The coordinating institution of a project is the contractor of NA at BIBB; she therefore has different responsibilities and responsibilities than the other project partners.
For example, the coordinating body must monitor that the project is being carried out in accordance with the agreement; accordingly, it is the coordinating body that prepares the interim and final reports. The entire communication between all partners and the NA at the BIBB takes place via the coordinating institution. For example, about all the facts of the project that lead to changes in the legal, financial, technical or organizational conditions. Please also note that the coordinating body is also responsible for providing all documentation necessary for the checks and inspections, i. E. So also for those of the partner institutions.
Unlike these specific tasks of the coordinating body, responsibility for the proper implementation of the project and compliance with all provisions also lies with each entity of the consortium. Each of these partners is responsible for promptly informing the coordinating institution of any relevant changes and providing them with all necessary and requested documents.
The basic condition of all transfers is that they do not have a negative impact on the implementation of the project or, in other words, a transfer must under no circumstances lead to your being unable to implement the project as contractually agreed.
In addition, any transfers of funds must be consistent with your reports on the activities and achievements of your project, i. If you move funds from the cost element Project Management and Execution to the cost type Transnational Project Meetings, then these funds must then also be backed with corresponding activities (eg additional transnational partner meetings). Or in another example: If you shift funds from the cost type project management and implementation to the cost type support for special needs (subsidy for participants with disabilities), these additional funds must be included in this cost type appropriate measures and / or relevant disabled participants in order to be recognized.
Costs and cost types
There are some general conditions that are linked to your project costs, so that they are eligible and you can get reimbursed for these costs.
Financial management in the Erasmus + program is organized in many (but not all) areas in the form of so-called unit costs (or grants per unit). The unit cost, unit unit cost, unit cost, unit cost, unit cost and unit contribution items all describe the same issue, namely the financing of activities and services with a fixed amount of funding and irrespective of real costs incurred. This type of funding means that the beneficiary often only has to report to the NA at BIBB on the implementation and quality of certain activities and services, and may also have to prove this; If these activities and achievements are recognized, they will be linked and reimbursed with certain fixed rates.
The practice of unit costs does not affect the right of the NA at the BIBB to obtain an insight into the accounting documents in examination cases.
In contrast to these unit costs, reimbursement of real costs is based on exactly spent and proven costs. An overview of the eligibility conditions for unit costs can be found in Annex III to your grant agreement (financial and contractual provisions) in Article I. The provisions on eligible costs (real costs) can be found in Article II of the Financial and contract terms.
In addition to the specific conditions for different costs described below, the following general conditions exist for the eligibility of costs:
• The costs are incurred during the duration of the project,
• the costs are shown in the budget of the project (requested and approved),
• the costs are necessary for the implementation of the project,
• only for unit costs: the number of units must be ascertainable / verifiable,
• only at real cost: the costs are reasonable and justified and comply with the principle of sound financial management, in particular with regard to economy and efficiency,
• only for real costs: the costs are identifiable and controllable and are recorded in particular in the accounts of the beneficiary.
The interim and final reports of all projects are controlled by NA at BIBB; In addition, there may be additional checks (document checks, on-site inspections). The evidence you need to keep in your reporting differs from the evidence that must be provided in the case of audits.
These different requirements are now explained based on the individual cost elements:
Project Management and Implementation (PMI)
The following activities can be expected to manage a transnational project, depending on the nature and content of the project:
• Planning and coordination of tasks, activities and services,
• communication with partner institutions from the field of work, multipliers or the National Agency,
• organization of administrative tasks,
• design of learning, teaching and training materials,
• development of progress documents (such as quality plans, concepts, status reports, tasks, protocols, project plans, dissemination plans, implementation analyzes, etc.),
• planning, organization and implementation of local project activities,
• Production of information material (brochures, brochures, websites …),
• Participation in NA events.
In your reporting, you must describe the appropriate activities and, if necessary, upload your products and results. Changes in the distribution of roles and tasks between the partners of the consortium are possible, but only with regard to the factual / technical limits of the persons and organizations involved (expertise, competences, capacities) and while respecting the basic project design (cooperation and cooperation, complementarity of partners in the consortium, etc.). It should be noted whether and to what extent changed tasks have consequences on the cost plan of the project or the internal distribution of resources.
Transnational project meetings (TPM)