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KOM Riga 27th-29th November 2013
With the support of the Erasmus Mundus programme of the European Union
Welcome MEDEA
Kick-off meetingRiga, 27th -29th November
2013
ADMINISTRATIVE &FINANCIAL ISSUES
MEDEA
With the support of the Erasmus Mundus programme of the European Union
KOM Riga 27th-29th November 2013
PROGRAMME
With the support of the Erasmus Mundus programme of the European Union
KOM Riga 27th-29th November 2013
• 1 -LEGAL DOCUMENTSA. Grant Agreement /Consortium Agreement
• 2 -MANAGEMENT STRUCTUREA. CompositionB. Roles and ResponsabilitiesC. MEDEA Committees
• 3 -FINANCIAL MANAGEMENTA. Budget overviewB. Organisation of the mobilityC. Implementation of the mobility
– Subsistance costs– Travel costs– Participation costs– Insurance costs
D. Organisation and Implementation of the mobilityE. Management invoices
• 4 -ADMINISTRATIVE ISSUESA. Important documents -PartnersB. Documents for the mobilityC. ReportingD. Checks and Audits
• 5 -TIMELINE• 6 -COMMUNICATION AND DISSEMINATION
A. Communication toolsB. Key documentsC. Communication and networkD. Sustainability – Erasmus +
1-LEGAL DOCUMENTS
Grant Agreement
Signed between EACEA and the coordinating HEI.Contract between UPS and EACEA.Agreement for the period from the 14th july 2013 to 14th july 2017.Legal and financial aspects, duties of UPS and EACEA.
Consortium Agreement
Signed by all partners2 signed copiesStructures and officialises the consortiumDefines the rules of the consortium:
– Management structure– Financial and legal aspects– Roles of partners– Organisation of the mobility– Settlement of disputes
With the support of the Erasmus Mundus programme of the European Union
KOM Riga 27th-29th November 2013
With the support of the Erasmus Mundus programme of the European Union
KOM Riga 27th-29th November 2013
2.Management structureA. Composition
Coordinating institution: Université Paul Sabatier, Toulouse
Coordinator: Oksana KOUNDOUZOVA
Coordinating institution: Université Paul Sabatier, Toulouse
Coordinator: Oksana KOUNDOUZOVA
Co-coordinator institution: Tbilisi, Georgia
Coordinator: Ia IAVALIANI
Co-coordinator institution: Tbilisi, Georgia
Coordinator: Ia IAVALIANI
Project manager: Elodie Balonas Constantino
Project manager: Elodie Balonas Constantino
MEDEA consortium committee (MCC)
MEDEA Joint Selection Committee (MJSC)
MEDEA Quality Committee (MQC)
COORDINATOR AND CO-COORDINATOR TEAM
PARTNER and Associated Partners TEAM
Academic and/or Administrative representativesAcademic and/or Administrative representatives
MEDEA COMMITTEES
Management of the project by Coordinator and Co-coordinator
2.Management structure B.Roles and responsabilities of each structure
Day-to-day managementPromotion material and websiteImplementation of proceduresMEDEA documents – TemplatesFinancesInsuranceReporting to EACEAProblem solving
With the support of the Erasmus Mundus programme of the European Union
KOM Riga 27th-29th November 2013
Administrative and financial management
Local implementation of the project Financial management of local budget Local promotion of the project Designate a person referent for project Reporting to the coordinating Team Advise their representatives in consortium
committees
Mobility management
Overall management of the selection procedure
In charge of evaluating students / staff Practical organisation and follow up
mobilities Supervise the training procedures and
their contents Collect all documents related to the
student mobility
Partner Institutions
2.Management structureB.Roles and responsabilities of each structure
2.Management structure B.Roles and responsabilities of each structure
Associate Partners
Associates play an active role in the action but they are not beneficiaries.
With the support of the Erasmus Mundus programme of the European Union
KOM Riga 27th-29th November 2013
Aims of assiciate partners:o Facilitate and contribute to the transfer of knowledge.oInnovation process.oPromotion.oIdentifying and providing placement facilities to incoming students.
With the support of the Erasmus Mundus programme of the European Union
KOM Riga 27th-29th November 2013
• MEDEA Joint Selection Committee (MJSC)
Composition: One representative by partner university chaired by coordinator
Role: Decides final selection of the granted candidates
Meeting frequency: Once a year
Decision rules:Consensus or simple majorityImpartial and no conflicts of interest
Responsabilities: Overall management of the recruitment
process Selection procedures Respect of the mobility scheme
implementation
Coordination of training activity Dissemination of the results Verification of the availability and follow
up of the student
2.Management structure C.MEDEA Committees
2.Management structure C.MEDEA Committees
Composition: One representative by partner university chaired by coordinator
Role: Consortium’s decision making and arbitration body
Meeting frequency: Once a year
Decision rules: Consensus or simple majority Binding decision for all partners
Responsabilities: Promotion Dissemination of results Sustainability Valorisation Political and strategic orientation Selection Procedures Mobility implementation Mobility Recognition
• MEDEA Consortium Committee (MCC)
With the support of the Erasmus Mundus programme of the European Union
KOM Riga 27th-29th November 2013
• MEDEA Quality Committee (MQC)
Composition: 2 members representing EU partners.2 members representing TC partners.1 independent member of associate partners.
The MQC aims to:Work on the weakness of the project .Propose measures for improvement.Define forces and failures of the project through quality reports.Work on the sustainable development of MEDEA.
2.Management structure C.MEDEA Committees
3.Financial ManagementC.Implementation of the mobility
Subsistence costs
Transfer of the total subsistence allowances proportionally to the number of grant holders after each selection committee. Partners will have to send an invoice to receive the payment.The susbsistence allowance is a monthly allowance for costs of living.This lump sum will be transferred directly to hosting institution.The hosting university will have to transfer money on a monthly basis.In duly justified cases the payment periodicity can cover up to a maximum of three months.Subsistence costs should be provided upon arrival to cover installation costs. (After signature of the scolarship contract)If a portion of a month is more than 15 days, a full month allowance is to be paid.
Mobility type Monthly allowance
Undergraduate 1000€
Post-graduate 1000€
Doctorate 1500€
Post-doctorate 1800€
Staff 2500€
With the support of the Erasmus Mundus programme of the European Union
KOM Riga 27th-29th November 2013
3.Financial ManagementD.Organisation&Implementation of the mobility – Recap
Organization of mobility(HOME & HOST)
Individual scholarship (HOST)
Lump sum3500 euros
Participation cost Travel Cost Insurance cost
Scholarship
Eligible Costs
-Human resources -Meeting expenses :KOM,selection committees-Project’s promotion
-Permit residence-Language courses-Tuition fees -Laboratory consumable -Specific needs for the formation-Public transport
-One return flight ticket-Extra cost due to visa process-Visa cost
Insurance managed by UPS
Monthly allowance
Recording - An administrative platform soon ready, until then, please send to UPS a scanned copy of all the invoices and proofs (boarding pass, invoices, etc.) - Send UPS detailed table of expenditure-Keep all original copies
-Invoice (original)-Boarding pass
Copy sent directly to students, if required can be sent to Host
Endorsement letter signed by the student. Template provided by coordinator
With the support of the Erasmus Mundus programme of the European Union
KOM Riga 27th-29th November 2013
3.Financial ManagementE. Management of invoices
Type of expenses Management required Partners concerned (sending or hosting)
Organisation of mobility Activities report All partners
Subsistence costs
•Each granted will have to sign a monthly allowance receipt •A proof that the money has been transfered
Hosting institution
Travel costs
•Invoices and boarding cards must be kept •Certificate of arrival must be signed by all granted
Hosting institution
Participation costs Proof of registration, invoices of expenditure
Hosting institution
Insurance Contract signed by all granted Hosting institution
For all expenses, keep the invoicesWe can have an audit during the 5 years after the end of the project !!
With the support of the Erasmus Mundus programme of the European Union
KOM Riga 27th-29th November 2013
4.Administrative issuesA. Important Documents - Partners
With the support of the Erasmus Mundus programme of the European Union
KOM Riga 27th-29th November 2013
4.Administrative issues B-Documents for the mobility
• Letter of acceptance in the MEDEA project
Sent by the coordinator at the end of the selection process when the student agrees to integrate the project
• Welcome letter in the hosting university
Sent by the hosting university, giving the name of the tutor, accommodation, visa information, etc.
• Student/staff agreementSigned by the coordinating institution and the student/staff : duties, rights, fundings, etc.
• Student/staff learning agreement
Filled by the student/staff and approved by the hosting and home institutions
• Certificate of arrival & monthly allowance receipt
Signed by the student at the hosting institution
A template is provided by
the coordinating
institution
With the support of the Erasmus Mundus programme of the European UnionKOM Riga 27th-29th November 2013
4.Administrative issuesC.Reporting
Event Deadline
Starting date of eligibility period July 2013
Submission of Minimum Requirement for the selection procedure
Submission of the lists of selected candidates
15 days before the 1st mobility
starts
Submission of the 1st Progress report 01/09/2014
Submission of the 2nd Progress report 01/02/2015
Submission of the 3rd Progress report 01/02/2016
Ending date of the eligibility period 14/07/2017
Submission of the Final report 14/09/2017
With the support of the Erasmus Mundus programme of the European Union
KOM Riga 27th-29th November 2013
4.Administrative issuesC.Reporting
With the support of the Erasmus Mundus programme of the European Union
KOM Riga 27th-29th November 2013
1st cohort
Submission of the lists of grant holdersMobility flow latest start
01/09/201431/12/2014
2nd cohort
Submission of the lists of grant holdersMobility flow lastest start
01/09/201531/12/2015
3rd cohort
Submission of the lists of grant holdersMobility flow lastest start
01/09/201631/12/2016
Documents
Boarding passes Learning agreement Arrival notice Student agreement / contract Student registration proof
Satisfactory survey regular appointment
Attendance certificateScholarship reportTranscript of record
With the support of the Erasmus Mundus programme of the European Union
KOM Riga 27th-29th November 2013
4.Administrative issuesD. Checks and Audits
All EU funded projects may be checked through:• A desk control (a review and analysis of the contractually
required supporting documents)• Monitoring and on the spot visits by the Agency
• Audit visits by the Agency's external Auditors• Audit visits by the European Court of Auditors
When?
• any time during implementation• up to 5 years after the date of the financial closure (date of the
final payment/recovery order)
4.Administrative issuesD. Checks and Audits – Documents to be kept
-Passport.-Student agreement.-Travel documents (bording passes, e-tickets), …-Bank statements –for the transfer of subsistence allowance.-insurance agreement/invoice/annex to the insurance contract. with the name of the grantee and the period clearly stated.-Any other documents relevant for the respective mobility.
With the support of the Erasmus Mundus programme of the European Union
KOM Riga 27th-29th November 2013
6.Communication and disseminationB.Key documentation
http://eacea.ec.europa.eu/erasmus_mundus/beneficiaries/beneficiaries_action_2_en.php
Documents :
Programme guide Guidedlines to call for proposals Administrative and financial hanbook Minimum requirements for selection procedure Minimum health insurance requirements Visibility of Erasmus Mundus projects (website /logo) Reporting templates Financial information kit
With the support of the Erasmus Mundus programme of the European Union
KOM Riga 27th-29th November 2013
6.Communication andDissemination C. Communication and Networking
DISSEMINATION
Website: www.ema2.medea
EACEA national agencies
Institutional cooperation agreements
Embassies
Newsletters, articles
With the support of the Erasmus Mundus programme of the European Union
KOM Riga 27th-29th November 2013
Associated Partners
Student Network
Institutional contacts
With the support of the Erasmus Mundus programme of the European Union
KOM Riga 27th-29th November 2013
6.Communication and Dissemination D. Sustainability
Intra- partnership agreementsBetween Balkan statesBetween EuropeanBetween EU / Balkan
Staff exchanges Even if not in the framework of MEDEA
Joint Programmes / Doubles Diploma
Cooperation Agreements
Signature of MOU’s
Erasmus + : Future coopération
THANK YOU FOR YOUR ATTENTION!