DAPHNE III Programme

Cyberbullying in adolescence: investigation and intervention in six European Countries

Kick off Meeting12-15 May 2010, Berlin

Management GuidelinesMonica Russo - Adriana Dascultu

______________________EU Project Management Office

UNIVERSITY OF BOLOGNA

Objectives and outline

Objectives of the presentation: To provide an overview on contractual provisions, project

management organisation and tasks

Outline of the presentation: Project Management roles within the project

• The Coordinator and the PM Office

• The Partners

Reference documents• The Grant Agreement

• The Supplementary Agreement

Project Management issues• Roles and responsibilities

• Financial management, reporting and payments

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Project management: roles within the project The COORDINATOR

University of Bologna represented by Prof. Maria Luisa Genta

Signs the Grant Agreement with the European Commission (EC);

Is responsible for the overall coordination of tasks and management of the project;

Acts as liaison with the EC;

Manages the budget and distributes among the partners the Community funds allocated to the project;

Submits to the EC all Technical Implementation Reports and Financial Statements, prepared by all Partners;

Project management: roles within the project PROJECT MANAGEMENT OFFICE

Project Management Office main responsibilities: Administers the Community financial contribution in accordance with

the GA

Keeps the records and financial accounts making it possible to determine at any time what portion of the Community financial contribution has been paid to each beneficiary

Informs the Commission of the distribution of the Community financial contribution and the date of transfers to the beneficiaries

Reviews the reports to verify consistency with the project tasks before transmitting them to the Commission

Monitors the compliance by beneficiaries with their obligations under the grant agreement.

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Project management: roles within the project PROJECT MANAGEMENT OFFICE

Furthermore:Keeps address list of beneficiaries and other contact

persons updated

Prepares minutes of the project meetings

Transmits documents and information regarding the project to the other beneficiaries

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Project management: roles within the project Partners and Associated Partners

Partners

Implement project activities as described in the Grant Agreement and in the ‘Description of the Action’ (Annex I);

Ensure that the tasks assigned are correctly and timely performed

Timely inform the Coordinator of any problem/issue that may impact on the project implementation;

Submit to the Coordinator periodic Technical Implementation Reports and Financial Statements in accordance with the procedures agreed together with the Coordinator;

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Reference documents:the Grant Agreement and the Supplementary

Agreement

Structure of the Grant Agreement

Core body, Special Conditions and General Conditions

Annex I - Description of the Action

Annex II – Estimated budget of the Action

Annex III – Mandates conferring power of attorney from the co-beneficiaries to the co-ordinator

Total budget: € 736.957

EC contribution: € 587.723

AMENDMENT: new starting date 1 April, 2010

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Supplementary-Agreement

Agreement between the Coordinator and each project Partner that rules some supplementary aspects of the partnership, in particular:

1.CONTRIBUTION TO PROJECT MANAGEMENT COSTS

Parties have agreed to make use of the project management services available within the University of Bologna, Research Office (ARIC)

2. SUBMISSION OF REPORTS AND OTHER DOCUMENTS (Progress Reports and Final Report )

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Reports to be prepared in DAPHNE

According to the GA and SA, Progress Technical Implementation Reports and Progress Financial Reports will be required by the Coordinator from partners: in order to monitor the correct implementation of project

activities, and the production of deliverables; in order to monitor the project implementation with regard

to incurred expenses; in order to prepare and submit to the EC the periodic and

final Reports (technical and financial).

Templates to be used for reporting will be provided by the Coordinator.

Supplementary-Agreement

. The GA foresees that:1. A progress report shall be submitted by the coordinator within 9 months from

the start date of the project (December 2010) .

2. A Final technical implementation report and a Financial Report within 2 months following the closing date of the action (May 2012)

PROGRESS REPORTS:

- UNIBO will collect one copy in English of the progress technical implementation report, (including a list of all dissemination material produced within the framework of the project during the reporting period) and one copy of the progress financial report referred to the reporting period

TO BE SUBMITTED TO THE COORDINATOR BEFORE :

- November 20 ( I progress report -period 1 April-31 Oct)

- July 31(II progress report-period 1 Nov-31 June).

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Reports to be prepared in DAPHNE (1)Technical Implementation Reports

Progress Technical Implementation Report

Contents:

Brief description of the planned activities that were carried out during the reporting period;

Any variations from the planned activities or revisions to the timetable;

Results in the reporting period, if any;

Brief description of the dissemination activities (participation to events where the project was presented, press releases, etc);

Lessons learned

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Reports to be prepared in DAPHNE (2) Progress Financial Reports

Progress Financial Reports

Contents:

list of expenses incurred in the relevant reporting period divided in categories according to the contractual budget (staff costs, travel and subsistence costs etc.);

detailed description of each expenditure;

one copy of all supporting documents (e.g. invoice, plane tickets, etc.)

FINAL REPORT

- UNIBO will collect one copy in English of the Final technical implementation report. Partners will prepare the FR complementing the progress reports already sent in previous periods.

- and one copy of the Final Financial Report

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Summarising:

What When

Partners submit to the Coordinator:

Progress Technical Implementation Report

Progress Financial Reports

- November 20, 2010 ( I progress reports -period 1 April-31 Oct)

- July 31, 2011 (II progress reports period 1 Nov-31 June) (integration to the I progress rep)

Partners submit to the Coordinator the Draft Final Report

- April 30, 2012.

The Coordinator transmits to the Partners a Draft Final Report.

Partners send revisions/comments

Within 45 days after the closing date of the action, the Coordinator will send a draft version of the Final Report to the Partners (May 15, 2012).

The Coordinator submits to the EC

Final Report

Within two months after the closing date of the action (May 31, 2012).

Supplementary-Agreement

3. Role of the coordinator The coordinator is not entitled to act or to make legally binding

declarations or commitments on behalf of any other co-beneficiary.

The coordinator shall not be held responsible for any breach resulting from the conduct of other co-beneficiary.

If one or more of the co-beneficiaries is late in submission of any report or documents, the coordinator shall nevertheless submit the other Parties' reports and documents to the European Commission in time.

The coordinator shall send out a reminder to the Party or Parties being late in the submission reports and documents but such reminder shall not affect the obligations and responsibilities of such Party or Parties.

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Financial Reporting

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Financial Reporting Main aspects

Summary of DAPHNE III financial rulesGeneral rules

Eligible and non eligible costs

Project budget

Financial managementFinancial Management by category of costs

Reporting Templates

Payments

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Financial ReportingGeneral Rules

The financial statements of the project must cover the whole budget (not just the part co-financed by the Commission) i.e all costs incurred.

Adjustments to the estimated budget are allowed provided that: They do not affect the implementation of the project; They do not exceed 10% of the amount of each item of eligible costs; They do not exceed the total eligible costs of the action; The Commission (through the Coordinator) is informed of such

adjustments.The project coordinator and co-beneficiaries must set up an analytical

accounting system or an adequate internal system that makes it possible to identify:

Sources of project funding; Project expenditure incurred during the contractual period

Accounting records and all supporting documents must be kept at least five (5) years after the date of completion of the Grant Agreement, in case of possible audit by the Commission.

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Financial Rules - Costs (1)

Eligible costs: Directly connected with the activity of the project;

Necessary for performance of the activity;

Reasonable and justified;

Generated during the lifetime of the activity (after the starting date and before the end date of the activity), i.e April 1st 2010 – March 31st, 2012

Actual (not average!);

Incurred by the beneficiary (coordinator) or his partners (co-beneficiaries) and recorded in their accounts or tax documents and they must be identifiable and verifiable. Expenses incurred by third parties (co-financier, sponsor, subcontractor, etc) are not eligible.

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Financial Rules – Costs (2)

Non eligible costs: debt and debt service charges; other interest owed; exchange losses; VAT (unless the beneficiary can show that he is unable to recover it);

This should be certified by a certificate issued by the national tax authority of the beneficiary who has incurred the cost. This certificate must confirm that the beneficiary in question is not subject to VAT (that the organisation cannot recuperate it);

costs declared in connection with another Community grant; excessive or reckless expenditure; contributions in kind; costs declared in the statement of expenses, which cannot be supported

by an appropriate accounting document, will not be considered eligible

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Financial RulesCategories of eligible costs

Staff costs

Travel and subsistence

Equipment

Seminars and conferences

Consumables

Other costs - subcontracts

Publications and dissemination

Indirect costs

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Project Budget

  ITALY UK SPAIN GREECE POLAND GERMANY Total %

Personnel 142.395,00 97.500,00 85.155,00 84.000,00 83.000,00 95.425,00 587.475,00  

T&S 8.600,00 5.000,00 6.400,00 4.400,00 6.400,00 3.800,00 34.600,00  

Equipm. 670,00 0,00 0,00 0,00 0,00 0,00 670,00  

Consumables 2.000,00 2.000,00 2.000,00 2.000,00 2.000,00 2.000,00 12.000,00  

Conferences and seminars 4.150,00 1.550,00 1.550,00 1.750,00 1.550,00 1.550,00 12.100,00  

Publications and Dissemination 4.500,00 3.000,00 3.000,00 3.000,00 3.000,00 3.000,00 19.500,00  

Other costs 14.400,00 1.000,00 4.000,00 1.000,00 1.000,00 1.000,00 22.400,00  

Total direct costs 176.715,00 110.050,00 102.105,00 96.150,00 96.950,00 106.775,00 688.745,00  

Overheads 12.370,01 7.703,48 7.147,33 6.730,48 6.786,48 7.474,23 48.212,00 7,00%

Total eligiblecosts: 189.085,01 117.753,48 109.252,33 102.880,48 103.736,48 114.249,23 736.957,00  

Own Contribution 38.354,00 25.500,00 22.155,00 21.000,00 20.000,00 22.225,00 149.234,00  

EC Contribution 150.731,01 92.253,48 87.097,33 81.880,48 83.736,48 92.024,23 587.723,00  

   

Pre-financing 105.556,67 65.735,85 60.990,09 57.433,01 57.910,87 63.779,61 411.406,10  

Contribution to PM 8.500,00 1.826,89 1.695,00 1.596,15 1.609,43 1.772,53 17.000,00  

To pay end of the project 36.674,34 24.690,73 24.412,24 22.851,32 24.216,18 26.472,09 159.316,90  

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Financial management by category of cost (1)Staff Costs

Costs of staff recruited for the project (additional personnel that works fulltime or part time);

The eligible cost shall be equal the actual payment made to the individual concerned in relation to the project

Justifications and proofs acceptable to the EC: contracts explicitly linking the person to the project, payslips payment proofs/bank transfers, timesheets;

Expenses related to permanent staff, if: seconded to the project, Costs shall be charged in respect of the actual time devoted to the project and

calculated on the basis of the actual gross salary or wages plus obligatory social charges and any other statutory costs included in the remuneration;

Justifications and proofs acceptable to the EC: proof of secondment to the project (signed by an authorised person of the institution e.g. Director, Chancellor etc), copy of contract (if available), payslips, payment proofs/bank transfers, timesheets

Further suggestions: keep CVs of all personnel assigned to the project and evidence of recruitment procedures if applicable.

Attention: personnel that does not work under the sole supervision and responsibility of the beneficiaries and on the premises of beneficiaries are subcontractors NOT staff

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Travel and Subsistence (1)

Only travels of project personnel are eligible; Only travel costs directly linked to the project and relating to specific and clearly

identifiable actions are eligible for funding (e.g. project meetings) Costs incurred by one of the project Partners to allow the participation of

Associate partners (which are in principle not eligible) could be accepted provided their participation is necessary for the successful project implementation. Still, their travel costs must be incurred within EU/EEA territory.

Beneficiaries are required to use the cheapest means of travel, and every effort should be made to use the most economical fare

In order to avoid possible abuses, the Commission strongly discourage any other system of reimbursement of subsistence costs such as per diem. If, however, it can be demonstrated that such a system was officially in place before the grant is awarded, it can still be used within the limit per country set in the Commission’s guide.

http://ec.europa.eu/europeaid/work/procedures/implementation/per_diems/index_en.htm

Travel and Subsistence (2)

Justifications and proofs acceptable to the EC:TRAVEL

For travel expenses by plane or train:• Invoice of flight or rail tickets (if bought through internet, email of confirmation is accepted if

no invoice is available);• Flight or rail tickets, including boarding passes;

For travel expenses by private car: copy of the reimbursement claim made to the beneficiary and explanation on internal system of reimbursement

Proof of payment for the reimbursement to the participant if the costs were incurred directly by her/him, copy of tickets, bearing the name, date and price or copy of the invoice;

SUBSISTENCE Reimbursement on the basis of real costs Expenses reimbursement claim form, indicating place, date and time, Proof of accommodation (hotel invoice); All receipts related to food and beverages, local transport and other expenses; Meeting presence/attendance list signed by the participants; For contacts/visits: copy of the mission report; Proof of reimbursement of the subsistence costs (copy of bank transfer).

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Other eligible costs (1)

Equipment Only the portion of the equipments’ depreciation corresponding to the duration of the

activity and the rate of actual use for the purposes of the activity are eligible. Seminars and conferences

Only events foreseen in the official budget Keep all supporting documents and possible materials produced (e.g. agendas, lists

of participants, invoices of service providers, posters or other dissemination material used to advertise the event etc.).

Consumables Are eligible provided that they are identifiable and exclusively used for the purpose of

the project General office supplies (pens, paper, folders, ink cartridges, CDs, electricity supply,

telephone and postal services, Internet connection time, computer software, etc.) are NOT consumables BUT they are indirect costs;

Consumables and supplies related to conferences and seminars must not be included under this heading; they have to be accounted for under “Seminars and conferences” (e.g. poster).

Subcontracts Only the costs related to the website, external evaluators and audit certificates are

eligible. Any other cost falling under this category must be first approved by the Commission

hence inform the Project Manager!

Other eligible costs (2)

Publications and dissemination Publications produced by the project and for the use of the project. All materials must acknowledge the DAPHNE III funding

• Use the DAPHNE logo and the EU flag

• State next to the logo "With financial support from the EU's DAPHNE III Programme”

Keep at least one copy of the material available for the European Commission upon request (brochures, manuals, articles, presentations)

The type of publication, number of pages, number of copies, translations, costs of editing and printing, etc. must clearly be indicated

Keep all supporting documents (invoices, payment proofs/bank transfers)

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Other eligible costs (3)

All publications should include the following clearly visible disclaimer:

“This publication has been produced with the financial support of the DAPHNE III Programme of the European Commission. The contents of this publication are the sole responsibility of <name of the author/contractor/implementing partner> and can in no way be taken to reflect the views of the European Commission.“

Do not confuse our project with the funding programme itself. Thus, to avoid potential confusion you should not officially use the programme name in project publications, project website (such as "the Daphne Project“)

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Financial management by category of cost (4)Other eligible costs

Indirect costs General indirect costs needed to employ, manage, accommodate

and support directly or indirectly the personnel working on the project

Typically they include administration and management fees, depreciation of buildings and equipment, rents, maintenance costs, telecommunication and postal fees, heating, water supply, electricity, office furniture, office stationary, and insurance policies

Eligible for a flat-rate fixed at no more than 7% of the total eligible direct costs

They do not need to be supported by accounting documents

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Reporting Templates (1)

To be used by partners for the transmission to the Coordinator of the Progress Financial Statement,

Useful for keeping track of all expenditure, remaining budget, accounting records and supporting documents.

Pogress Financial Report

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Reporting Templates (2)

Time sheets models to be used if the partner does not have already a model;

to be used for recording the time spent by all the personnel involved in the project

Timesheet model

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Payments

Pre-financing 70% of the grant has been transferred upon receipt from

the European Commission

No interim payment

Payment of the balanceThe balance of the grant will be paid after receipt and

approval by the Commission of the Final Report, the Final Financial Statement and a formal request for payment by the Coordinator

UNIBO Contact Persons

Implementation of activities (including reporting):

marialuisa.genta@unibo.it

antonella.brighi@unibo.it

annalisa.guarini@unibo.it

Administrative and financial management (including reporting)

monica.russo4@unibo.it

adriana.dascultu@unibo.it

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Thank you!

Any questions?

Monica Russo

Adriana Dascultu