Realizing Financial Plans through Project Fund Allocation

Financial plan and its realization Financial plan and its realization Milan Goci University of Ni 15 April 2020 This project has been funded with support from the European Commission. This publication 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.

Budget info Budget info The grant shall be of a maximum of EUR the form of: EUR 931 931, ,289 289.00 .00and shall take Staff costs: Travel costs: Costs of stay 1 18 83 3, ,150 Equipment costs: Subcontracting: 3 365 65, ,279 9 90, 0,2 21 10 EUR 150EUR 2 25 54, 4,0 00 00 EUR 3 38, 8,65 650 EUR 279EUR 0 EUR EUR EUR 0 EUR 0 EUR Total project expenditures: 931 931, ,289 289EUR EUR Strengthening of master curricula in water resources management for the Western Balkans HEIs and stakeholders www.swarm.ni.ac.rs

Installments from EACEA Installments from EACEA to the Project coordinator to the Project coordinator first pre-financing payment of 50 upon entry into force of the Grant Agreement (16 November 2018 -> 465 465, ,644 644. .50 50EUR EUR) 50% % of the maximum amount: second pre-financing of 40% 2020 -> 372,515.60 EUR 372,515.60 EUR) 40%of the maximum amount (01 April balance of 10% (EACEA payment or recovery 60 days following the reception of the FR ) 10%max upon the approval of the Final Report Strengthening of master curricula in water resources management for the Western Balkans HEIs and stakeholders www.swarm.ni.ac.rs

Monthly Rates valid in 04 Monthly Rates valid in 04- -2020 Bulgaria 1 EUR = 1.9558 BGN Croatia 1 EUR = 7.6265 HRK (new) Norway 1 EUR = 11.6888 NOK (new) Bosnia and Herzegovina 1 EUR = 1.95583 BAM Republic of Serbia 1 EUR = 117.505 RSD (new) 2020 The rates indicated are the market rates for the penultimate day of the previous month quoted by the European Central Bank or, depending on availability, provided by the delegations or other appropriate sources close to that date. Strengthening of master curricula in water resources management for the Western Balkans HEIs and stakeholders www.swarm.ni.ac.rs

Institution (installment) Money transferred P2 BOKU (I, II) 20,438.00 P3 NMBU (I, II) 21,887.50 P4 AUTh (I, II) 16,616.50 P5 UACEG (I, II) 12,798.00 P6 UNIRIFCE (I, II) 12,988.00 P7 UL (I, II) 16,960.00 P8 UNS (I, II, equipment) 15,877.22 P9 UNSA (I, equipment) 46,192.00 341 341, ,889 889. .22 22 P10 UNMO (I, equipment) 45,116.00 P11 UPKM (I, II, equipment) 46,603.00 P12 TCASU (I, II, equipment) 39,085.00 P13 UoM (I, II, equipment) 43,527.50 P14 PWMC VV (I, II) 3,800.50 Strengthening of master curricula in water resources management for the Western Balkans HEIs and stakeholders www.swarm.ni.ac.rs

Institution Money spent P1 UNI 94,413.76 Total budget: Total budget: 931 931, ,289 289. .00 P2 BOKU 19,944.00 00 P3 NMBU 14,840.00 P4 AUTh 14,094.00 P5 UACEG 10,912.00 Total spent: Total spent: 455 455, ,496 496. .41 P6 UNIRIFCE 8,389.00 41 P7 UL 11,564.00 P8 UNS 45,148.01 P9 UNSA 46,324.80 % used: % used: 48.91 % 48.91 % P10 UNMO 49,702.80 P11 UPKM 47,277.59 P12 TCASU 45,716.45 P13 UoM 45,625.00 P14 PWMC VV 1,545,00 Strengthening of master curricula in water resources management for the Western Balkans HEIs and stakeholders www.swarm.ni.ac.rs

Equipment Equipment Supporting documents Supporting documents Invoice(s) Invoice(s) for all purchased equipment (please note that order forms, forms, pro pro- -forma forma invoices invoices, quotations or estimates are not considered as proof of expenditure). Certified VAT VAT exemption exemption statement statement Certified Certified copy Documentation on the tendering tendering procedure quotations (for more than 25000 Euros) Certified Proof Proof of of payment payment (bank statement) Certified Proof that equipment is recorded in inventory of the institution + analytical cards Certified Certified copy Contract with chosen supplier Certified Photos Any prior authorisation from the Agency Certified copy copy copy procedure and three Certified copy Certified copy copy copy copy Certified copy copy Strengthening of master curricula in water resources management for the Western Balkans HEIs and stakeholders www.swarm.ni.ac.rs

Subcontracting Subcontracting Supporting documents Supporting documents Invoices, subcontracts and proof of payment (bank statement) Certified Certified copy copy > EUR 25.000 < EUR 134.000: tendering procedure and three quotations from different suppliers Tangible outputs/products (2 pieces) Any prior authorisation from the Agency Photos Strengthening of master curricula in water resources management for the Western Balkans HEIs and stakeholders www.swarm.ni.ac.rs

Staff costs Staff costs Supporting documents Supporting documents JOINT JOINT DECLARATION DECLARATION (Annex II) for each person employed ORIGINAL ORIGINAL TIME TIME- -SHEETS SHEETS (attached to each staff convention), indicating number of days worked for corresponding month/year, description of tasks , outputs produced and related work package ORIGINAL ORIGINAL FORMAL CONTRACTUAL RELATIONSHIP (EMPLOYMENT CONTRACT CONTRACT) Certified Certified copy copy ANY EVIDENCE allowing to verify that declared workloads correspond to actual activities/outputs (e.g. attendance lists for lectures given, tangible outputs / products, salary slips, etc.) Certified Certified copy copy EMPLOYMENT Strengthening of master curricula in water resources management for the Western Balkans HEIs and stakeholders www.swarm.ni.ac.rs

Staff costs Staff costs Supporting documents Supporting documents PROOF PROOF OF OF PAYMENT PAYMENT (net + taxes) Certified Calculation of gross, net and tax amount (especially important when for paying is used other currency than euro) Certified Certified copy copy Contract Contractfor for working working on on SWARM SWARMproject Certified copy copy project Certified Certified copy copy Strengthening of master curricula in water resources management for the Western Balkans HEIs and stakeholders www.swarm.ni.ac.rs

Travel costs and Costs of stay Travel costs and Costs of stay Supporting documents Justification Justification for for the the following following elements elements: : Journeys actually took place Journeys connected to specific and identifiable project- related activities To To be be retained retained with with project project accounts accounts: : INDIVIDUAL INDIVIDUAL TRAVEL TRAVEL REPORT REPORT (ITR) Original Supporting Supporting documents documents (e.g. travel tickets, boarding passes, invoices, receipts, proof of attendance in meetings and/or events, agendas, tangible outputs/products, minutes of meetings) Certified Certified copy copy P Proof roof of of payment payment for travel costs and costs of stay (bank statement) Certified Certified copy copy P Proof roof of of payment payment for taxes (if any) Certified Any prior authorisation from the Agency Supporting documents Original Certified copy copy Strengthening of master curricula in water resources management for the Western Balkans HEIs and stakeholders www.swarm.ni.ac.rs

Travel costs and Costs of stay Travel costs and Costs of stay Supporting documents I Invoices nvoices for for accommodation accommodation Certified Certified copy Calculation of gross, net and tax amount (especially important when for paying is used other currency than euro) Certified Supporting documents copy Certified copy copy Strengthening of master curricula in water resources management for the Western Balkans HEIs and stakeholders www.swarm.ni.ac.rs

Travel costs and Costs of stay Travel costs and Costs of stay Travel costs Travel costs Costs of stay (120EUR per day Costs of stay (120EUR per day) Distance Distance Eligible cost Eligible cost No. of days No. of days Eligible cost Eligible cost 10 99 km 20 Eur 1 120 100 499 km 180 Eur 2 240 500 1999 km 275 Eur 3 360 2000 2999 km 360 Eur 4 480 3000 3999 km 530 Eur 5 600 4000 7999 km 820 Eur 6 720 8000 km and more 1100 Eur Strengthening of master curricula in water resources management for the Western Balkans HEIs and stakeholders www.swarm.ni.ac.rs

Individual Travel Report (ITR) Individual Travel Report (ITR) details of activity: dates excluding travel brief description of the activity performed should be inserted provide documents regarding financial transactions invoces, receipts, boarding passes add agenda and participation list for all days only participant should sign ITR Strengthening of master curricula in water resources management for the Western Balkans HEIs and stakeholders www.swarm.ni.ac.rs

Checks Checks a and nd Audits (Art. II.27) Audits (Art. II.27) The EACEA and and financial financial checks grant grant EACEA and/or checks and and/or the the Commission Commission may and audits audits in in relation may carry relation to to the carry out the use out technical technical use of of the the Carried out either outside outside body body authorised either directly directly by authorised to to do by EACEA EACEA / / Commission do so so on on its its behalf behalf Commission or or by by an an During the implementation of the Agreement and for a period of five five years years starting starting from from the balance balance the date date of of payment payment of of the the Contractual obligation of the project to carry out a financial audit audit at at final final report report stage stage financial Strengthening of master curricula in water resources management for the Western Balkans HEIs and stakeholders www.swarm.ni.ac.rs

Documentation Documentation For SWARM Milan Gocic University of Nis Univerzitetski trg 2 18000 Nis SERBIA Financial documentation (staff costs, travel costs, equipment and subcontracting costs) should be scanned as pdf and uploaded on SWARM platform under your at swarmuni@gmail.com. HEI acronym or sent Strengthening of master curricula in water resources management for the Western Balkans HEIs and stakeholders www.swarm.ni.ac.rs

Be careful Be careful Check twice before signing Check twice before signing Strengthening of master curricula in water resources management for the Western Balkans HEIs and stakeholders www.swarm.ni.ac.rs