Coordination of project work

Coordination of project work

These meetings mainly serve the coordination of project work, the partnership-based exchange, the organization and execution of administrative and financial tasks and the coordination of professional services.

The aim of this activity is thus the exchange of the partners over the course of the project and the progress in the project, over solutions for problems, over the administrative requirements and the like more. Please note, however, that transnational project meetings must by no means coincide completely with the work on the intellectual outputs, i. So do not document the working hours of transnational project meetings in the time credits of working on the intellectual output. Both are separate cost types. If in practice a small part of the work on the intellectual output should take place at these Transnational Project Meetings, please describe this comprehensibly.

The financing of the transnational project meetings is a contribution to the travel and subsistence costs of the respective employees of the partner institutions. As a rule, one of the partner institutions is the host of these meetings. Although transnational project meetings do not necessarily take place at the headquarters of a project partner, in practice this is the norm.

The Strategic Partnership project meetings must be carried out in the countries of the organizations involved in the project. In addition, the meetings may take place in the cities of Brussels, Frankfurt am Main, Luxembourg, Strasbourg or The Hague.

Transnational project meetings are only eligible if they involve at least two project partners from two different partner countries. The distance between the place of origin and the destination of the journey must be at least 100 km in order to be eligible. If, for one (or more) of the project partners, the distance between the headquarters of the institution and the headquarters of the host partner institution is less than 100 km, the costs of the meeting must be borne by the cost of project management and implementation.

In your reporting in the Mobility Tool +, you must report on these meetings. The approved total amount does not change if deviations from the application should occur during the composition of the partner meetings. The project goals are to be documented and possibly documented, as they have actually taken place. The unit costs calculated in the final report depend on the distance traveled (according to the distance band); So it may u.U. to reduce the sum for project meetings if fewer participants attend the meetings than originally planned.

In the case of audits, the quality and eligibility can be checked by the following and may need to be substantiated by you:

• evidence of participation (list of participants with details of the participants [name, e-mail address, partner institution, signature], signature of the host institution and details of the meeting

[project title, project number, location and date]


• quality of the meetings (eg checking whether there are progress reports or minutes, whether agendas exist, if the content of the meeting is appropriate to the project, if the content and purpose of the meetings are clear, which documents have been processed),

• tickets and invoices (as proof of participation, not as amount of expenditure and if no other supporting documents can be presented or accepted),

If the actual place of origin differs from the location of the sending institution or if the destination differs from the location of the receiving institution and thus changes the distance band, then travel documents or invoices with indication of the place of origin and destination are provided to prove the actual travel course ¬lortes mandatory,

• Eligibility of documents (for example, checking that travel to the eligible and specified places took place).

Intellectual results are always to be understood as concrete results of the project, which are not produced solely for the narrow framework of one’s own partnership, but which can also be used by other actors and institutions and which therefore necessarily have to be of substantial quality. A booklet describing the project and listing the partners or a homepage containing v.a. the project and its objectives are therefore by no means eligible intellectual For example, eligible intellectual output requires addressing the professional world outside the consortium in order to disseminate results, products, or the like.

The financing of this cost type is a contribution to the personnel costs of the respective employees of the partner institutions. The amount is not based on the actual personnel costs of the individual institution, but on the current so-called unit costs per staff category. The category of personnel to be appended is in turn defined by the activity performed in the project – and not by the position in the hierarchy of the partner institution.

The time sheet for each person employed should include the following information:

•             Surname,

• function (staff category),

• Company / Organization,

• working days in the project (date per month and brief description of the activities carried out),

• sum / total number of working days of this person,

• Signature of the employee,

• Confirmation / signature by supervisor.

The confirmation on the working time statement must be made by a supervisor. If this is not one of the persons responsible for the project or the legal representative (ie persons who have been registered in the course of the application), a letter of notification or proof of the function of this person must be provided.

The staff employed to provide Intellectual Output must be in a verifiable working relationship with the partner institution. This work relationship will usually be based on a regular employment relationship, but the program also mentions ‘voluntary work’ as a possibility. In the first case, the employment contract of the employee with the partner organization and, in the case of voluntary work, a declaration signed by the partner institution on the project assignment of the volunteer (name and address of the employee, type, duration and Extent of activity, personnel category exercised by the employee), which is signed by the volunteer employee.

Please note absolutely that costs of experts on the basis of service contracts (eg subcontracts) within the meaning of the program can not be claimed as per- sonnel costs, but only under the cost type extraordinary costs (special costs) are eligible and only insofar as these Costs requested by you and approved by the NA at the BIBB. In contrast, costs of persons in a contractual employment relationship that is equivalent to a contract of employment (for example, fee agreements of natural persons) may be claimed as personnel costs for the provision of the intellectual results.

The delimitation of, for example, a fee agreement from a subcontract must be traceable to BIBB in the case of an audit for NA. The following factors should be apparent in an employment relationship that allows recognition as staff costs (see Annex I [General Conditions], Part B, Article II.19.2.a):

• The person works in conditions similar to those of an employee, in particular with regard to the organization of the work (eg instructions), the tasks performed and the premises in which they are performed),

• The results of the work are the property of the partner institution,

• The costs do not differ significantly from the costs of personnel performing similar tasks under a contract of employment with the beneficiary.

In the case of examinations, the compliance of the submitted personnel records with the documents of the institution is checked. The following may be the subject of the test:

• time sheets (personal information, category of staff, monthly calendrical performance data, length of working time, signatures …),

• progress reports, status reports or other documents for the provision of intellectual output;

• Proof of employment (to check whether the persons indicated are also employees of the organization and whether the information given in the time statement complies with the information provided by the organization),

• Proof of the staffing profile (to check whether the profile of the persons specified in the project matches the information provided by the company, that is, if, for example, the teachers listed are really teachers),

• eligibility by examining whether the listed persons have actually received salary (the salary level is not checked).