Financial Overview and Reporting for SCM Meeting
This document outlines the financial aspects of the IMPALA SCM Meeting held on 25th-26th of June 2018. It covers details such as unit costs, partner institution financial balances, reporting documents, travel and stay costs, and decision-making processes for further financing based on financial balances. The information provided includes calculations, reporting requirements, and specific cost breakdowns for individual activities and participants.
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IMPALA SCM Meeting 25th-26th of June 2018
Overview Finances Partners : a document for each partner institution that shows the financial balance based upon the activities performed, reporting documents submitted and pending (unit costs: travel, stay and staff) Financial Balance Partner Institution 2 calculations: Costs Calculated = the unit costs that will be reported to the EACEA Costs Acquired by Partner University = the unit costs that will be transferred to the partner institution, based upon reporting documents submitted Balance (total amount of the instalments received minus the amount acquired by institution) decides whether further financing is required
Unit costs: not real costs Travel Costs: based upon a one-way linear travel from point A (home institution) to point B (host institution) Distance calculator: http://ec.europa.eu/programmes/erasmus- plus/resources/distance-calculator_en Distance determines unit cost: Travel Costs and Costs of Stay Costs of Stay: based upon travel time to get from point A to B and back + number of overnight stays
Costs Calculated Reporting Documents Acquired by Partner University Steering Committee Meetings Name of Staff Member Costs of Stay Calculated Travel Costs Calculated Total Calculated Individual Travel Report Copy Flight Ticket/Board ing Pass Copy Accommoda tion Invoice Costs of Stay Acquired Travel Costs Acquired Total Acquired SCM Bologna Jun 2018 Annelien Dewinter
Costs Calculated Reporting Documents Acquired by Partner University Steering Committee Meetings Name of Staff Member Costs of Stay Calculated Travel Costs Calculated Total Calculated Individual Travel Report Copy Flight Ticket/Board ing Pass Copy Accommoda tion Invoice Costs of Stay Acquired Travel Costs Acquired Total Acquired SCM Bologna Jun 2018 Annelien Dewinter 480 275 755 909 km 275 4 days x 120 Unit costs that will be reported to the EACEA
Costs Calculated Reporting Documents Acquired by Partner University Steering Committee Meetings Name of Staff Member Costs of Stay Calculated Travel Costs Calculated Total Calculated Individual Travel Report Copy Flight Ticket/Board ing Pass Copy Accommoda tion Invoice Costs of Stay Acquired Travel Costs Acquired Total Acquired SCM Bologna Jun 2018 Annelien Dewinter 480 275 755 x x x
Costs Calculated Reporting Documents Acquired by Partner University Steering Committee Meetings Name of Staff Member Costs of Stay Calculated Travel Costs Calculated Total Calculated Individual Travel Report Copy Flight Ticket/Board ing Pass Copy Accommoda tion Invoice Costs of Stay Acquired Travel Costs Acquired Total Acquired SCM Bologna Jun 2018 Annelien Dewinter 480 275 755 x x x 480 275 755 Amount that will be transferred to partner institution (in separate instalments)
Costs Calculated Reporting Documents Acquired by Partner University Steering Committee Meetings Name of Staff Member Costs of Stay Calculated Travel Costs Calculated Total Calculated Individual Travel Report Copy Flight Ticket/Board ing Pass Copy Accommoda tion Invoice Costs of Stay Acquired Travel Costs Acquired Total Acquired SCM Bologna Jun 2018 Annelien Dewinter 480 275 755 x x x 480 275 755 SCM Bologna Inge Caenen 480 275 755 x x x 480 275 755 Finances Jun 2018 SCM Bologna Jun 2018 Piet Van Hove 360 275 635 x x x 360 275 635 SCM Graz Jun 2018 Annelien Dewinter 360 275 635 x x x 360 275 635 SCM Graz Jun 2018 Piet Van Hove 360 275 635 x x x 360 275 635
For some activities, the accommodation invoice was paid by the coordinator. This means that for the partner institutions, the costs of stay will be reflected in the Costs Calculated (i.e. reported to EACEA) but will not be reflected in Acquired (i.e. not be transferred to partner institution) E.g. Training Week hotel for trainees (Double Tree), COIL workshop + SCM hotel (Quality Hotel Antwerp), etc. Travel and Costs of Stay For some activities, the coordinator kept one unit cost of stay ( 120) to cover the dinners and other extra costs related to the organization of the event. However, the amount acquired by the partner never goes below the amount based upon the total number of overnight stays. E.g. One staff member attending the Training Week in Cape Town has to travel for 2 days and has 4 overnight stays in the hotel: Costs of Stay Calculated = 6 unit costs of stay Costs of Stay Acquired = 5 unit costs of stay transferred to partner
Guidelines for the use of the Grant p.30-35 + Annex 1 Travel Costs and Costs of Stay https://eacea.ec.europa.eu/sites/eacea- site/files/guidelines_for_the_use_of_the_grant_- _cbhe_version_01.05.2016.pdf
Unit Costs: not real costs For each staff member with a formal contract Per staff category (based upon the nature of the task performed NOT the actual position within the institution) Overview of the number of days worked per work package Staff Costs Guidelines for the use of the Grant p.28-30 + Annex 1 https://eacea.ec.europa.eu/sites/eacea- site/files/guidelines_for_the_use_of_the_grant_- _cbhe_version_01.05.2016.pdf
Costs Calculated Reporting Documents Acquired by Partner University Name of Staff Member Staff Category Work Package Number of Days Total Time Sheet Total days on Time Sheet Joint Declaration Total Acquired Manager Preparation 5 1400 5 days x 280 Annelien Dewinter
Costs Calculated Reporting Documents Acquired by Partner University Name of Staff Member Staff Category Work Package Number of Days Total Time Sheet Total days on Time Sheet Joint Declaration Total Acquired Manager Preparation 5 1400 Manager Management 35 9800 The nature and goal of the task performed determine the Work Package e.g. Attending KOM: Preparation e.g. Attending SCM: Management e.g. Attending Training Week: Development Annelien Dewinter
Costs Calculated Reporting Documents Acquired by Partner University Name of Staff Member Staff Category Work Package Number of Days Total Timesheet Total days on Timesheet Joint Declaration Total Acquired Manager Preparation 5 1400 1400 x 40 x Manager Management 35 9800 9800 One timesheet for each Staff Category One Joint Declaration for each Staff Category Annelien Dewinter
Costs Calculated Reporting Documents Acquired by Partner University Name of Staff Member Staff Category Work Package Number of Days Total Time Sheet Total days on Time Sheet Joint Declaration Total Acquired Manager Preparation 5 1400 1400 x 40 x 3 different timesheets and joint declarations (per staff category!) Manager Management 35 9800 9800 Annelien Dewinter Teacher/Trainer/ Researcher Development 3 642 642 x 3 x Administrative Preparation 3 393 393 x 18 x Administrative Management 15 1965 1965
In preparation of the Final Report, the coordinator will make a suggestion for the amount of staff costs that can be claimed. For each staff member that took part in an activity: how many days, in which staff category, in which work package Inform the coordinator if you wish to include other staff members who co- contributed to IMPALA but who are not included in the list. If proof of contribution can be delivered, staff costs can be claimed. If an institution fails to deliver the timesheets or joint declarations of a staff member before the agreed deadline, no costs can be claimed for that person. Staff Costs IMPORTANT: for each staff member that the institution wants to claim costs (staff, travel or costs of stay), that staff member needs to be an official employee of the institution! (no interns) Each partner institution should be able to provide the EACEA/auditor with an employment contract when requested. This is the responsibility of the institution. Should the EACEA/auditor request an employment contract and the institution fails to deliver, the institution will be held responsible (financially)
Partner Institution 1st instalment 2nd instalment 3rd instalment Total Acquired Unit Costs (based upon reporting documents submitted) Total Received UGraz 18.536,20 18.536,00 18.536,40 55.608,60 UNIBO 17.562,20 17.562,20 17.562,20 52.686,60 UN 13.862,20 13.862,20 ACA 10.952,00 10.952,00 21.904,00 CPUT 17.655,00 17.655,00 35.310,00 UL 19.697,00 19.697,00 19.697,00 59.091,00 UFH 19.697,00 9.848,50 29.545,50 UNIVEN 19.913,00 19.913,00 19.913,00 59.739,00
Partner Institution 1st instalment 2nd instalment 3rd instalment Total Acquired Unit Costs (based upon reporting documents submitted) Total Received UGraz 18.536,20 18.536,00 18.536,40 52.606,00 55.608,60 UNIBO 17.562,20 17.562,20 17.562,20 37.440,00 52.686,60 UN 13.862,20 4.260,00 13.862,20 ACA 10.952,00 10.952,00 17.355,00 21.904,00 CPUT 17.655,00 17.655,00 27.999,00 35.310,00 UL 19.697,00 19.697,00 19.697,00 37.309,00 59.091,00 UFH 19.697,00 9.848,50 23.928,00 29.545,50 UNIVEN 19.913,00 19.913,00 19.913,00 40.960,00 59.739,00
All reporting documents (ITR, copy of e-tickets, copy of accommodation invoice, timesheets, joint declarations) of all activities up until now (including SCM Bologna): 1st of September, 2018 Reporting Deadlines The coordinator will inform the SCM members on the missing documents and will send the templates corresponding to each activity. First focus on the reporting documents connected to the travels. Once this has been done, the staff costs will be dealt with.
EACEA has approved our request to buy and install equipment in the third project year, provided that we speed up the process. PURCO launched and performed an official tender process in April 2018 Result: OMEGA Digital Services was selected as provider Equipment Each SA partner university has received the amount to pay for the equipment (exclusive of VAT) Each SA partner university is now in the process of sending out purchase orders to OMEGA. Any updates?
Project end date: 14 December 2018 No expenses allowed after project end date Audit needs to be performed between project end date and the deadline of the final report (probably January 2019: SA colleagues available?) Final Report Final report due (EACEA deadline): 14 February 2019 Deadline for all partner institutions to submit all missing reporting documents: 4 December 2018
