Eligibility of costs in the Horizon 2020 funded EUROfusion project Garching, 3 December 2015
»» Other Direct Costs: Travel, Equipment, Other Goods & Services Presented by: Melanie John, EUROfusion Coordinator Unit, Max-Planck-Institute for Plasma Physics
H2020 - Eligibility of costs Direct Costs
Indirect Costs
Specific Costs
Actual Costs
Flat-rate Costs
Unit Costs
Unit Costs
Personnel
General Eligibility Conditions ‘Overheads’
Mobility
Subcontracting Other Direct Costs Travel Equipment Goods & Services
Specific Eligibility Conditions
Eligibility of Direct Costs Direct Costs Actual Costs
General Eligibility Conditions
Unit Costs
Personnel Subcontracting Other Direct Costs Travel Equipment Goods & Services
Specific Eligibility Conditions
Eligibility of Other Direct Costs Direct Costs
Actual Costs
Other Direct Costs Travel Equipment Goods & Services
Costs that are directly linked to the action implementation and can therefore be attributed to it directly. »» caused in full by the action or »» caused in full by several actions and the attribution to a single action can, and has been, directly measured
General Eligibility Conditions
Specific Eligibility Conditions
Other Direct Costs - general eligibility conditions Actual
General conditions for actual costs to be eligible
Art. 6.1
‘Eligible actual costs’ must meet the following criteria: »» actually incurred by the beneficiary »» incurred during the action duration (exception for final report) »» indicated in estimated budget set out in Annex 2 »» incurred in connection with the action as described in Annex 1 and necessary for its implementation »» identifiable and verifiable, properly recorded in the beneficiary’s accounts »» in compliance with applicable national law on taxes, labour & social security »» reasonable, justified, complying with principle of sound financial management
OK
Other Direct Costs - Travel Travel
What is covered?
Art. 6.2
d
»» transportation costs of the staff of beneficiaries
(flight and train tickets as well as local transport from or to airport or train station, related duties, taxes & charges paid by the beneficiary) for missions to European countries listed in Annex 2a for which allowances under cost category “Mobility of personnel” can and should be claimed »» transportation costs and subsistence allowance
according to national law for: • all other European missions and • all missions outside Europe
Travel Costs - Specific eligibility conditions Travel
Specific eligibility conditions
Art. 6.2
Specific eligibility conditions for travel costs: Scope and range covered by this budget category: »» transportation for missions to European countries listed in Annex 2a for which allowances under cost category “Mobility of personnel” can be claimed or »» transportation and subsistence allowance according to national law for: • all other European countries • all missions outside Europe »» the travel for which costs are claimed is necessary for the action »» travel costs are limited to the needs of the action »» they are adequately recorded »» they are in line with the beneficiary’s usual practices on travel
d OK
Travel Costs - ineligible costs Travel
Indicative list of ineligible costs
Art. 6.2
d
Subsistence allowances covered by budget category “Costs of Mobility” (daily, monthly and family allowance based on unit costs)
Travel costs related to extensions (for other professional or private reasons) Travel costs related to an event at which the beneficiary carried out work that was not specifically related to EUROfusion Travel costs exceeding the beneficiary’s usual practices on travel (e. g. business class tickets instead of usually purchased economy class tickets)
Travel Costs - Exercise What are the eligible costs to be reported in this cost category? Researcher travelling to General Assembly meeting in Budapest Travel Costs
Local transport to Munich airport, departure 4:30 am
10 €
Return flight Munich - Budapest:
Fare 230 € Taxes, fees, charges 180 € Hotel Budapest, one night: 32,972 Forint 108 € Credit card fees 2€ Subsistence allowance for meals and accommodation according to national law: Country Hungary
meals 24h stay 30 €
meals - 8h to less than 24h 20 €
Local transport from Munich airport, arrival 7:00 pm
Additional information: »» »» »» »»
accomodation 75 € 10 €
Travelling researcher qualifies for unit cost allowances under cost category “Mobility of personnel” Local transport in Budapest (airport - hotel - airport) was organised and paid for by host Meals (lunch, dinner, breakfast, lunch) were organised and paid for by host Boat trip on river Danube organised and paid for by host
Travel Costs - Exercise What are the eligible costs to be reported in this cost category? Researcher travelling to General Assembly meeting in Budapest Travel Costs
Local transport to Munich airport, departure 4:30 am
10 €
Return flight Munich - Budapest:
Fare Taxes, fees, charges Local transport from Munich airport, arrival 7:00 pm
230 € 180 € 10 €
Total eligible travel costs:
430 €
Additional information: »» Hungary is listed in Annex 2a of the Grant Agreement. The travelling person is a researcher. The General Assembly meeting is considered a research activity. Therefore, subsistence allowance is covered by daily allowances under cost category “Mobility of Personnel”. »» Costs for local transport in Budapest (airport - hotel - airport) organised and paid for by host institution can be reported by host (cost category: “Other goods and services”) »» Costs for boat trip on river Danube organised and paid for by host institution are ineligible
Eligibility of Other Direct Costs Direct Costs
Actual Costs
Other Direct Costs Travel Equipment Goods & Services
Costs that are directly linked to the action implementation and can therefore be attributed to it directly. »» caused in full by the action or »» caused in full by several actions and the attribution to a single action can, and has been, directly measured
General Eligibility Conditions
Specific Eligibility Conditions
Other Direct Costs - Equipment Equipment
What can be declared?
Art. 6.2
d
Purchase costs of durable equipment can only be co-financed if it is necessary for the implementation of the action. Beneficiaries may declare one of the following types of equipment costs: a) either depreciation costs of equipment, infrastructure or other assets or
b) full purchase costs of equipment as outlined in GA,
Annex 7 AWP 2014, Table 2.3f Purchase of equipment foreseen to be included in the JET facilities or
c) costs of renting or leasing of equipment, infrastructure or other assets or
d) costs of equipment, infrastructure or other assets contributed in-kind against payment.
Other Direct Costs - Equipment Equipment
Specific eligibility rules a) Depreciation Costs
Art. 6.2
d
Generally, only the depreciation costs will be considered eligible. They must be calculated for each reporting period. The depreciable amount (purchase price) of an asset must be allocated on a systematic basis over its useful life span. Specific eligibility conditions for equipment costs: »» purchased in accordance with relevant public procurement rules to ensure best value for money or, if appropriate, lowest price »» written off in accordance with the beneficiary’s usual accounting practices and with international accounting standards »» for equipment not exclusively used for the action: • only portion of costs corresponding to duration of action is declared • only percentage of actual use and time used for the action is declared • amount of use (percentage and time used) is auditable
OK
Other Direct Costs - Equipment Equipment
Specific eligibility rules b) Full purchase costs
Art. 6.2
d
This category covers the full purchase costs of equipment, infrastructure or other assets to be included in JET facilities. The respective items eligible for co-funding are listed in the Grant Agreement, Annex 7 - AWP , Table 2.3 f.
Other Direct Costs - Equipment Equipment
Specific eligibility rules b) Full purchase costs
Art. 6.2
d
This category covers the full purchase costs of equipment, infrastructure or other assets to be included in JET facilities. The respective items eligible for co-funding are listed in the Grant Agreement, Annex 7 - AWP , Table 2.3 f. Specific eligibility conditions for equipment costs: »» purchased in accordance with relevant public procurement rules to ensure best value for money or, if appropriate, lowest price »» costs concern equipment, infrastructure or other assets (new or second-hand) to be included in JET facilities »» identified in Annex 1 and in the annual work plans approved by the Commission »» capitalised or expensed by the beneficiary in accordance with international accounting standards and the beneficiary’s usual accounting practice
OK
Other Direct Costs - Equipment Equipment
Specific eligibility rules c) Renting or leasing
Art. 6.2
d
Costs for renting or leasing equipment, infrastructure or assets are eligible for cofunding if they are based on actual costs and comply with the following specific eligibility conditions: For leasing (finance leasing) with the option to buy the durable equipment: »» equipment is recorded as an asset of the beneficiary »» depreciation costs are declared in accordance with the beneficiary’s usual accounting practices »» leasing costs do not exceed the depreciation costs of similar equipment »» and do not include any financing fees For renting and operational leasing: »» equipment rented or leased by the beneficiary is not recorded as an asset »» rental or lease costs follow the beneficiary’s usual practices and »» do not exceed the costs of purchasing the equipment
OK
Other Direct Costs - Equipment Equipment
Specific eligibility rules d) in-kind against payment
Specific eligibility conditions for contributions in-kind against payment: »» costs for equipment, infrastructure or other assets contributed in-kind against payment must correspond to amount paid by beneficiary »» costs contributed in-kind against payment do not exceed the depreciation costs of similar equipment, infrastructure or assets »» they do not include any financing fees »» must not exceed the depreciation cost of the third party »» third parties and their contributions are set out in Annex 1 of the GA (Commission may approve in-kind contributions not set out in Annex 1 without amendment if certain requirements are fulfilled)
OK
Equipment Costs - ineligible costs Equipment
Indicative list of ineligible costs
Art. 6.2
d
Declaring the full price of an asset in one single year might be considered either as not compliant with the international accounting standards or as an ‘excessive’ cost, if the asset is expected to be used over more than one year. It may therefore be considered ineligible. purchase of equipment that is not clearly project related (e.g. office furniture, vehicles) purchase of equipment that has already been co-funded by EU or national funds depreciated equipment costs that exceed the equipment’s purchase price renting or leasing costs that exceed the depreciation costs of similar equipment, infrastructure or assets financing fees
Eligibility of Other Direct Costs Direct Costs
Actual Costs
Other Direct Costs Travel Equipment Goods & Services
Costs that are directly linked to the action implementation and can therefore be attributed to it directly. »» caused in full by the action or »» caused in full by several actions and the attribution to a single action can, and has been, directly measured
General Eligibility Conditions
Specific Eligibility Conditions
Other Direct Costs - Other Goods and Services Other goods & services
What is covered?
Art. 6.2
d
Costs for goods that were purchased for the action (or contributed in-kind against payment) and services provided by external service providers contracted to carry out certain activities linked to the delivery of the project, including: »» costs for consumables and supplies »» dissemination costs and conference fees for
presenting project-related research
»» costs related to intellectual property rights »» costs for necessary certificates on financial
statements and certificates on methodology
»» translation costs ...
Other Direct Costs - Other Goods and Services Other goods & services
Specific eligibility conditions
Art. 6.2
d
Specific eligibility conditions for costs for other goods and services: Goods and services have been: »» either purchased specifically for the action and in accordance with the relevant public procurement rules to ensure best value for money or, if appropriate, lowest price, or »» contributed in-kind against payment by a third party as set out in Annex 1 of the Grant Agreement »» the third parties and their contributions are set out in Annex 1 of the GA (Commission may approve in-kind contributions not set out in Annex 1 without amendment if certain requirements are fulfilled)
OK
Other Goods and Services - ineligible costs Other goods & services
Indicative list of ineligible costs
Art. 6.2
d
Purchase of goods that are not clearly project related (e. g. coffee, flowers, presents, silverware) Costs that are invoiced to a third party and therefore not born by the beneficiary Unpaid invoice parts (e. g. discounts) Costs related to an invoice not addressed to the beneficiary respectively not paid by the beneficiary Costs related to other goods and services not based on proper tender documentation
