SPIRIT (FED/2013/330-228) – Kick-off Meeting, Dar es Salaam, 26 th – 27 th February, 2014 1 STRENGTHENING THE CAPACITIES FOR FOSTERING INNOVATION ALONG.

SPIRIT (FED/2013/330-228) – Kick-off Meeting, Dar es Salaam, 26th – 27th February, 2014

1

STRENGTHENING THE CAPACITIES FOR FOSTERING INNOVATION ALONG POTATO VALUE CHAINS IN EAST AFRICA

SPIRIT

GENERAL FINANCIAL AND TECHNICAL PROCEDURES FOR EU PROJECT REPORTING


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REVIEW OF PROJECT REPORTING PLANNING

REPORTS PERIOD COVERED BY THE REPORTS

DUE BY DATE TO INKOA

1st FMP 1 Jan 2014 – 30 Apr 2014 7 May 2014

2nd FMP 1 May 2014 – 31 Aug 2014 7 Sep 2014

3rd FMP 1 Sep 2014 – 31 Dec 2014 7 Jan 2015

1st IR 1 Jan 2014 – 31 Dec 2014 7 Jan 2015

4th FMP 1 Jan 2015 – 31 Apr 2015 7 May 2015

5th FMP 1 May 2015 – 31 Aug 2015 7 Sep 2015

6th FMP 1 Sep 2015 – 31 Dec 2015 7 Jan 2016

2nd IR 1 Jan 2015 – 31 Dec 2015 7 Jan 2016

7th FMP 1 Jan 2016 – 31 Apr 2016 7 May 2016

8th FMP 1 May 2016 – 31 Aug 2016 7 Sep 2016

9th FMP 1 Sep 2016 – 31 Dec 2016 7 Jan 2017

Final Report and Final Payment Request 1 Jan 2014 – 31 Dec 2016

Shall be submitted no later than 1 month after the end of implementation, i.e. no later

than 31 January 2017

FMP = Four-month PeriodIR = Interim Report


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PRELIMINARY NOTES ON PROJECT REPORTING-RESPONSIBILITIES

Four-month period

Each partner should send to INKOA no later than one week after the end of the period:

A description of the activities carried out in relation to the activities described in the workplan using the template “Four-month Report”

The expenditures incurred to date using the template “Summary of the Costs”.

An updated action plan for the subsequent 4-month period using the template “Action Plan”.

A forecast budget for the subsequent 4-month period using the template “Forecast Budget”.

Interim Narrative and Financial Report

Each partner should send to INKOA no later than one week after the end of the period:

A forecast budget for the subsequent 12-month period using the template “Forecast Budget”.

Information requested by INKOA to elaborate the Interim Narrative Report.

A description of the Visibility Actions carried out to date.


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PROJECT REPORTING – FOUR-MONTH REPORT

Expenditure Incurred by Project to date (EURO)

I. Introduction Provide an executive summary (show

overall progress in the last 4 months) of your report highlighting.

II. Implementation of Activities Describe the activities implemented in

relation to the activities described in your work plan and logical framework.

III. Partnership Information on the functioning of the

Partnership should be provided here.

IV. Other Issues

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PROJECT REPORTING – SUMMARY OF THE COSTS

SPIRIT


FINANCIAL REPORTING

SUMMARY OF THE COSTS TEMPLATES


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PROJECT REPORTING – SUMMARY OF THE COSTS (2)


SUMMARY OF THE COSTS

PROJECT TITTLE PROJECT Nº ENTITY

PERIOD OF JUSTIFICATION: From to

1.Human Resources1.1 Salaries 1.1.1 Salaries Technical Staff #¡DIV/0! 1.1.1 Salaries Administrative Staff

1.3 Per diems 1.3.1 Abroad -

1.3.2 Local -

1.3.3 Seminar / Conference participants

-

Subtotal #¡DIV/0!

2.Travel

2.1 International travel -

2.2 Local Transportation -

Subtotal -

3.Equipment and supplies3.1 Purchase or rent of vehicles

3.2 Furniture, computer equipment 3.3 Machines, tools 3.4 Spareparts / Equipment for machines

3.5 Other

Subtotal -

4. Local office4.1 Vehicle Costs 4.2 Office Rent 4.3 Consumables - Office supplies 4.4 Other services (Tel., fax, electricity, heating, maintenance)

Subtotal -

5. Other costs, Services5.1 Publications 5.2 Studies, research 5.3 Expenditure verification 5.4 Evaluation Costs 5.5 Translation, Interpreters 5.6 Financial Services 5.7 Costs of conferences / Seminars 5.8 Visibility actions

Subtotal -

SUBTOTAL DIRECT ELEGIBLE COSTS #¡DIV/0!ADMINISTRATIVES COSTS Maximum 7% #¡DIV/0!TOTAL #¡DIV/0!

(1): Monthly exchange rate of each country published by the European Commission. Use the exchange rate for the month in which the expenditure is made. In case of expenditure covering periods, use the arithmetic mean of the period. http://ec.europa.eu/budget/contracts_grants/info_contracts/inforeuro/inforeuro_en.cfm

(2): Amount without indirect taxes.

Summary of the Costs

1 HUMAN RESOURCES


PERIOD OF JUSTIFICATION: From to (Indicate

dates; dd/mm/yyyy)

1.a TECHNICAL STAFF

Name and Surname Position /Role in the

ProjectMonth

Net Salary(A)

Social Costs paid by the

Entity(B)

Taxes on Salary and

wages(C)

Total (A+B+C)

Monthly Hours worked in total (D)

Monthly Hours worked in the

project (F)

Amount charge to SPIRIT Project

-

#¡DIV/0!

-

#¡DIV/0!

-

#¡DIV/0!

-

#¡DIV/0!

-

#¡DIV/0!

TOTAL -

#¡DIV/0!

1.b ADMINISTRATIVE STAFF

Name and Surname Position /Role in the

ProjectMonth NetSalary

Social Costs paid by the

Entity

Taxes on Salary and

wagesTotal

Monthly Hours worked in

total

Monthly Hours worked in the

project

Amount charge to SPIRIT Project

-

#¡DIV/0!

-

#¡DIV/0!

-

#¡DIV/0!

TOTAL -

#¡DIV/0!7

PROJECT REPORTING – SUMMARY OF THE COSTS (3)1. Human Resources


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1.3 PER DIEM (Abroad and local assigned to the staff)



(Indicate dates;

dd/mm/yyyy)

1.3.1 Abroad (staff assigned to the Action)

Nº Name and Surname Purpose of the travelFrom - To

(Indicate Country and City)

Date of Departure

(dd/mm/yyyy)

Nº of Travel Associated (From sheet 2.1- Travel)

Number of Nights (A)

Per diem Cost (B)

Total(AxB)

1 -

2 -

3 -

4 -

5 -

6 -

7 -

TOTAL -

1.3.1 Local (staff assigned to the Action)

Nº Name and Surname Purpose of the travelFrom - To

(Indicate Province and City)

Date of Departure

(dd/mm/yyyy)

Nº of Travel Associated (From sheet 2.2- Travel)

Number of Nights (A)

Per diem Cost (B)

Total(AxB)

1 -

2 -

3 -

4 -

5 -

6 -

7 -

TOTAL -

1.3. Per Diem



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1.3 PER DIEM (1.3.3 Seminar and Conference Participants)


PERIOD OF JUSTIFICATION: From

to (Indicate dates;

dd/mm/yyyy)

Nº Name and Surname Entity Position Purpose of the per

diem

From - To(Indicate Country or Province and

City)

Date of Departure

(dd/mm/yyyy)

Number of Nights

Per diem Cost

Total

1 -

2 -

3 -

4 -

5 -

6 -

7 -

8 -

9

TOTAL

-

1.3.3. Per Diem



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2.1 INTERNATIONAL TRAVEL



(Indicate dates; dd/mm/yyyy)

Nº Name and Surname From - To

(Indicate Country and City)

Date From

DateTo

Purpose of the travel

Date of Invoice(dd/mm/

yyyy)

Date of Payment

(dd/mm/yyyy)

Return ticket cost

Visa and

Airport Taxes

Others TotalOthers (include a short description

of the cost)

Indicate the way of payment

(Bank Transfer, Check, Cash,…)

1

-

2

-

3

-

4

-

5

-

6

-

7

-

8

-

9

-

TOTAL

-

2.1. International Travel



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2.2 LOCAL TRANSPORTATION




Nº Name and Surname From - To

(Indicate Province and City)

Date From

DateTo

Purpose of the travelDate of Invoice

(dd/mm/yyyy)

Date of Payment

(dd/mm/yyyy)

Nature of the Cost (Bus tickets, internal flight,…)

Cost



1 2 3 4 5 6 7 8 9

10 11 12 13 14 15 16 17 18 19 20

TOTAL

-

2.2. Local Transportation



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3 EQUIPMENT AND SUPPLIES


PERIOD OF JUSTIFICATION: From to (Indicate dates; dd/mm/yyyy)

Nº

Indicate Budget

Heading (3.1, 3.2, 3,3, 3.4 or

3.5)

Description of the item Provider Nº Invoice

Date of the Invoice

(dd/mm/yyyy)

Date of Payment

(dd/mm/yyyy)

Procurement Procedure Necessary (YES/NO)

Cost



1 2 3 4 5 6 7 8 9

10 11 12 13 14 15 16 17 18 19 20

TOTAL

-

3. Equipment and Supplies



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5 OTHER COSTS




Nº

Indicate Budget Heading (5.1,

5.2, 5.3, 5.4, 5.5, 5.6, 5.7, 5.8)

Description of the item / Service Provider Nº Invoice

Date of the Invoice

(dd/mm/yyyy)

Date of Payment

(dd/mm/yyyy)Cost



1 2 3 4 5 6 7 8 9

10 11 12 13 14 15 16 17 18

TOTAL -

5. Other Costs



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PROJECT REPORTING – ACTION PLAN


Period (dd/mm/yy – dd/mm/yy)

ActivityMonth

Implementing body1 2 3 4

Example example Example

Preparation Activity 1(title) Local partner 1

Execution Activity 1(title) Local partner 1

Preparation Activity 2 (title) Local partner 2

Etc.

Action Plan Template

For the next 4 months

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PROJECT REPORTING – FORECAST BUDGET


Forecast Budget TemplateContract No

Implementation period of the contract (dd/mm/yyyy-dd/mm/yyyy)

Following period (dd/mm/yyyy-dd/mm/yyyy)

Forecast

Expenditures Unit # UnitsUnit rate(in EUR)

Total Cost(in EUR)

1. Human Resources 1.1 Salaries (gross amounts, local staff) 1.1.1 Technical Per month 1.1.2 Administrative/ support staff Per month 1.2 Salaries (gross amounts, expat/int. staff) Per month 1.3 Per diems for missions/travel 1.3.1 Abroad (staff assigned to the Action) Per diem 1.3.2 Local (staff assigned to the Action) Per diem 1.3.3 Seminar/conference participants Per diem Subtotal Human Resources 2. Travel 2.1. International travel Per flight 2.2 Local transportation Per month Subtotal Travel 3. Equipment and supplies

3.1 Purchase or rent of vehiclesPer

vehicle 3.2 Furniture, computer equipment 3.3 Machines, tools… 3.4 Spare parts/equipment for machines, tools 3.5 Other (please specify) Subtotal Equipment and supplies 4. Local office 4.1 Vehicle costs Per month 4.2 Office rent Per month 4.3 Consumables - office supplies Per month 4.4 Other services (tel/fax, electricity/heating, maintenance) Per month Subtotal Local office

5. Other costs, services 5.1 Publications 5.2 Studies, research 5.3 Auditing costs 5.4 Evaluation costs 5.5 Translation, interpreters 5.6 Financial services (bank guarantee costs etc.) 5.7 Costs of conferences/seminars 5.8 Visibility actions Subtotal Other costs, services 6. Other Subtotal Other 7. Subtotal direct eligible costs of the Action (1-6) 8. Provision for contingency reserve (maximum 5% of 7, subtotal of direct eligible costs of the Action) 9. Total direct eligible costs of the Action (7+ 8) 10. Indirect costs (maximum 7% of 9, total direct eligible costs of the Action) 11. Total eligible costs (9+10) 12. - Taxes - Contributions in kind

13. Total accepted costs of the action (11+12)



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PROJECT REPORTING - INTERIM REPORT

I. Interim Narrative Report

Next slides

II. Interim Financial Report

Further pre-financing instalments of the amount specified in Article 4 of the Special Conditions and designed to normally cover the Beneficiary’s financing needs for each twelve month period of implementation of the Action, within 45 days of the Contracting Authority approving an interim report accompanied by:

a. a request for payment conforming to the model in Annex V,

b. an expenditure verification report under Article 15.6,


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PROJECT REPORTING - INTERIM NARRATIVE REPORT

1. Description – General Information

2. Assessment of implementation of Action activities

a. Executive summary of the Action (1/2 page) - Global overview of the Action’s implementation for the reporting period and list of the indicators of the Specific Objective, including level of achievement if available

b. Results and Activities - Include observations on the performance and the achievement of outputs, outcomes and impact in relation to specific and overall objectives, and whether the Action has had any unforeseen positive or negative results.

R1 – "Title of result 1“ <quantify the achievement of each result from the beginning of the action and explain any changes, especially any underperformance; refer to the indicators and assumptions in the Logframe>.

"Indicator 1": target value (R1)

A1.1 "Title of the activity:Topics/activities covered.Reason for any changes in the planned activity.Please list any risks that might have jeopardised the realisation of some activities and explain how they have been tackled.

c. If relevant, submit a revised logframe, highlighting the changes.

d. Please provide an updated action plan


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PROJECT REPORTING - INTERIM NARRATIVE REPORT (2)

3. Beneficiaries/affiliated entities and other Cooperation

a. How do you assess the relationship between the Beneficiaries and each affiliated entities of this grant contract?.

b. How would you assess the relationship between your organisation and State authorities in the Action countries? How has this relationship affected the Action?

c. Where applicable, describe your relationship with any other organisations involved in implementing the Action: Associate(s), Sub-contractor(s), Final Beneficiaries and Target groups and Other third parties involved (including other donors, other government agencies or local government units, NGOs, etc.)

d. Where applicable, outline any links and synergies you have developed with other actions.

e. If your organisation has received previous EU grants in view of strengthening the same target group, in how far has this Action been able to build upon/complement the previous one(s)? (List all previous relevant EU grants).

4. Visibility

a. How is the visibility of the EU contribution being ensured in the Action?

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PROJECT REPORTING – FINANCIAL REPORT


Forecast Budget TemplateContract No

Implementation period of the contract (dd/mm/yyyy-dd/mm/yyyy)

Following period (dd/mm/yyyy-dd/mm/yyyy)

Forecast

Expenditures Unit # UnitsUnit rate(in EUR)

Total Cost(in EUR)

1. Human Resources 1.1 Salaries (gross amounts, local staff) 1.1.1 Technical Per month 1.1.2 Administrative/ support staff Per month 1.2 Salaries (gross amounts, expat/int. staff) Per month 1.3 Per diems for missions/travel 1.3.1 Abroad (staff assigned to the Action) Per diem 1.3.2 Local (staff assigned to the Action) Per diem 1.3.3 Seminar/conference participants Per diem Subtotal Human Resources 2. Travel 2.1. International travel Per flight 2.2 Local transportation Per month Subtotal Travel 3. Equipment and supplies

3.1 Purchase or rent of vehiclesPer

vehicle 3.2 Furniture, computer equipment 3.3 Machines, tools… 3.4 Spare parts/equipment for machines, tools 3.5 Other (please specify) Subtotal Equipment and supplies 4. Local office 4.1 Vehicle costs Per month 4.2 Office rent Per month 4.3 Consumables - office supplies Per month 4.4 Other services (tel/fax, electricity/heating, maintenance) Per month Subtotal Local office

5. Other costs, services 5.1 Publications 5.2 Studies, research 5.3 Auditing costs 5.4 Evaluation costs 5.5 Translation, interpreters 5.6 Financial services (bank guarantee costs etc.) 5.7 Costs of conferences/seminars 5.8 Visibility actions Subtotal Other costs, services 6. Other Subtotal Other 7. Subtotal direct eligible costs of the Action (1-6) 8. Provision for contingency reserve (maximum 5% of 7, subtotal of direct eligible costs of the Action) 9. Total direct eligible costs of the Action (7+ 8) 10. Indirect costs (maximum 7% of 9, total direct eligible costs of the Action) 11. Total eligible costs (9+10) 12. - Taxes - Contributions in kind

13. Total accepted costs of the action (11+12)



SPIRIT

20SPIRIT (FED/2013/330-228) – Kick-off Meeting, Dar es Salaam, 26th – 27th February, 2014

SPIRIT (FED/2013/330-228) – Kick-off Meeting, Dar es Salaam, 26 th – 27 th February, 2014 1 STRENGTHENING THE CAPACITIES FOR FOSTERING INNOVATION ALONG.

Documents

spirit project

th fmp1

costs spirit

project reporting summary

project f

eu project reporting

project month net salary

evaluation costs