Euroculture 6th April

ERASMUS +
COOPERATION PARTNERSHIPS
Administrative & Financial rules
International Project Officer

ÇYè
(__((_Direction)_des_relations_)
(_internationales_|_DRI_)
(_Université_de_Strasbourg_)))
1. Budget headings & supporting documents

2. Impact and dissemination
3. Evaluation Process
4. Key features & documents
5. Bilateral Agreement
6. Reporting
2 COOPERATION PARTNERSHIPS : ADMINISTRATIVE & FINANCIAL RULES Université de Strasbourg

Work Breakdown Structure
https://www.youtube.com/watch?v=akO2Lf1fHmM
WP1 WP2
Task 1 Task 1
Task 2 Task 2
Deliverable 1 Deliverable 1
3
4
2. Budget headings
a) Project management and implementation

b) Transnational project meetings
c) Project results
d) Trainings, learning and teaching activities
e) Multiplier events
f) Exceptional costs
g) Inclusion support

STRATEGIC PARTNERSHIPS
Funding Principles: Unit Costs vs Real Costs

Grant Categories
Project management and implementation

Transnational Partner Meetings
Project results UNIT CONTRIBUTION
Multiplier Event
Training, Teaching and Learning Activities
Inclusion support
REAL COSTS
Exceptionnal Costs

Project management and implementation
How much?
What for? • 500 €/month for the coordinator,
• Global" project management for the duration of the project
• Local activities • 250 €/month for each partner, for
• Communication support the duration of the project
( Maximum total of 2 750€ per month)
Examples
Supplies - Translations - Virtual
cooperation - Hosting of EU partners -
Complementary unit costs - Brochures
Condition of - Printing - Software - Computer -
eligibility Mailings - Teaching material
• Implement the project - Erasmus+ Info Point - Speakers - Local
activities and achieve the events or travel - Exhibitions - HR
planned outputs support outside activities
Presentation provided by the French National Agency

Transnational project meetings
What for? Examples

• Transportation, hotel,
• Project coordination transfers, meals...
meetings between partners
(launch and closing meetings,
interim evaluation, etc.)
How much?
• Fixed price per participant
575 € from 100 to 1 999 km
760 € > 2 000 km
Eligibility requirements? Virtual meetings

• Physical meeting at a partner • Use the budget item as needed
• Participants attached to the structures "Implementation & Project Management

Transnational learning, teaching and training
activities
What for? How much?

• Meetings between • Travel package: from 23 € to 1500 €.
partners to exchange • Individual support package/day: 58€/d for
practices, learn, train ... learners, 106€/d for staff
Virtual activities -
health crisis context
Eligibility • 15% of the basic unit cost
• No minimum depending on the type of
number of days participants for individual
• 2 institutions from 2 Examples support;
countries minimum Transportation,
• Participants with a accommodation, meals, • No travel subsidies provided
connection to the registration fees, local
organization activities, etc. (refer to addendum)

Project results
What for? How much?

• Substantial, tangible and • Fixed price/day according to the
transferable category of personnel and the
results/deliverables country
• Achieved through
collaborative work
• Digitally accessible and
usable by third parties with
open licenses
Eligibility
• Staff attached to the
What is it? structures
• Compensation to the • Time spent exclusively
structure for the time on the productions
spent by its staff on the • The results of the project
project results must be finalized

Multiplier events
What for?
• Promote a result to an
How much?
audience outside the • 100€ / local participant
partnership • 200€ / participant
international
• 15€ / virtual participant
Examples
• Room rental,
microphones, For whom?
briefcases, • Participants from outside
brochures, the partner structures
translator,
speaker, caterer...

Activities funded at actual costs
Geographic Remoteness
Exceptional costs Support inclusion
(Exceptional costs for high
travel expenses)
ACTUAL COSTS
The Erasmus + grant covers all or part of the actual expenditure. Only budget items for
which invoices are requested in the final report.

Support for exceptional costs & special
needs
EXTRAORDINARY COSTS
What for? Subcontracting and purchase of goods and services
How much? 80% of actual costs // Max 50 000€ / project
How? Must be approved in the contract (see Annex II)
Examples? IT providers, external evaluation, translation, rental of equipment and/or services
necessary for the implementation of virtual mobility activities related to the current health
context (COVID-19)
EXCEPTIONAL COSTS FOR GEOGRAPHICAL DISTANCE

What for? Specific additional costs granted to the contract for high travel costs
How much? 80% of actual expenses
Examples ? Travel compensation Tahiti, Norway, Reunion Island, Greenland...

Support for inclusion
Costs for participation of people with fewer opportunities

For what? Contribution to the unit cost granted to the contract
How much? 100 € per participant
For whom? Participant attached to the establishment
What are some examples? Inhabitant of a ZRR, QPR, scholarship holder, family income
below 551€, unemployed for more than one year, followed in a particular scheme
Additional costs for participants with disabilities

For what? Specific additional costs granted to the contract
How much? 100% of actual costs
For whom? Participants and their companions
Examples ? Rental of specialised transport, medical equipment, etc.

COOPERATION PARTNERSHIPS Eligibility Amount
500 €/month for the coordinator, for
Documentation
Global" project management the duration of the project

Project management and Proof of activities (description)
Summary
implementation
Local activities
Communication support
250 €/month for each partner, for the
duration of the project
(Maximum total of 2 750€ per month)
Proof of results (description)
Certificate of attendance
Physical meeting at a partner 575 € from 100 to 1 999 km
Transnational Partner Meetings Boarding pass/travel tickets
Participants attached to the structures 760 € > 2 000 km
Work contract
Staff attached to the structures
Time spent exclusively on the
Fixed price/day according to the Timesheets
Project results productions
category of personnel and the country Work contract
The results of the project must be
finalized
100€ / local participant
Certificate of attendance
Participants from outside the partner 200€ / participant
Multiplier Event Boarding pass/travel tickets
structures international
Work contract
15€ / virtual participant
No minimum number of days Travel package: from 23 € to 1500 €. Description of the event
Training, Teaching and Learning 2 institutions from 2 countries minimum Individual support package/day: Attendance list of the participant
Activities Participants with a connection to the 106€/d for staff Programme and any document
organization related to the event
Costs for participation of people with

100 € per participant Invoice
fewer opportunities
Inclusion support
Additional costs for participants (and
100% of actual costs Invoice
their companions) with disabilities
Subcontracting and purchase of goods
and services
Exceptionnal Costs 80% of actual costs // Max 50 000€ Invoice
Specific additional costs granted to the
contract for high travel costs
16 Université de Strasbourg

6. Reporting

Gantt Chart
https://www.youtube.com/watch?v=fB0wsdmV3Sw
Exercice : do the Gantt Chart for the project


2. Gantt Chart
3. Impact and Dissemination
7. Reporting

What are result indicator for?
Indicators are used to measure whether the objectives

of a project have been achieved, qualitatively and/or
quantitatively.
2 Result indicators University of Strasbourg

Several types of indicators:
- Indicators of achievement
- Impact Indicators
Indicators of achievement
The indicators of achievement make it possible to
measure the good progress of the project.
These indicators are important to ensure control
throughout the project and are an integral part of
project management.
They depend on the concrete actions carried out during
the project.
In the context of a cooperative partnership, these indicators can be
applied to all actions taken :
- At the transnational meetings
- To the Project Results
- To dissemination events
Example of achievement indicators:
- Comparison between the number of people expected to attend an

activity and the number of people present
- Production media (blogs, brochures, PowerPoint, press releases,
etc.)
- Surveys and opinions
- Mobility and travel rates
- Number of individuals who actively participated in the action
- ...
Several types of indicators:
- Indicators of achievement
- Impact Indicators
Impact and result indicator
Impact and outcome indicators measure the effect of

the project on individuals/structures/systems at
different scales (regional, European and international).
They depend directly on the project's impact
objectives. They allow an analysis at the end of the
project, in order to measure the achievement of its
primary objectives.

Example of an impact and outcome goal:
- Knowledge of the European Union
- Building lasting relationships with students from a partner
school
- Evolution of scientific skills
- Building lasting relationships with teachers from partner countries
- Introduction of new teaching devices
- Introduction of new issues with an international dimension
- Use of a new tool for research

Example of indicators that meet the impact and outcome
objectives:
- Number of information sessions for university
staff
- Number of individuals who will benefit from the project
- Rate of participation of non-project institutions in
dissemination activities
- Willingness to maintain collaboration between institutions
- Number of users of a created platform/tool

How do we measure these impact and outcome indicators?
- Conducting satisfaction surveys
- Census of the number of individuals who
participated
- Identification of the number of individuals to whom
the project
is profitable
- Percentage of different profiles
- Tests (language, knowledge...)
Impact and dissemination
The impact exercice of the UK Agencies :
https://erasmusplus.org.uk/impact-and-evaluation.html


6. Reporting

Evaluation process
- a peer review system following a transparent process that guarantees impartiality and
equal treatment of all applicants.
The role of experts is very important to provide a fair, impartial, consistent and
accurate assessment of project applications according to the objectives of the action
and the policy priorities for the concerned action and field of education, training or
youth.
The assessment is an essential part in the selection procedure.
Based on the experts' assessment, a list of grant applications per action and per field
ranked in quality order is established, which serves as a basis for the National Agency
to take the grant award decision, following the proposal of the Evaluation Committee.

Evaluation process
Experts assess applications only against the award criteria defined in the Programme
Guide
Each of the award criteria is defined through several elements which must be taken
into account by experts when analysing an application.
These elements form an exhaustive list of points to be considered before giving a score
for the given criterion.

Evaluation process
Thresholds
In order to be
considered for
funding under the
Erasmus+
Programme, an
application
submitted to a
National Agency
has to:
- score at least 60
points in total and
- score at least half
of the maximum
points for each
award criterion.

Evaluation process
Very good – the application addresses all relevant aspects of the criterion in question convincingly and
successfully. The answer provides all the information and evidence needed and there are no concerns or
areas of weakness.
Good – the application addresses the criterion well, although some small improvements could be made.
The answer gives clear information on all or nearly all of the evidence needed.
Fair – the application broadly addresses the criterion, but there are some weaknesses. The answer gives
some relevant information, but there are several areas where detail is lacking or the information is
unclear.
Weak – the application fails to address the criterion or cannot be judged due to missing or incomplete
information. The answer does not address the question asked, or gives very little relevant information.

6. Reporting

1. Key documents
Part I: Grant agreement : Coordinator (Unistra)/French National Agency

(NA)
• Annex I: general conditions
• Annex II: Provisional budget – List of beneficiaries
• Annex III: Financial and contractual rules
• Annex IV: Applicable rate
• Annex V: Mandates
• Addendum: Financial and contractual rules for virtual activities
Bilateral partnership agreement : Partner/Coordinator

1. Key documents
Annex II
• Very important document!!

• Refer to and review it throughout the project
• Provides the following:
• project details (code, national ID, Submission ID – generated automatically)
• budget summary
• budget details per grant heading
• list of Participating Organisations
• budget details per Participating Organisations

General Principles – Co-financing
All Erasmus+ projects are expected to be co‐financed:
• Erasmus+ grant will not / might not cover all costs
• The grant is intended to be a contribution towards the costs of project implementation and
mobility activities
Erasmus+ grant:
• Should be used to deliver projects
• Cannot fund the running of an organization

General Principles – Eligible Costs
• Incurred by beneficiaries
• Incurred during the project lifetime (implementation period)
• Incurred in connection with the action
• Indicated in Annex II
• Necessary for the project implementation
• Identifiable and verifiable = supported by relevant documentation
• Reasonable, justifiable and financially sound

Things to remember
The grant agreement specifies the framework for the

implementation of your project: eligibility period, grant
amount, payments, etc.
The grant agreement reminds you

the operation of your budget items
and their justification to the Agency.
The grant agreement establishes and defines the nature of your

commitment to the Agency for your project.

Implementation of the project,
shared responsibilities :
Each partner The coordinator

Beneficiaries
• Ensures the proper
• Informs the coordinator project implementation
of any event that may Jointly
• Serves as an
impact the project / responsible for intermediary between
modification the recipients and the
• Transmit useful implementation Agency
information to the of the project • Prepares reports
coordinator for the
follow-up of the project, • Makes payments due
the interim report to beneficiaries in
(if KA220 project + 24 accordance with the
months) and the final conditions established
with its partners
report.
(Cf: Annex I, Article II.2 of the Convention

(see "General Obligations and Roles of Recipients")

Things to remember
Establish good communication within the

your institution and with all the partners.
Contract sub-contracts with each of your

partners.
Remember to readjust your activities during the project

according to the constraints and difficulties encountered.
Adjust your activities according to the evolution of your project

by providing the necessary justification.
The project is yours.


6. Reporting

STRATEGIC PARTNERSHIPS
4. Bilateral agreement
=> Contracted between the coordinator and each partner
Main objectives
• To transfer part of the grant (1st payment : 50%, 2nd payment : 30%,
balance 20% )
• To define the rights and obligations of each party
• To be signed to receive the first part of the grant (50%)

4. Obligations of all partners
• To take all the steps necessary to perform and correctly manage the
work program set out in the proposal
• To communicate to the Coordinator any information/document required
by the latter
• To use the EC visual identity guidelines (dissemination)
• To submit reports and supporting documents in due time
• To keep a record of any expenditure incurred (5 years)
• To give open access to the results of the project

4. Obligations of all partners - Record Keeping
• You should only keep original documents for your own organization
• Remaining Partners (beneficiaries) should keep their own original

documents, stored in any appropriate medium for the required duration:
ofor projects of and under 60K ‐ for 3 years after the final payment is made
ofor projects over 60K ‐ for 5 years after the final payment is made
• Originals from all Partners will be required in the event of any checks or
audits
• The National Agency will return the original documents submitted to the
Coordinator upon completion of any audits or checks


6. Reporting

5. Beneficiary Module : a tool for carrying over
your used packages
Beneficiary Module is : Beneficiary Module is not :

• A reporting tool that you must
• an accounting management
To be completed as the project
tool
progresses (contractual
obligation) (you must keep your own internal
accounts)
• Proof of package usage
• The platform that allows you to

complete and submit your interim Possible deviation with
and final reports the actual costs &
therefore your internal
accounting management
5. Reports to be submitted to the agency
For KA220 projects over 24

months - the interim report : The final report:
• Report on the completion of your
• Consists of 2 parts, budgetary and project in detail
narrative
• Must be submitted no more than 30
• Analysed by the Agency to take stock days after the end date of the project
of project implementation at mid-term
• Will be evaluated before approval and
• Precondition for payment payment of the balance of the grant if
a second pre-financing applicable

Things to remember
Beneficiary Module (BM) is the reporting tool on which you must

enter the packages used in connection with your project activities
(number of participants, duration of activities, etc.).
1 mid-term follow-up stage - in the form of an Intermediate

Report for a project lasting more than 24 months.
1 final report is to be submitted to the agency at the end of the project.
The report should include a narrative section, a

budgetary elements of the GBO, as well as annexes.

Thank you for your attention !
51 STRATEGIC PARTNERSHIPS : ADMINISTRATIVE & FINANCIAL RULES Université de Strasbourg

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ERASMUS +

Administrative & Financial rules

International Project Officer

1. Budget headings & supporting documents

2 COOPERATION PARTNERSHIPS : ADMINISTRATIVE & FINANCIAL RULES Université de Strasbourg

a) Project management and implementation

5 COOPERATION PARTNERSHIPS : ADMINISTRATIVE & FINANCIAL RULES Université de Strasbourg

6 COOPERATION PARTNERSHIPS : ADMINISTRATIVE & FINANCIAL RULES Université de Strasbourg

Project management and implementation

7 COOPERATION PARTNERSHIPS : ADMINISTRATIVE & FINANCIAL RULES Université de Strasbourg

Presentation provided by the French National Agency

What for? Examples

Eligibility requirements? Virtual meetings

Presentation provided by the French National Agency

What for? How much?

Presentation provided by the French National Agency

What for? How much?

Presentation provided by the French National Agency

Presentation provided by the French National Agency

Presentation provided by the French National Agency

EXCEPTIONAL COSTS FOR GEOGRAPHICAL DISTANCE

Presentation provided by the French National Agency

Costs for participation of people with fewer opportunities

Additional costs for participants with disabilities

Presentation provided by the French National Agency

Global" project management the duration of the project

Costs for participation of people with

1. Budget headings & supporting documents

17 COOPERATION PARTNERSHIPS : ADMINISTRATIVE & FINANCIAL RULES Université de Strasbourg

Exercice : do the Gantt Chart for the project

Presentation provided by the French National Agency

1. Budget headings & supporting documents

19 COOPERATION PARTNERSHIPS : ADMINISTRATIVE & FINANCIAL RULES Université de Strasbourg

Indicators are used to measure whether the objectives

2 Result indicators University of Strasbourg

- Comparison between the number of people expected to attend an

Impact and outcome indicators measure the effect of

2 Result indicators University of Strasbourg

2 Result indicators University of Strasbourg

2 Result indicators University of Strasbourg

The impact exercice of the UK Agencies :

29 COOPERATION PARTNERSHIPS : ADMINISTRATIVE & FINANCIAL RULES Université de Strasbourg

1. Budget headings & supporting documents

30 COOPERATION PARTNERSHIPS : ADMINISTRATIVE & FINANCIAL RULES Université de Strasbourg

31 COOPERATION PARTNERSHIPS : ADMINISTRATIVE & FINANCIAL RULES Université de Strasbourg

32 COOPERATION PARTNERSHIPS : ADMINISTRATIVE & FINANCIAL RULES Université de Strasbourg

33 COOPERATION PARTNERSHIPS : ADMINISTRATIVE & FINANCIAL RULES Université de Strasbourg

1. Budget headings & supporting documents

35 COOPERATION PARTNERSHIPS : ADMINISTRATIVE & FINANCIAL RULES Université de Strasbourg

Part I: Grant agreement : Coordinator (Unistra)/French National Agency

Bilateral partnership agreement : Partner/Coordinator

36 COOPERATION PARTNERSHIPS : ADMINISTRATIVE & FINANCIAL RULES Université de Strasbourg

• Very important document!!

37 COOPERATION PARTNERSHIPS : ADMINISTRATIVE & FINANCIAL RULES Université de Strasbourg

38 COOPERATION PARTNERSHIPS : ADMINISTRATIVE & FINANCIAL RULES Université de Strasbourg

• Incurred during the project lifetime (implementation period)

• Incurred in connection with the action

• Necessary for the project implementation

• Identifiable and verifiable = supported by relevant documentation

• Reasonable, justifiable and financially sound

39 COOPERATION PARTNERSHIPS : ADMINISTRATIVE & FINANCIAL RULES Université de Strasbourg

The grant agreement specifies the framework for the

The grant agreement reminds you

The grant agreement establishes and defines the nature of your