This project has been funded with support from the European Commission

This project has been funded with support from the European Commission

Review of project partner interim report No. 1

Mr. Ivaras Giniotis

This communication reflects the views only of the author, and the Commission cannot be held responsible for any use which may be made of the information contained therein.

Nr. LLP-LDV-TOI-2013-LT-0145

Thank you to all partners who prepared and presented on time the interim activity and

financial report.

This communication reflects the views only of the author, and the Commission cannot be held responsible for any use which may be made of the information contained therein.

Nr. LLP-LDV-TOI-2013-LT-0145

Agreement with Lithuanian Education Exchanges Support Foundation:

IV.2 Second partial financing of the activities

Funds of partial financing has to be paid out in parts. The whole amount of second partial financing cannot be utilized until 70% of the funds provided through the first financing are used up. If less than 70% of funds from the first partial financing are utilized, then the funds for the second partial financing are decreased by the amount that was not used up in the first part.

In the case of payments from each partial financing, the documents indicated in section 15.2 and Interim activity report (Appendix 5) have to be presented.

In 90 calendar days NA approves or rejects the Interim activity report, including the spending declaration documents and pays out the funds of second partial financing, not exceeding 40% of the amount indicated in section III.3. In the case the report is rejected, additional documents justifying expenditure or other information have to be presented. The recipient of the funds has 30 calendar days to present these additional documents or other information.

This communication reflects the views only of the author, and the Commission cannot be held responsible for any use which may be made of the information contained therein.

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Section V – Presentation of reports and other documents

The activity completion and financial reports along with other documents indicated in section IV have to be presented to NA in one of the official EU languages by these dates (Agreement Nr. LLP-LDV-TOI-2013-LT-0145 page 5 from 28):

Project partners have to present full activity and financial report to the project coordinators by 30 09 2014

- Activity and financial report, for the period 2013-10-01 – 2014-09-30, is presented to the Foundation at the latest on 2014-10-31;

This communication reflects the views only of the author, and the Commission cannot be held responsible for any use which may be made of the information contained therein.

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Every partner has to prepare these documents:•Working group form•Calculation of daily rate (for each working group member)•VAT declaration form•Timesheets•Documents confirming payment transfers

Trip documents:•Invoice for plane tickets•Boarding cards•Invoice for accommodation•Receipts for meals and/or declaration of daily allowance usage

Dissemination documents:• Dissemination agenda;•Signatures of participants in the dissemination;•Dissemination presentations;•Other documents proving dissemination (articles, video material and others)

All required activity and financial document formats have to be presented in the project internal website www.incom-vet.eu , used by project partners.

This communication reflects the views only of the author, and the Commission cannot be held responsible for any use which may be made of the information contained therein.

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We suggest to fill in activity reports in Word format and present a PDF option

This communication reflects the views only of the author, and the Commission cannot be held responsible for any use which may be made of the information contained therein.

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Staff daily cost cannot exceed EC recommendations – the excess part will not be accounted for, thus it is better to declare the correct amount so that the appropriate expenditure can be followed.

Staff daily cost has to be the same in three documents: 1) Cost declaration document; 2) timesheet; 3) and payment transfers.

This communication reflects the views only of the author, and the Commission cannot be held responsible for any use which may be made of the information contained therein.

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1.  Partner, before leaving to partner meeting, left is car in parking for 3-4 days. He presented a receipt for parking for …. Eur. Is this amount accounted for?

Answer:

External audit when checking one report accounted for such parking expenses only after presenting additional explanation why personal car was used (early or late flight, necessary large luggage etc.). The expenses were accounted for after evaluating the circumstances and only exceptionally.

In general these transport expenses are not accounted for.

Question – trip by personal car – how these expenses are declared? Administration manual clearly states that they have to compared with public transport expenses because project partner has to use EU public transport.

This communication reflects the views only of the author, and the Commission cannot be held responsible for any use which may be made of the information contained therein.

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Question 2:       Are these amounts presented in „Travel report“ accounted for:-              Credit Card Charge – ...... Eur.-              Money costs – ...... Eur.

Answer:Travel and accommodation costs do not cover these expenses, partners can cover them from indirect costs.

This communication reflects the views only of the author, and the Commission cannot be held responsible for any use which may be made of the information contained therein.

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3. Receipts for meals presented by project partners include beer and other alcoholic drinks. Are these sums accounted for?

Answer

In the EU it is not tolerable to drink alcoholic drinks for EU funds;

However, if partner organization internal rules require collecting the receipts for meals and pays for the fact and not by paying out the fixed amount of daily allowance, then such receipts are acceptable. Only tips may not be accounted for , which sometimes happens in European projects.