ERASMUS+

KA3 Support for Policy Reform

Civil Society

Cooperation Youth

Overview 1. Introduction

2. Grant management - general principles

3. Staff costs

4. Statutory meetings

5. Grant calculation

6. Amendments

7. Reporting

8. CSC Youth 2019 – call and invitation

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CSC Youth operating grants 2018

Reporting deadline:

28 February 2019

Reporting requirements are identical for all beneficiaries (both Framework Partnership Agreements (FPA) and Annual Operating

Grants (AOG))

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CSC Youth operating grants 2018

Beneficiary space on EACEA website:

https://eacea.ec.europa.eu/erasmus-plus/beneficiaries-space/civil-society-

cooperation-in-the-field-of-youth-2018_en

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Operating grants provide:

• structural support (not project activities)

• part of the costs

• 12 month period

•work plan linked to the general and specific objectives of the call

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General principles (1)

CSC operating grants are based on unit costs

Two types of unit costs only:

• Staff (unit cost per full-time equivalent (FTE))

• Statutory meetings (unit cost related to the organisation of statutory meetings)

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General principles (2)

• The grant amount is never more than the amount applied for

• The amount actually paid may be less than the amount in the grant agreement

• No amendments to the budget are possible

• No flexibility between the two types of unit costs (the grant cannot be 'switched')

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General principles (3)

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The unit cost for one FTE is € 9,356 p.a.

'Full time'

• number of hours per week – as defined in contract/employment agreement/salary slip/national legislation

• number of days per year – fixed at 220 days maximum

Staff (1)

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'Staff' Persons hired by the beneficiary organisation on the basis of:

• a labour contract,

• a contract assimilated to a labour contract

(a) the natural person works under the instructions of the beneficiary and, unless otherwise agreed with the beneficiary, in the premises of the beneficiary,

(b) the result of the work belongs to the beneficiary and

(c) the costs are not significantly different from the costs of staff performing similar tasks under an employment contract with the beneficiary.

• temporary staff recruited through a specialised agency

Staff (2)

Individuals with other contractual relationships are not eligible for the grant

This includes:

- volunteers

- trainees

- persons providing sub-contracted services (consultancy work) on the basis of an invoice

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Staff (3)

Supporting documents to be submitted with your report:

–payslips

–labour contracts

–proof of payment of salaries (bank transfers)

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Staff (4)

Calculation FTE (full-time equivalent)

Divide the total number of working days of all eligible individuals by 220 (days)

E.g. Lene working 220 days (full-time) and Misia working 110 days (50%)

330/220=1,5 FTE

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The unit cost for one statutory meeting is € 3,381 p.a.

'Statutory meetings' are meetings for which the primary order of business is management and governance

Statutory meetings (1)

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Statutory meetings:

• The applicant and at least one other member organisation must be physically present at the meeting

• Must be held in an eligible country (i.e. an Erasmus+ programme country)

• ENGOs: the meeting must be included in the articles of the statutes of the beneficiary organisation (NB - this is not applicable to EU-wide networks)

Statutory meetings (2)

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Supporting documents to be submitted with your report:

• Invitations

• Agenda

• Signed list of participants

• Minutes

Statutory meetings (3)

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Step one:

Calculating the grant in the form of reimbursement of unit costs by:

• For staff costs: multiplying the unit value per FTE by the estimated number of FTEs to be used in the year for which the grant is awarded

• For statutory meetings: multiplying the unit value per meeting by the estimated number of statutory meetings

Adding together the results of the two multiplications above.

Step two:

Limiting the grant to a maximum amount of 35.000 EUR / 50.000 EUR

No co-funding percentage to be added, it is already calculated in the unit cost!

Grant calculation

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The unit cost for staff both for ENGOs and EU-wide networks is EUR 9 356 and for statutory meetings of ENGOs and EU-wide networks is EUR 3 381.

Example of calculation:

3 FTEs x 9 356 EUR EUR 28 068

5 Statutory meetings x 3 381 EUR EUR 16 905

TOTAL EUR 44 973

Total Grant requested for Annual Operating Grant EUR 35 000

Grant calculation AOG

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The unit cost for personnel both for ENGOs and EU-wide networks is EUR 9 356 and for statutory meetings of ENGOs and EU-wide networks is EUR 3 381.

Example of calculation:

2 FTEs x 9 356 EUR EUR 18 712

10 Statutory meetings x 3 381 EUR EUR 33 810

TOTAL EUR 52 522

Total Grant requested for FPA (max EUR 50 000) EUR 50 000

Grant calculation FPA

Check the beneficiary space on the EACEA website ('contractual documents')

You can amend

- Legal representative

- Contact person

- Bank account

- Organisation contact information

You cannot amend

- Budget

- Eligibility period

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Amendments

Beneficiary space on the EACEA website contains:

• The link to the eReport on Participant Portal

• Templates for the compulsory attachments :

Grant calculator

Declaration on honour

• eReport user guide

• Information regarding eReport submission process

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Reporting 2018

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• eReport available online on the Participant Portal

• EACEA/26/2017 – click on the 'MP' tab

• ONLY accessed and edited using the email address of the project contact person (named in your application - if you need to change this, contact us)

• Submit online

• Send additional supporting documents by email, clearly indicating your contract number (2018-xxxx)

Reporting 2018

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Good to know

Some tabs are pre-loaded from the application;

Compulsory fields block the submission of the report if not filled-in;

You may preview and save your final report on computer at any time by clicking on "Report"

FPA

Name of the beneficiary

organisation:

Grant Agreement n° 2016-

Project number:

amounts in euro

Number of units Value per unit Total

Personnel 9.356,00 -

Statutory Meetings 3.381,00 -

Total cost of the project -

Total EU Grant - Pre-financing already

paid

Balance to be paid -

The calculation of the grant is based on the number of people on the payroll of the beneficiary (in full-

time equivalent (FTE) terms). This means the number of staff employed by the organisation in full-time

equivalent terms during the financial year covered by the operating grant, multiplied by the unit cost.

Staff includes all persons working for the applicant organisation (such as management, secretaries,

assistants) on the payroll, but excludes the subcontracting, the voluntary work and trainees.

One full-time equivalent (FTE) corresponds to one person employed full time by the beneficiary

organisation and who works throughout the entire financial year. One financial year corresponds to 220

days.

GRANT CALCULATOR

Call for proposals -EACEA/32/2015- Erasmus+: KA3 - Support for Policy Reform Civil

Society Cooperation in the field of Youth

Type of the grant agreement (please choose ):

Details for staff costs:Name Position Number of days Tasks

Description Venue Dates Nr of participants

Name:

Signature:

Position within the organisation:

Stamp:

Date:

Details for statutory meetings

This statement must be signed by the person authorised to enter into legally binding

commitments on behalf of the organisation (legal representative)

The undersigned certifies that the FINAL FINANCIAL STATEMENTS are true and correct

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Grant calculator 2016

Dissemination and visual identity

• The EU logo should be used on all products and visible activities to acknowledge the financial support of the EU.

• Further guidance on the Visual identity webpage of EACEA with the logo and disclaimer: https://eacea.ec.europa.eu/about-eacea/visual-identity_en

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EU funding

•Open call for proposals

• Expected publication mid-October on our website

•Deadline expected late November 2018

• Full application process (notification early 2019)

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CSC 2019 - AOGs

• Invitation to submit sent by email

•Guidelines provided

•Workplan and budget submitted online (eForm)

•Budget can change (up to ceiling of 50,000 euros)

• Let us know if there is any change in your eligiblity criteria

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CSC 2019 - FPAs

http://eacea.ec.europa.eu

EACEA-YOUTH@ec.europa.eu

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