Proves of payment
–Applied the correct exchange rate
–Used the correct format
–Documents signed
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Commercial Products on Project
Management: Bill Storage?
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Any question?
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