Financial and administrative procedureFinancial and administrative proceduress

LAPs & RAPsLAPs & RAPs Project Project

Community action programme to combat social exclusion 2002-2006Second transnational exchange programme

Call for proposal VP/2004/004 under 2005 budget line 04.040202

Dossier n. 2004/VP004/10136

Ist Steering Group Meeting

Bruxelles, 7-8 November 2005

International and European Affairs Department

Laps & Raps project proposal approved; Contract N.VS/2005/0375; Guideline - Community Action Programme to combat Social

Exclusion 2002 -2006 - Second Transnational Exchange Programme;

Applicant Guide VP/2004/004;

Reference documents

Payments/refundsPayments/refunds

All eligible costs for the implementation of the project must be paid within the budget period 15/9/2005 to 31/8/2006 (YEAR ONE)

The only costs that partners will have to account for are:

1) Staff costs2) Travel (airfare)3) Costs links to travel (public transports and small snacks)

These costs will be reimbursed according to the following procedures

Staff costs should be justified by the following documents:

Original official contract and or letter of appointment (or certified copy);

Time sheets signed and certified

Staff Costs

Participants of the project steering and peer review group meetings are expected to book and pay for their own flights. The related cost will be refunded as soon as the note of expenses is received together with original tickets/invoice from Travel Agency and boarding passes.

Travel associated costs: public transports and small snacks can be reimbursed provided that receipts/tickets are transmitted to the Coordinator along with a request of reimbursement

The Coordinator provides for any other subsistence expenses (hotel, restaurants and conference rooms) in cooperation with the Local partner;

Travel Costs- Airfare

Procedures for payments SGM and PREW costs

Travel and accommodation general procedure apply.

Host city/partner supports the coordinator in:

Identifying service providers for Hotel, meals, interpretation, venue

N.B. : A formal request of three estimated quotations or a certified agreement with an ad hoc provider of good and services, is foreseen for any supply.

The coordinator pays directly to the service providers all costs incurred hence:

Very important note: every single invoice must be made out to the City of Venice (for expenditures to be paid directly).

•Very important note: every single invoice must be made out to the City of Venice (for expenditures to be paid by City of Venice)

•Ref. Comune di Venezia – Direzione Centrale Relazioni Internazionali e Politiche Comunitarie – S.Polo, 1098 – 30125 Venezia – (P.I: 00339370272).

Payments by Coordinator

We will forward to all the partners the financial management methodology attached with all the relevant documents to be filled in by the partners and submitted to the Coordinator.

•Beneficiary’s Bank details (it is crucial to have all the relevant info: ie. Name of bank, address, BIC/SWIFTand IBAN

•Time sheets (format requested by E.C)

•Statement of expenditures (format requested by E.C)

•Summary table of estimated cost of each Partner;

•Copy of Contract.

Very important note: all the originals proof of payments for staff cost must be kept by all partners at least for five years.

Expenditure must not exceed the amount of the budget approved by the EU.Payment will be made on Partner’s Bank account indicated to the Coordinator.

Relevant documents format

•Mr. Andrea Del Mercato - Strategic Management of the project;•Mrs. Paola Canton – Financial Officer;•Mrs. Tiziana Alvisi – Administration and Communication Officer;

International and European Relations DepartmentCity of Venice San Polo - 1098, 30125 VeniceTel: +39 041.2700.811Fax: +39.041.2700 890international.relations@comune.venezia.itwww.comune.venezia.it/ineuropaenelmondo

Contact InformationCentral Project Managment Team