Erasmus Project Financial Rules and Cost Management Guidelines

Erasmus + PRE PROJECT

Financial Rules

I. Definitions

a. Unit cost flat-rate aid (unit price) -The actual cost can be less or even more than the sum of the unit cost - There must be actual cost anyway = there must be at least one (see point III.) -Documents about every expense or payment must be gathered, endorsed (see point III.) and stored -Basically, there are not going to be itemised controls, but there CAN BE supporting document

b. Actual cost based aid -The cost must be proved with an invoice in the financial report -GOOD NEWS: -Partners don t have to deal with this kind of threat

II. Types of cost (partners) (once again, only of unit cost kind!)

a. Management Big category: actually it can be anything related to the project (and cannot be accounted elsewhere ) Expense of the management Organising Communication Dissemination Overhead

b. International project meetings Partner meetings, (accommodation, living, food etc.) - Unit cost defined (between the headquarters of the sender and receiver organization) - The participants must be in formal relationship with the sender organization proved by a document contract, voluntary contract etc.) - project travelling, meetings cost of by distance unit (employment

c. Intellectual outputs allowance - Daily categories of staff researcher, teacher, trainer, technical - Only for permanent colleagues (In Hungarian law with employment contract or with permanent contract) -Not for (sub)contractors defined by that means service/agency

d. Multiplier events of -Dissemination outputs professional events -Defined by participants intellectual the number of

III. Documents of accounting 1 regulations

a. general -costs must be supported by documents (see point IV.) -documents must be kept for 5 years after project closing -financial report is the task of the Coordinator (VSA HU)

b. Tasks of the Partners before report: -every 2 months, 20 days before report (for exact dates see the appendices of the Partnership Agreement) - documents, supporting the costs, must be scanned and uploaded Drive -the certified copies sent by post -the invoices and documents must be endorsed to Google

Certified date signature stamp and the clause: A certified copy of the original document

endorsed 1. The number of Contract: 15/KA2AE/13563, 2. Budget of Erasmus+ 3. Number of the ledger account of the organization 4. The type of document (e.g.: employment contract, invoices, payment voucher) in English.

Like this

or this

- attached list of the documents (see in the Appendices of the Partnership Agreement) - attached list of sent English number + name of item e.g.: No.1. Employment contract of N.N.; No.2. Invoice of international meeting in Cali Flower Thai Massage Conference Center, Neringa; No.3. Invoice of accommodation in Hotel Four Seasons, Budapest documents in

IV. Documents of accounting 2 Supporting documents by types of cost

a. Projectmanagement and implementation -In implemented results the financial activities report: and

b. International Partner Meetings - declaration (receiver organization) we made a sample of this, that is to be used -statement, that the participant is in formal/official relationship with the sender organization -invoices, tickets, contracts etc. related to the travel insurance

c. Intellectual Outputs -the undertaken intellectual output -time-sheet (there is a sample for this) -employment/agency/voluntary contracts presentation of the

d. Multiplication Events -attendance sheets (sample) -program -documents presented on the events used, distributed,

V. Non eligible costs

-Exchange loss -costs of bank account opening and management -costs already accounted in other projects -VAT -costs of activities before or after the project

VI. Bank account

-a separated bank account needed -with separated accounting

The end of the budget presentation