Creative Europe - Culture · 2018-10-08 · 1. Costs directly linked to the implementation of project activities 2. Communication, promotion and disemmination costs 3. Travel and

Financial workshop

Creative Europe - Culture 10 October 2018

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

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

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

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

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

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

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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Estimated budget (= last budget amendment)

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Estimated budget (= last budget amendment)

Actual budget = total per category = eReport

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Exchange rates

"…applicable on the first month of the eligibility period specified in Article I.2.2."

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?

Any question?

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