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Cost sharing

VIEWS: 2 PAGES: 24

									Cost sharing

Joint Technical Secretariat

Information Seminar for Latvian Project Partners
Riga, 29 April 2009




      Part-financed by the
      European Union
Content



• Definition
• Procedure and documents




Information Seminar for Latvian Project Partners, Riga, 29 April 2009   2
Definition

• Dividing part of total expenditure between > 2 project partners

• Transparent and equitable method

• Joint activities benefiting several project partners

• Actors:
     – Implementing partner (ImP)
     – Paying partner (PayP)                                + First level controllers
     – Lead partner (LP)

• Not contracting between project partners against invoices!!



Information Seminar for Latvian Project Partners, Riga, 29 April 2009                   3
Procedure


1. Cost sharing agreement

2. Project data form

3. Optional: Advance payment

4. Realisation of activities

5. Payment and accounting

6. Settlement

7. Reporting



Information Seminar for Latvian Project Partners, Riga, 29 April 2009   4
Procedure


1. Cost sharing agreement

2. Project data form

3. Optional: Advance payment

4. Realisation of activities

5. Payment and accounting

6. Settlement

7. Reporting



Information Seminar for Latvian Project Partners, Riga, 29 April 2009   5
1 Cost sharing relations


                  Implementing                            Information    Lead
                    partner                                             partner


             Cost sharing agreement




       Paying           Paying          Paying
       partner          partner         partner
          1                2               n



Information Seminar for Latvian Project Partners, Riga, 29 April 2009             6
Procedure


1. Cost sharing agreement

2. Project data form

3. Optional: Advance payment

4. Realisation of activities

5. Payment and accounting

6. Settlement

7. Reporting



Information Seminar for Latvian Project Partners, Riga, 29 April 2009   7
2. Project data form


• Partner shares to be included in partner budgets

• Indication of cost sharing for BLs 2 and 4



    External service                                      corresponding WP               Contracting   Cost        Value of
                                                                                           partner     sharing   the contract
                                                  1   2     3    4    5      6   7
 1 Project co-ordination                                                                                          100,000.00

                                                                                    1                  




Information Seminar for Latvian Project Partners, Riga, 29 April 2009                                                           8
Procedure


1. Cost sharing agreement

2. Project data form

3. Optional: Advance payment

4. Realisation of activities

5. Payment and accounting

6. Settlement

7. Reporting



Information Seminar for Latvian Project Partners, Riga, 29 April 2009   9
3. Advance payment


• Optional

a) Implementing partner submits advance payment invoice

b) Paying partner makes advance payment


        Implementing                             (a) Invoice            Paying
          partner                                                       partner
                                                (b) Payment




Information Seminar for Latvian Project Partners, Riga, 29 April 2009             10
Procedure


1. Cost sharing agreement

2. Project data form

3. Optional: Advance payment

4. Realisation of activities

5. Payment and accounting

6. Settlement

7. Reporting



Information Seminar for Latvian Project Partners, Riga, 29 April 2009   11
4. Realisation of activities


• Contracting all external suppliers, and/or carrying out own work

• Ensuring compliance with eligibility rules



         Implementing                           Employment              e.g. Project
           partner                               contract                Manager

                                                   Service              e.g. External
                                                   contract              researcher

                                                                            etc.


Information Seminar for Latvian Project Partners, Riga, 29 April 2009                   12
Procedure


1. Cost sharing agreement

2. Project data form

3. Optional: Advance payment

4. Realisation of activities

5. Payment and accounting

6. Settlement

7. Reporting



Information Seminar for Latvian Project Partners, Riga, 29 April 2009   13
5a. Paying and accounting all expenditure




            Implementing                            (a) Invoice         e.g. External
              partner                                                    researcher
                                                    (b) Payment



                Accounting




Information Seminar for Latvian Project Partners, Riga, 29 April 2009                   14
5b. Overviews and validation


• Cost sharing overviews for LP and Paying partners

• Validation of expenditure by first level controller




Information Seminar for Latvian Project Partners, Riga, 29 April 2009   15
Procedure


1. Cost sharing agreement

2. Project data form

3. Optional: Advance payment

4. Realisation of activities

5. Payment and accounting

6. Settlement

7. Reporting



Information Seminar for Latvian Project Partners, Riga, 29 April 2009   17
6. Settlement of shared costs


• Different ways of payment of costs by Paying partners

     a. Direct payment

     b. Deduction from grant re-imbursement

     c. Advance payment




Information Seminar for Latvian Project Partners, Riga, 29 April 2009   18
Procedure


1. Cost sharing agreement

2. Project data form

3. Optional: Advance payment

4. Realisation of activities

5. Payment and accounting

6. Settlement

7. Reporting



Information Seminar for Latvian Project Partners, Riga, 29 April 2009   23
7. Reporting procedure


a) Implementing partner submits cost sharing overview to LP

b) Partners submit partner reports: WITHOUT cost shares!

c) Progress report: LP adds cost shares to each partner’s expenditure




                        Risk of double-reporting!




Information Seminar for Latvian Project Partners, Riga, 29 April 2009   24
7. Partner reporting


                                  (a) Overview
Implementing                                                               FLC
  partner                                                               validation
                                   (b) Partner report
                                   without cost shares

                                                                                Lead Partner


   Paying                         (b) Partner report                       FLC
   partner                        without cost shares                   validation




Information Seminar for Latvian Project Partners, Riga, 29 April 2009                          25
7. Project reporting and grant payment


                                        Programme

                             (d) Grant                  (c) Project progress
                                                        report including all
                                                            cost shares




Implementing                                                                   Paying
                                       Lead Partner
  partner                                                                      partner


Information Seminar for Latvian Project Partners, Riga, 29 April 2009                    26
Cost sharing

Rostislav Zatloukal
Adviser for Audit and Control, Joint Technical Secretariat

Information Seminar for Latvian Project Partners
Riga, 29 April 2009




      Part-financed by the
      European Union

								
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