Administrative and Financial Aspects

1
Administrative and Financial Aspects

• NESMI Kick-off Meeting, 29/30 April 2002
• Dr. Horst Hejny, NESMI Administrative Co-ordinator

2
Administrative and Financial Aspects

• Some basic contract details

• Contract number G1RT-CT-2002-05078
• Signed by principle contractors and returned to
  Commission on 27 March 2002
• Starting date 01 April 2002, duration 36
  months? estimated end 31 March 2005
• Total eligible costs 1.999.295 EU contribution
  100
• Initial advance payment 599.582

3
Administrative and Financial Aspects

• The role and tasks of the co-ordinator

• The co-ordinator
• is the intermediary between the network and the
  Commission
• is responsible for submitting all necessary
  reports
• receives all payments
• shall inform the Commission, e.g. of budget
  transfers
• shall inform the contracting parties of any event
  to effect the project

4
Administrative and Financial Aspects

• The eligibility of costs

• Conditions
• Be necessary for the project
• Be incurred during the duration of the project
• Be determined in accordance with the accounting
  principle on historic costs and the usual
  internal rules
• Be recorded not later than the contract
  completion date
• Exclude any profit margin
• Concern in principle only costs essential for
  administration, management and co-ordination of
  the project

5
Administrative and Financial Aspects

• Examples for non-eligible costs

• Costs related to capital employment
• Provisions for possible future losses or charges
• Interest owed
• Provisions for doubtful debts
• Indirect taxes and duties, including VAT
• Marketing, sales and distribution costs for
  products and services
• and others more

6
Administrative and Financial Aspects

• Eligible costs

• Direct costs
• Personnel (actual costs and average employment
  costs)
• Subcontracting
• Travel and subsistence
• Computing
• Other specific costs
• Indirect costs
• Flat-rate amount of 20 of the direct costs
  excluding subcontracting

7
Administrative and Financial Aspects

• Reimbursement

• A reimbursement of eligible costs is only
  possible where they are justified
• Participant shall maintain the accounts and
  documentation
• Documentation must be precise, complete and
  effective
• Financial audit possible at any time during the
  contract and up to 5 years after each payment of
  the Commission

8
Administrative and Financial Aspects

• Next administrative steps

• Signing of the membership agreement by end of May
• Transfer of the advance payment according to the
  conditions of the contract