PROTEACH Meetings to discuss administrative and financial matters

PROTEACH Meeting(s) to discuss administrative and financial matters January 2017 Meeting places: For the Israeli teams: Kibbutzim College, Tel Aviv For the European teams: Skype teleconference Presented by Raul Drachman, Kibbutzim College 1

Proteach project’s consortium – partners and associated partners 2

Proteach’s budget (approved, = submitted – SMS) 3

Status • Project started on 15. 10. 16 • Grant agreement • Partnership agreement • Advance payment from the EC • Working • Spending • Work planning tool 4

Reference material • The Grant Agreement and annexes • The budget file (GA 573877. pdf) (PROTEACH_detailed-budget_090216 -2158 - without SMS. xlsm) • The detailed project description_090216 -2155. docx) (PROTEACH_detailed-project- • The Guidelines for the Use of the Grant (guidelines_for_the_use_of_the_grant_-_cbhe_version_8. 12. 16_0. pdf) • The Erasmus+ Program Guide (erasmus-plus-programme-guide_en_ 2017. pdf) • The EACEA website (specifically: https: //eacea. ec. europa. eu/erasmusplus/beneficiaries-space/capacity-building-in-field-higher-education-2016_en ) • Forthcoming: Our Partnership Agreement • Underway: The (internal) work planning tool (curr. version: Effort per WP - preparing work plan - all combined - diff sheets - with data – 3. xlsx) 5

Relevant managerial stuff for our project (and for CBHE/2016 in general) available from the EACEA website Link: https: //eacea. ec. europa. eu/erasmus-plus/beneficiaries-space/capacity-building-infield-higher-education-2016_en 6

Browse file in meeting as needed… 7

Financial issues and financial management • Pre-finance (50%, then 40%) (GA and 2. 1 in Guidelines) • Budget and its composition are the approved ones • Eligible/non-eligible costs (Budget file) (3. 2. 1/3. 2. 2 in Guidelines) • Reimbursement bases: real costs, unit-costs • The “co-financing principle” (3. 2/3. 3 in Guidelines) (1. 5 in Guidelines) • How things are done: – Budgets managed by corresponding partners: Each partner spends from its own budget and under its responsibility re: eligibility, compliance with limits, etc. – Some expenses may require previous approval (refer to Guidelines; ask Raul if needed) 8

Financial issues and financial management (cont. ) • Trips; flight and hotel reservations… – In general – as in budget. – Trips - only from own budget – [Special issue: “ Israel – various ** ”] – Form to use: Individual travel report – Flying from an airport out of own “place” (country/city? ) – The need for advance planning for saving in trips and stay costs. • Other issues: – Exchange rate (3. 2. 4 in Guidelines) – VAT treatment (3. 2. 3 in Guidelines) – Subcontracting (budget file and 3. 2. 6. 2 in Guidelines) – Publicity obligations, etc. (1. 7 in Guidelines) – Forms related to labor input and trips and progress reporting – Supporting documentation (3. 4 in Guidelines) 9

SOURCE: Roisin Mc. Cabe’s presentation – Erasmus+ Info Day 8. 12. 16, Tel-Aviv 10

SOURCE: Roisin Mc. Cabe’s presentation – Erasmus+ Info Day 8. 12. 16, Tel-Aviv 11

SOURCE: Roisin Mc. Cabe’s presentation – Erasmus+ Info Day 8. 12. 16, Tel-Aviv 12

SOURCE: Roisin Mc. Cabe’s presentation – Erasmus+ Info Day 8. 12. 16, Tel-Aviv 13

Exchange rate The coordinator shall submit the payment requests including the underlying financial statements, in euros. Any conversion into euro of actual costs incurred in other currencies shall be made by the beneficiary at the monthly accounting rate established by the Commission and published on its website http: //ec. europa. eu/budget/contracts_grants/info_contracts/inforeuro_en. cfm applicable: • on the month of the receipt of the first pre-financing [January 2017] for all costs incurred until the second pre-financing is received and • on the month of the receipt of the second pre-financing for all costs incurred until the end of the project. The invoice date will be taken into account to determine the applicable monthly exchange rate. The reference rate for January 2017 is 4. 0226 ILS/Euro. 14

Documentation to be retained or sent (Guidelines, 3. 4) 15

Reporting Refer to 2. 2 in Guidelines 2 reports: A mid-term “progress report on implementation”, when 70% of the 1 st pre-financing has been spent but not later than 14. 4. 18 (2. 2. 1 in Guidelines) and The “final report”, two months after the end of the contractual period: 14. 12. 19. The reports are composed of a narrative part (word document) and a financial part (excel file). The financial part of the progress report will help the coordinator monitoring the use of the grant and sharing financial reports with the partners during project implementation. 16

Work planning tool (sample, partial view of one of its screens) 17

Important • Work teams as primary contacts • Forms, templates and managerial information will be sent during the project. 18

(More) questions… 19

Thanks! 20