Culture2000 ProgrammePresentation of the application’s budget and

interim/final report.

A. The BudgetB.The Interim ReportC.The Final Report

A. BUDGET

• Part III of the application.– The bank identification

form;– The legal entity

identification form;– Budget;– Annexes of the

budget;– Signature.

THE BANK IDENTIFICATION

• The form can be found at the

following Internet address: http://europa.eu.int/comm/culture/eac/how_particip2000/pract_info/form_en.html

• The form needs to be stamped

and signed by the account holder and by a representative of the bank.

THE LEGAL ENTITY

• The form can be found at the following Internet address:http://europa.eu.int/comm/budget/execution/legal_entities_fr.htm#ELENFR

• The form should be returned together with:1. Private organisations:

• A copy of any official document showing the contractor’s name and address and the registration number given by the national authorities;

• A copy of the VAT registration document if applicable.

2. Public organisations:• A copy of the resolution, law degree or decision establishing the entity in

question or failing that, any other official document attesting to the establishment of the entity.

THE BUDGET

EXPENTITURE

1. Staff;

2. General expenditure;

3. Travel expenses and subsistence costs;

4. Prod., comm. and dissemination costs;

5. Conferences, seminars and meetings;

6. Miscellaneous costs.

INCOME

1. Specific grants;

2. Income generated by the project;

3. Self-financing by the applicant and co-organisers.

EXPENTITURE

1. STAFF

• Costs for administrative and co-ordinating staff, see the total of the Section 1 (a + b + c) of the budget form, must not exceed 20% of the total direct expenditure, i.e. Sections (3) + (4) + (5) + (6).

• Our services use the scale depending on the position of the employee limits being:– 1.a: University @ 500,00 € / day;– 1.b: Assistant @ 250,00 € / day;– 1.c: Secretary @ 150,00 € / day.

2. GENERAL EXPENDITURE• Indirect costs as office supplies, consumables,

depreciation of computer equipment, …

– Depreciation: only the portion of equipment’s depreciation corresponding to the duration of the action (8, 9, 12 months) and the rate of actual use for purposes of the action may be taken into account.

– Electricity, gas, heating and rents ... : they are not considered as eligible. Excepted if an office has been rented only for the realisation of the project then costs related to the building will be eligible.

• Must not exceed 7% of the total amount of direct expenditure, i.e. total of sections (1) + (3) + (4) + (5) + (6).

3. TRAVEL EXPENSES & SUBSISTENCE COSTS

• Concern costs for administrative staff (under the section 1 of the budget) in connection with implementation of the project.

• The daily allowance and maximum hotel price per country can be found at the following Internet address:

http://europa.eu.int/comm/culture/eac/how_particip2000/pract_info/pdf_word/allowance_rates2004.xls

• Plane (more than 800km) = max. 600,00 € in Europe / economy class.

• Train = first class ticket.• Car = max. 0,22 € / km. (Fuel is non eligible)

3. TRAVEL EXPENSES & SUBSISTENCE COSTS

!!! This section requires an annex A with:– The detailed calculation method for all amounts >

5.000,00 €.– And in any case (that means also if the amounts is <

5.000,00 €) the places of departure and destination and the dates of planned journeys.

4. PRODUCTION, COMMUNICATION AND DISSEMINATION COSTS

• Point 4.a Production costs: the detail of the content must be indicated under the budget.

• Point 4.b Translation costs: max. of 1,67 € per line.

• Point 4.c Distribution costs.

• Point 4.d Dissemination costs: this expense must be specified under the budget.

!!! This section requires an annex B with the details of the calculation method for all amounts > 5.000,00 €.

5. COSTS IN CONNECTION WITH CONFERENCES, SEMINARS AND

MEETINGS

• Point 5.a Premises hire.

• Point 5.b Equipment hire.

• Point 5.c Travel expenses / subsistence costs for participants and speakers: the beneficiary has to enter in this table precise details of the expected number and origin of conference participants and speakers.

!!! This point requires an annex D giving the expected number of persons per country.

5. COSTS IN CONNECTION WITH CONFERENCES, SEMINARS AND

MEETINGS • Point 5.c1 Travel expenses: see Section 3.

• Point 5.c2 Local transport: taxi expenses are not in principle considered as eligible because they are included under the daily allowance. They will be reimbursed only in exceptional cases.

• Point 5.c3 Subsistence: see Section 3.

!!! Points 5.c1 & c2 require in any case an annex C with the places and dates of planned journeys and stays.

!!! Do not include European Union Officials under points 5.c1, c2 & c3.

5. COSTS IN CONNECTION WITH CONFERENCES, SEMINARS AND

MEETINGS

• Point 5.d Interpretation: languages from/into which interpretation will be provided must be specified under the budget.

• Point 5.d1 Interpreters: max. 600,00 € per day including travel and subsistence costs.

• Point 5.d2 Booths.

• Point 5.e External speakers’ fees: max. 500,00 € per day.

5. COSTS IN CONNECTION WITH CONFERENCES, SEMINARS AND

MEETINGS• Point 5.f Reception staff.

• Point 5.g Reproduction costs.

• Point 5.h Supplies

• Point 5.i Others costs: must be specified under the budget.

!!! This section require an annex C for amount > 5.000,00 € with the detailed of the calculation method.

6. MISCELLANEOUS COSTS DIRECTLY LINKED TO PROJECT

ACTIVITIES• Point 6.a Artists’ fees.

• Point 6.b Insurance.

• Point 6.c Premises hire.

• Point 6.d Equipment hire.

• Point 6.e Transport of equipment.

6. MISCELLANEOUS COSTS DIRECTLY LINKED TO PROJECT

ACTIVITIES

• Point 6.g Copyright or royalties.

• Point 6.h travel expenses / subsistence costs.!!! The point 6.h must in any case have an annex E with

the places and dates of planned journeys and stays.

• Point 6.i Purchase of equipment for prod., creation, restoration etc.

6. MISCELLANEOUS COSTS DIRECTLY LINKED TO PROJECT

ACTIVITIES

• Point 6.j Remunerations of scientific personnel, technicians, persons responsible for prod., creation, restoration etc.

• Point 6.k Other costs: must be specified under the budget.

!!! This section requires an annex E with details of the calculation method for amounts > 5.000,00 €.

THIRD COUNTRIES

1 In annual and multi annual projects the costs of the project leader and/or co-organisers for SOME activities taking place in 3rd country are eligible up to 10% of the total eligible budget.

• Only costs from the leader and/or co-organiser will be eligible but up to 10% of the total eligible budget.

• Costs paid by a partner from a 3rd country will be non eligible.• The project leader and/or co-organisers may invite people

from 3rd countries and costs for travel, meals, fees, … will be eligible because these costs will be paid by the project leader and/or co-organisers.

THIRD COUNTRIES

2 In case the project takes place ENTIRELY in 3rd country (Annual cooperation project in third countries) all expenses of the leader and/or co-organisers are eligible.

INCOME

1. SPECIFIC GRANTS• 1.a European Commission.

– Annual project + third countries:From €50 000 to €150 000 and may not exceed 50% of the project’s total eligible budget .

– Multi-annual project: Above €50 000 but not more than €300 000 per year and may not exceed 60% of the total eligible budget. If the funding requested for the duration of the project exceeds €300 000 the application must be accompanied by an external audit report produced by an approved auditor.

– Translation:Do not exceed a total of €50 000; This amount cannot exceed 60% of the total costs of the operation.

• 1.b International public institutions.• 1.c National/regional/local public institutions.• 1.d Privates companies.• 1.e Others.

REMARKS FOR SPECIFIC GRANTS

!!! Points 1.b to 1.e must be specified under the budget with the name of the relevant institutions/companies/organisations. See part II, point 9.

!!! A signed declaration of co-funding must be submitted by each relevant institutions/companies/organisations.

!!! In case a final decision on co-funding has not yet been taken, the applicant organisation has to take the responsibility of the amount indicated under the budget for the co-funding not secured yet with a signed declaration.

2. INCOME GENERATED BY THE PROJECT.

• 2.a Registration fees.• 2.b Sale of publications.• 2.c Other: tickets sale, …

!!! Income generated by the project must not be considered as part of the self-financing.

3. SELF-FINANCING BY THE APPLICANT ORGANISATION

AND CO-ORGANISERS• 3.a Applicant organisation.• 3.b Co-organisers: with the name of each co-organiser.

These contributions must be own funds or raised and secured funds specifically for the project.

!!! According to the clause stipulated in the call for proposals (see Annex B, page N° 11) each of the participating institutions have to contribute at least 5% measured to the total eligible budget. The declarations signed by all the project’s partners (Project Leader and Co-Organisers) correspond to the self financed part of the project’s budget.

REMARKS CONCERNING THE INCOME PART OF THE BUDGET

1. Declarations from the project leader and co-organisers = the section 3 of the income part of the budget = part II, point 4 of the application.

2. If the financial participation in the project of the leader (or a co-organiser) is based on funding from other institutions in order to meet (or not) the obligation of self-financing with a min. of 5% of the total eligible budget, the applicant doesn’t have to indicate under the Section 1 of the income part of the budget the amount concerning the co-funding from the other institution/company/organisation. We considered the signed declaration as the own contribution and therefore the amount in question has to be indicated only into the Section 3 of the Income part of the budget

ANNEXES OF THE BUDGET

• The budget must be prepared properly. That means the applicant must make précised indications following the breakdown in the budget form and wherever required in the various sections of the budget to submit annexes and detailed calculations for any amount exceeding 5.000,- € and the places of departure and destination and dates of each planned journeys and stays (I.e. sections 3, 5.c & 6.h). These annexes are an integral part of the budget.

ANNEXES OF THE BUDGETFor each amount > 5.000,00 € (also inside annexes):1. Annex A: for travel and subsistence costs. Number of

persons, of days, cost per journey, per day AND the places of departure and destination and dates of planned journeys/stays.

2. Annex B: for prod., comm. and dissemination costs. Detail of the content, number of line and language for translation costs, number of flyers, ...

3. Annex C: for conference and seminars costs. Number of days, of persons, cost per day, per person, detail of the content, places of departure and destination and dates of planned journeys/stays (5.c1 to c3), …

4. Annex D: for the point 5.c. Expected number of persons per country.

5. Annex E: for miscellaneous costs. Number of days, of persons, detail of the content, places of departure and destination and dates of planned journeys/stays (6.h), cost per days, per persons, …

SIGNATURE

• The last page of the budget must be signed by the person legally authorised to commit the applicant organisation.

B. THE INTERIM REPORT

1. The IR must be submitted by the beneficiary to the Commission at the middle of the duration of the project.

2. The technical implementation report:– An overall assessment of the results;– Complete information on the development, progress

and achievements of the project;– A summary in EN of the main results achieved.

3. The interim financial accounts:– = Annex III.1, stating the amount of actual

expenditure.

C. THE FINAL REPORT1. The FR must be submitted by the beneficiary to the

Commission within two months of the end of the period of eligibility of the project.

2. The technical implementation report: – An overall assessment of the results of the project;– Complete information on the development, progress

and achievements of the project;– Qualitative evaluation of the execution of all tasks;– List of main activities;– List of conferences, seminars, meetings, trainings

etc., number of participants etc.;

C. THE FINAL REPORT

– Indication of trips made, visits etc. and their objectives;

– Two copies of all published material;– A summary in EN of the main results achieved.

2. The final financial accounts:– Two copies of the ‘Final financial Accounts’

= Annex III.2.– A full summary statement = List of invoices of the

receipts and expenditure in the beneficiary’s accounts for the period of eligibility covered by the agreement.

C. THE FINAL REPORT

4. List of invoices (no copies of the invoices):– Name of co-organiser/partner responsible for the

action;– Date of the action when the costs were generated;– Purpose of the action / description of either goods

or services;– Invoice n°,– Date of the issue (invoice);– Supplier = the one who has provided goods or

services and has received or will receive a payment for these goods or services;

C. THE FINAL REPORT

– Net amount and the relevant VAT (only if the beneficiary is not able to recover it) in national currency and in EURO together with the EURO rate used (for countries out of the EURO area)

• The exchange rate to be used shall be the rate of the month the beneficiary is preparing the financial accounts statement. WEB-Site: http://europa.eu.int/comm/budget/inforeuro/index.cfm?Language=en

– Date of the payment.

C. THE FINAL REPORT

5. Income of the project.– If specific grants or income generated by the project are

provided in a currency other than the EURO, then the beneficiary has to indicate the grants received in the national currency and in EURO.

– Self-financing: • If the real expenditure is lower than the estimated budget

the self-financing must represent at least the same % as indicated in the estimated budget. See annex III, total section 3.

• If the real expenditure is higher than the estimated budget the self-financing must represent at least the same amount as indicated in the estimated budget.

Contact person

• For questions concerning the application’s budget and the interim/final report please contact: sandra.delespesse@cec.eu.int

Financial Assistant

European Commission Directorate General for Education and Culture C1 – CultureOffice B-100 05/19T: +32 2 29 98 702 (direct phone)F: +32 2 29 99 283 (fax of the unit)http://europa.eu.int/comm/dgs/education_culture/index_en.htm