Financial Guidelines - ERSTE Stiftung
Financial Guidelines - ERSTE Stiftung
Financial Guidelines - ERSTE Stiftung
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GUIDELINES ON THE USE OF THE GRANT<br />
AND FINANCIAL REPORTING<br />
PATTERNS Lectures 2012/2013<br />
<strong>Guidelines</strong> on the Use of the Grant and <strong>Financial</strong> Reporting<br />
www.patternslectures.org 1/7
1. GENERAL CONDITIONS<br />
1.1 The maximum grant per course is €11,500, which is divided into different budget lines, as<br />
demonstrated below. Each applicant is required to submit a budget overview on how<br />
he/she plans to use the grant following the instructions below. Please use the enclosed<br />
budget spreadsheet (Annex 1) when putting together the budget.<br />
1.2 All proposed activities must be directly related to the development and/or implementation<br />
of the proposed course.<br />
1.3 All activities must be concluded by 30 June 2014.<br />
2. BUDGET LINES<br />
The table below lists all budget lines and indicates the main limitations and recommendations<br />
per budget line. Each budget line is described in further detail below.<br />
Table 1: Budget overview<br />
Budget line Budgetary limits<br />
Supporting course development €1,500 (fixed)<br />
Literature min. €500, max. €1,000<br />
Study visit(s)<br />
(travel, accommodation and per diems)<br />
Guest lecturers (honorarium, travel,<br />
accommodation, per diems) for two different<br />
semesters/years (1 st and 2 nd year of course<br />
implementation)<br />
a min. of one study visit must be conducted;<br />
max. €2,500 may be spent on study visits<br />
a min. of one guest lecturer per semester/year<br />
must be invited;<br />
a teaching honorarium of €100/teaching hour is<br />
recommended 1 ;<br />
max. €5,500 may be spent on guest lectures in<br />
two different semesters/first and second year of<br />
implementation<br />
Publication fee max. €1,500; not obligatory<br />
Other costs max. 10% of the total budget; not obligatory<br />
Max. total grant (gross amount) €11,500<br />
1 Should you decide to use a different rate per teaching hour, please explain your reason for doing so<br />
in the narrative part of the application.<br />
<strong>Guidelines</strong> on the Use of the Grant and <strong>Financial</strong> Reporting<br />
www.patternslectures.org 2/7
2.1 SUPPORTING COURSE DEVELOPMENT<br />
Each lecturer is entitled to a fee for the development of their course which they can use<br />
as they wish, i.e. no supporting documentation will be requested. This amount is fixed at<br />
€1,500.<br />
This amount will be divided into two parts. The first part (€1,000) will be transferred as<br />
part of the first instalment (see Chapter 5: Instalments). The remaining €500 will be<br />
transferred as a final payment after submission and approval of final narrative and<br />
financial reports.<br />
2.2 LITERATURE<br />
An amount ranging from €500 to €1,000 has been allocated for the purchase of literature.<br />
As supporting documentation – in addition to the standard documentation specified in<br />
Chapter 6.2 – we require submission of a form 2 signed by the institution’s librarian (or<br />
some other authorised representative) containing the list of literature purchased using<br />
the project grant. This form will confirm that all the literature purchased as part of the<br />
project has been handed over to the institution’s library. It must be submitted together<br />
with the mid-term or final report.<br />
2.3 STUDY VISIT(S)<br />
Each lecturer is obliged to conduct at least one study visit, which should take place<br />
before the start of the course.<br />
The study visit budget should generally consist of the following items:<br />
-‐ accommodation (suggested max. amount is €100/night; however, this may vary<br />
depending on the location)<br />
-‐ per diems, which should be calculated in accordance with the respective national<br />
laws; the maximum amount is €40 per day<br />
-‐ travel costs, including all means of transportation, e.g. car, bus, train and plane; in the<br />
case of car travel, the rate per kilometre should be determined in accordance with the<br />
internal rules of the organisation/ the national law<br />
The maximum amount for study visits is €2,500.<br />
As supporting documentation – in addition to the standard documentation specified in<br />
Chapter 6.2 – we require submission of the invitation from the institution the lecturer will<br />
be visiting for a set period of time. This does not need to be a formal document; an<br />
informal confirmation per e-mail will suffice.<br />
2.4 GUEST LECTURES<br />
As part of this project, it is obligatory to invite at least one guest lecturer during the first<br />
year of course implementation. It is also possible to invite more than one guest lecturer,<br />
either at the same time (e.g. in the form of a small symposium) or at different stages of<br />
the course.<br />
2 The form will be made available by WUS Austria upon request.<br />
<strong>Guidelines</strong> on the Use of the Grant and <strong>Financial</strong> Reporting<br />
www.patternslectures.org 3/7
When the course is implemented in the second semester or for the second time (may<br />
vary depending on whether the course runs over one or two semesters), the lecturer<br />
should use the grant to invite at least one guest lecturer during the second<br />
semester/second round of implementation.<br />
The guest lecturer budget should consist of the following items:<br />
-‐ honorarium for teaching (recommended amount is €100/teaching hour) 3<br />
-‐ accommodation (suggested max. amount is €100/night; however, this may vary<br />
depending on the location)<br />
-‐ per diems, which should be calculated in accordance with the respective national<br />
laws; the maximum amount is €40 per day<br />
-‐ travel costs: all means of transportation are permitted, e.g. car, bus, train and plane. If<br />
lecturers travel by car, the rate per kilometre should be determined in accordance<br />
with the internal rules of the organisation/the national law.<br />
The maximum amount for guest lectures spread over two semesters is €5,500. Out of<br />
this, a maximum of €3,000 should be spent on remuneration for teaching.<br />
As supporting documentation – in addition to the standard documentation specified in<br />
Chapter 6.2 – we also require each lecturer to fill in the guest lecturer form 4 and submit<br />
their CV four to six weeks before the respective guest lecture is scheduled to take place.<br />
This is also a precondition for the transfer of the second and third instalments. We also<br />
require receipts for the per diems and the honorarium for guest lecturer(s). 5<br />
2.5 PUBLICATION<br />
Part of this grant may also be allocated to publication. Each lecturer is entitled to a<br />
maximum of €1,500 to cover the different costs related to the publication (e.g. printing,<br />
translation, editing, layout). Please indicate the type of costs and the amount in the<br />
budget spreadsheet (Annex 1). Publication is not mandatory.<br />
As supporting documentation we will need the standard documentation specified in<br />
Chapter 6.2.<br />
2.6 OTHER COSTS<br />
A maximum of 10% of the total grant may be used for other activities not explicitly<br />
planned as part of the project. Lecturers are encouraged to use this part of the grant to<br />
promote the involvement of students in the course (e.g. student excursions, exhibitions,<br />
projects, etc.).<br />
Printing and copying costs as well as reasonable hospitality costs (e.g. catering) may<br />
also be included in this budget line. Please indicate the type of costs and the amount in<br />
the budget spreadsheet (Annex 1).<br />
As supporting documentation we will need the standard documentation specified in<br />
Chapter 6.2.<br />
3<br />
Should you decide to use a different rate per teaching hour, please explain your reason for doing so<br />
in the narrative part of the application.<br />
4<br />
The form will be provided by WUS Austria.<br />
5<br />
The form will be made available by WUS Austria upon request.<br />
<strong>Guidelines</strong> on the Use of the Grant and <strong>Financial</strong> Reporting<br />
www.patternslectures.org 4/7
3. INELIGIBLE COSTS<br />
All expenditure that is not directly related to the course (its development and/or<br />
implementation) is ineligible, as well as excessive or reckless expenditure. Furthermore,<br />
costs such as acquisition of laptops, cameras, software, etc. are ineligible.<br />
If you are not sure about the eligibility of specific expenditure, feel free to contact<br />
PATTERNS Lectures Help Desk (patterns@wus-austria.org).<br />
4. TRANSFERS BETWEEN BUDGET HEADINGS<br />
Once the project has been allocated funding and the contract has been signed, it is<br />
possible to shift funds from one budget line to another to the amount of 10% of the<br />
respective budget line without pre-approval from PATTERNS Lectures project<br />
management. For all larger shifts, a budget amendment must be made at least six weeks<br />
before the activities in question take place.<br />
5. INSTALMENTS<br />
The first instalment will be calculated as 50% of the total grant minus €500 (final<br />
payment) and it will be transferred after the Funding Agreement has been signed by all<br />
parties. This amount will enable implementation of the activities planned in the first<br />
period of project implementation before the course starts, i.e. the first part of the fee for<br />
course development (€1,000), literature purchase, study visit(s), etc.<br />
The second instalment, amounting to 25% of the total grant, will be transferred after the<br />
guest lecturer form(s) have been submitted for each guest lecturer teaching in the first<br />
semester/first round of course implementation, together with their respective CV(s).<br />
These forms must be submitted six weeks before the actual guest lecture takes place in<br />
order to allow sufficient time to check the forms and transfer the grant.<br />
The third instalment, amounting to a maximum of 25% of the total grant, will be<br />
transferred after submission of the mid-term reports (financial and narrative, including the<br />
financial plan for the last project phase), as well as the guest lecturer form(s) and the<br />
CV(s) for the next round of guest lectures. This instalment will be based on the cost<br />
calculation for the last project phase and may, therefore, be lower than the maximum<br />
amount.<br />
The final payment of the remaining portion of the fee for course development to the<br />
amount of €500 will be transferred after submission and approval of the final narrative<br />
and financial reports.<br />
<strong>Guidelines</strong> on the Use of the Grant and <strong>Financial</strong> Reporting<br />
www.patternslectures.org 5/7
Table 2: Required documentation<br />
Instalment Required documentation<br />
1 st instalment: 50% of the total grant minus €500 signed Funding Agreement<br />
2 nd instalment: 25% of the total grant guest lecturer form(s) + CV(s)<br />
3 rd instalment: 25% of the total grant<br />
- narrative and financial mid-term reports,<br />
including financial plan for the final period;<br />
- guest lecturer form(s) + CV(s);<br />
- results of the student evaluation 6<br />
- confirmation of submission of purchased<br />
literature to the institution’s library<br />
Final payment: €500 - final narrative and financial reports<br />
- results of the student evaluation<br />
6. FINANCIAL REPORTING<br />
Two financial reports will be required during project implementation. The mid-term<br />
financial report will cover the period of the first round of course implementation and will<br />
be due on 15 March 2013 for courses commencing in the winter semester 2012 and on<br />
16 September 2013 for courses commencing in the summer semester 2013. The final<br />
financial report is due by 30 June 2014 at the latest.<br />
6.1 Both mid-term and final financial reports must be compiled using an Excel table which<br />
will be provided by WUS Austria. Please note that the document contains two sheets:<br />
one demonstrates the general overview of the expenses per single budget line and<br />
component. The second sheet should provide details on each item of expenditure.<br />
When filling out the “details” sheet, please enter each document (invoice, ticket,<br />
honorarium receipt, etc.) separately and indicate:<br />
• the date of expenditure (the date of the actual expenditure, which may differ from the<br />
date of the invoice)<br />
• a short description of expenditure (what, who, how many, etc.)<br />
• the amount in the foreign currency (if applicable)<br />
• the amount in EUR (by indicating in the extra column the exchange rate used and the<br />
source)<br />
Please be sure to numerate the invoices according to the “reference number” from the<br />
“details” sheet in order to facilitate the review of the expenditure.<br />
6.2 Please provide supporting documentation in the form of readable copies (not originals!)<br />
for each item of expenditure incurred as part of the project and reported in the financial<br />
forms, e.g. copies of invoices, tickets, honorarium receipts, etc. These should be sent to<br />
WUS Austria by post or scanned by e-mail. Originals must be kept at the institution for a<br />
period of seven years.<br />
Hotel invoices must include the name of the person using the service.<br />
Invoices for literature must specify the purchased titles.<br />
6 Form for the student evaluation will be made available by WUS Austria upon request.<br />
<strong>Guidelines</strong> on the Use of the Grant and <strong>Financial</strong> Reporting<br />
www.patternslectures.org 6/7
Please refer to the description of the single budget lines for the list of the additional<br />
supporting documentation requested for each budget line.<br />
For an overview of the other required supporting documentation, please see Table 2 in<br />
the previous chapter.<br />
7. VISIBILITY<br />
Should you produce any promotional material (folders, posters, announcements,<br />
website, etc.), please use the logos of <strong>ERSTE</strong> Foundation and WUS Austria, as well as<br />
the following wording: “Supported by the PATTERNS Lectures project, initiated by<br />
<strong>ERSTE</strong> Foundation and implemented by WUS Austria. www.patternslectures.org“<br />
If you release a publication, please use the following wording: “This publication has been<br />
produced as part of the PATTERNS Lectures project, initiated by <strong>ERSTE</strong> Foundation<br />
and implemented by WUS Austria. www.patternslectures.org“<br />
Please also use the logos of both organisations, which can be downloaded at:<br />
<strong>ERSTE</strong> Foundation: http://www.erstestiftung.org/restricted/ci/<br />
WUS Austria: http://www.wus-austria.org/content/49/42.html<br />
<strong>Guidelines</strong> on the Use of the Grant and <strong>Financial</strong> Reporting<br />
www.patternslectures.org 7/7