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KOM Riga 27th-29th November 2013

Welcome MEDEA. Kick-off meeting Riga , 27th -29th November 2013. KOM Riga 27th-29th November 2013. With the support of the Erasmus Mundus programme of the European Union. ADMINISTRATIVE & FINANCIAL ISSUES MEDEA. KOM Riga 27th-29th November 2013.

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KOM Riga 27th-29th November 2013

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  1. Welcome MEDEA Kick-off meeting Riga, 27th -29th November 2013 KOM Riga 27th-29th November 2013 With the support of the Erasmus Mundus programme of the European Union

  2. ADMINISTRATIVE &FINANCIAL ISSUESMEDEA KOM Riga 27th-29th November 2013 With the support of the Erasmus Mundus programme of the European Union

  3. PROGRAMME • 1 -LEGAL DOCUMENTS • Grant Agreement /Consortium Agreement • 2 -MANAGEMENT STRUCTURE • Composition • Roles and Responsabilities • MEDEA Committees • 3 -FINANCIAL MANAGEMENT • Budget overview • Organisation of the mobility • Implementation of the mobility • Subsistance costs • Travelcosts • Participation costs • Insurancecosts • Organisation and Implementation of the mobility • Management invoices • 4 -ADMINISTRATIVE ISSUES • Important documents -Partners • Documents for the mobility • Reporting • Checks and Audits • 5 -TIMELINE • 6 -COMMUNICATION AND DISSEMINATION • Communication tools • Key documents • Communication and network • Sustainability – Erasmus + KOM Riga 27th-29th November 2013 With the support of the Erasmus Mundus programme of the European Union

  4. Grant Agreement Signedbetween EACEA and the coordinating HEI. Contractbetween UPS and EACEA. Agreement for the periodfrom the 14th july 2013 to 14th july 2017. Legal and financial aspects, duties of UPS and EACEA. Consortium Agreement Signed by all partners 2 signed copies Structures and officialises the consortium Defines the rules of the consortium: Management structure Financial and legal aspects Roles of partners Organisation of the mobility Settlement of disputes 1-LEGAL DOCUMENTS KOM Riga 27th-29th November 2013 With the support of the Erasmus Mundus programme of the European Union

  5. 2.Management structureA. Composition COORDINATOR AND CO-COORDINATOR TEAM Coordinating institution: Université Paul Sabatier, Toulouse Coordinator: Oksana KOUNDOUZOVA Co-coordinator institution: Tbilisi, Georgia Coordinator: Ia IAVALIANI Project manager: Elodie Balonas Constantino PARTNER and Associated Partners TEAM Academic and/or Administrative representatives MEDEA COMMITTEES MEDEA consortium committee (MCC) MEDEA Joint Selection Committee (MJSC) MEDEA Quality Committee (MQC) KOM Riga 27th-29th November 2013 With the support of the Erasmus Mundus programme of the European Union

  6. 2.Management structure B.Roles and responsabilities of each structure Management of the project by Coordinator and Co-coordinator • Day-to-day management • Promotion material and website • Implementation of procedures • MEDEA documents – Templates • Finances • Insurance • Reporting to EACEA • Problemsolving KOM Riga 27th-29th November 2013 With the support of the Erasmus Mundus programme of the European Union

  7. 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 2.Management structure B.Roles and responsabilities of each structure Partner Institutions

  8. 2.Management structure B.Roles and responsabilities of each structure AssociatePartners • Aims of assiciatepartners: • Facilitate and contribute to the transfer of knowledge. • Innovation process. • Promotion. • Identifying and providing placement facilities to incoming students. • Associates play an active role in the action but they are not beneficiaries. KOM Riga 27th-29th November 2013 With the support of the Erasmus Mundus programme of the European Union

  9. 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 • MEDEA Joint Selection Committee (MJSC) • Composition: One representative by partneruniversitychaired by coordinator • Role:Decides final selection of the granted candidates • Meeting frequency: Once a year • Decisionrules: • Consensus or simple majority • Impartial and no conflicts of interest • Responsabilities: KOM Riga 27th-29th November 2013 With the support of the Erasmus Mundus programme of the European Union

  10. 2.Management structure C.MEDEA Committees • MEDEA Consortium Committee (MCC) Composition: One representative by partneruniversitychaired by coordinator Role:Consortium’sdecisionmaking and arbitration body Meeting frequency: Once a year Decisionrules: • Consensus or simple majority • Bindingdecision for all partners Responsabilities: • Promotion • Dissemination of results • Sustainability • Valorisation • Political and strategic orientation • SelectionProcedures • Mobilityimplementation • Mobility Recognition

  11. 2.Management structure C.MEDEA Committees 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. KOM Riga 27th-29th November 2013 With the support of the Erasmus Mundus programme of the European Union

  12. 3.Financial ManagementC.Implementation of the mobility Subsistencecosts • Transfer of the total subsistenceallowancesproportionally to the number of grantholdersaftereachselection committee. • Partnerswill have to send an invoice to receive the payment. • The susbsistenceallowanceis a monthlyallowance for costs of living. • This lump sumwillbetransferreddirectly to hosting institution. • The hostinguniversitywill have to transfer money on a monthly basis. • In dulyjustified cases the paymentperiodicitycancover up to a maximum of threemonths. • Subsistencecostsshouldbeprovidedupon arrival to cover installation costs. (After signature of the scolarshipcontract) • If a portion of a monthis more than 15 days, a full monthallowanceis to bepaid. KOM Riga 27th-29th November 2013 With the support of the Erasmus Mundus programme of the European Union

  13. 3.Financial ManagementD.Organisation&Implementation of the mobility – Recap KOM Riga 27th-29th November 2013 With the support of the Erasmus Mundus programme of the European Union

  14. 3.Financial ManagementE. Management of invoices • For all expenses, keep the invoices • Wecan have an audit during the 5 yearsafter the end of the project !! KOM Riga 27th-29th November 2013 With the support of the Erasmus Mundus programme of the European Union

  15. 4.Administrative issuesA. Important Documents - Partners KOM Riga 27th-29th November 2013 With the support of the Erasmus Mundus programme of the European Union

  16. 4.Administrative issues B-Documents for the mobility • Letter of acceptance in the MEDEA project Sent by the coordinatorat the end of the selectionprocesswhen the studentagrees to integrate the project • Welcomeletter in the hostinguniversity A template is provided by the coordinating institution Sent by the hostinguniversity, giving the name of the tutor, accommodation, visa information, etc. • Student/staff agreement Signed by the coordinating institution and the student/staff : duties, rights, fundings, etc. • Certificate of arrival & monthlyallowancereceipt • Student/staff learning agreement Signed by the studentat the hosting institution Filled by the student/staff and approved by the hosting and home institutions KOM Riga 27th-29th November 2013 With the support of the Erasmus Mundus programme of the European Union

  17. 4.Administrative issuesC.Reporting • Progress reports • Technical: • Project implementation • Communication & dissimination • Applications received & selected • Financial: • Financial balance • List of expenses online KOM Riga 27th-29th November 2013 With the support of the Erasmus Mundus programme of the European Union

  18. 4.Administrative issuesC.Reporting • Documents • Boarding passes • Learning agreement • Arrival notice • Student agreement / contract • Student registration proof • Satisfactory survey • regular appointment • Attendance certificate • Scholarship report • Transcript of record KOM Riga 27th-29th November 2013 With the support of the Erasmus Mundus programme of the European Union

  19. 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) KOM Riga 27th-29th November 2013 With the support of the Erasmus Mundus programme of the European Union

  20. 4.Administrative issuesD. Checks and Audits – Documents to bekept • -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. KOM Riga 27th-29th November 2013 With the support of the Erasmus Mundus programme of the European Union

  21. 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 financialhanbook • Minimum requirements for selectionprocedure • Minimum healthinsurancerequirements • Visibility of Erasmus Mundusprojects (website /logo) • Reportingtemplates • Financial information kit KOM Riga 27th-29th November 2013 With the support of the Erasmus Mundus programme of the European Union

  22. 6.Communication andDissemination C. Communication and Networking Website: www.ema2.medea Institutionalcooperationagreements Embassies DISSEMINATION Institutional contacts AssociatedPartners Newsletters, articles EACEA national agencies Student Network KOM Riga 27th-29th November 2013 With the support of the Erasmus Mundus programme of the European Union

  23. 6.Communication and Dissemination D. Sustainability Intra- partnershipagreements Between Balkan states Between European Between EU / Balkan Staff exchanges Even if not in the framework of MEDEA Joint Programmes / Doubles Diploma CooperationAgreements Signature of MOU’s Erasmus + : Future coopération KOM Riga 27th-29th November 2013 With the support of the Erasmus Mundus programme of the European Union

  24. THANK YOU FOR YOUR ATTENTION!

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