ANNEX III FINANCIAL AND CONTRACTUAL RULES. Key Action 3 youth, in case there is only one participating organisation

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1 ANNEX III FINANCIAL AND CONTRACTUAL RULES Key Actin 3 yuth, in case there is nly ne participating rganisatin I. INTRODUCTION This annex cmplements the rules applicable t the use f the grant under the different budget categries applicable t the Prject as the Agreement. These clarificatins are cntained in sectin II. In sectin III, it specifies the rates applicable t the budget categries fr which unit cntributins apply as f the Agreement. Sectin IV prvides an verview f the types f checks that the beneficiary may be subject t and the related supprting. II. COMPLEMENTARY FINANCIAL AND CONTRACTUAL RULES Structured dialgue: meetings between yung peple and decisin-makers in the yuth field A. Eligibility f activities The beneficiary shall ensure that the activities undertaken with grant supprt fr the prject are eligible in accrdance with the rules set ut in the Erasmus+ Prgramme Guide. Activities undertaken that are nt cmpliant with the rules set ut in the Erasmus+ Prgramme Guide as cmplemented by the rules set ut in this Annex shall be declared ineligible by the NA and the grant amunts crrespnding t the activities cncerned shall be reimbursed in full. The reimbursement shall cver all budget categries fr which a grant was awarded in relatin t the activity that is declared ineligible. B. Eligibility f expenses 1. Travel The beneficiary shall reprt in Mbility Tl the place f departure and the place f arrival fr each participant fr which grant supprt fr travel was awarded. In case n travel tk place, the crdinatr shall reprt that situatin accrdingly in Mbility Tl fr the participant cncerned. Fr the establishment f the distance band applicable, the beneficiary shall use the n-line distance calculatr available n the Cmmissin's website at Mbility Tl will calculate the grant amunts fr travel based n the applicable unit cst rates. 1

2 By default, the place f rigin is understd as the place f residence f the participant and the place f venue as the place where the beneficiary is lcated. If a different place f rigin r venue is reprted, the beneficiary shall prvide the reasn fr this difference in Mbility Tl. 2. Organisatinal supprt The beneficiary shall reprt in Mbility Tl the start and end dates f the meeting fr each participant. If necessary due t the time needed fr travelling, the beneficiary may add ne day fr travel directly befre the first day f the meeting and ne day fr travel directly fllwing the last day f the meeting; these extra days fr travel will be cnsidered fr the calculatin f the rganisatinal supprt. Mbility Tl will calculate the grant amunts fr rganisatinal supprt based n the applicable unit cst rates. 3. Special needs supprt The beneficiary shall reprt in the Mbility Tl whether additinal grant supprt fr special needs supprt was used fr any f the with special needs. In such case, the beneficiary shall reprt in Mbility Tl the type f expenses as well as the actual amunt f csts incurred. 4. Exceptinal csts Exceptinal csts can cver nly the csts stipulated in.4 f the Agreement. The beneficiary shall reprt in the Mbility Tl the type f expenses and actual csts incurred fr exceptinal csts. Fr exceptinal csts, the crdinatr is required t prvide all supprting at final reprt stage. B. Grant reductin fr pr, partial r late implementatin Pr, partial r late implementatin f the Prject will be established by the NA n the basis f the final reprt submitted by the crdinatr. The NA may cnsider als infrmatin received frm any ther relevant surce, prving that the Prject is nt implemented in accrdance with the cntractual prvisins. Other surces 2

3 f infrmatin may include mnitring visits, desk checks r n the spt checks undertaken by the NA. The final reprt will be assessed n the basis f quality criteria and scred n a ttal f maximum 100 pints. If the final reprt scres less than 50 pints in ttal, the NA will reduce the final grant amunt n the basis f pr, partial r late implementatin f the Prject even if all activities reprted were eligible and actually tk place. The final reprt will be assessed, using a cmmn set f quality criteria fcusing n: The extent t which the Prject was implemented in line with the apprved grant applicatin The quality f nn-frmal learning participative methds used and the invlvement f yung peple during all the stages f the Prject The impact n and participating rganisatins The quality f the practical arrangements, management and supprt mdalities The quality and scpe f the disseminatin activities undertaken A grant reductin based n pr, partial r late implementatin will be applied t the ttal final amunt f eligible expenses fr rganisatinal supprt and will be f: 25% if the final reprt scres between 41 and 50 pints bth included; 50% if the final reprt scres between 26 and 40 pints bth included; 75% if the final reprt scres between 0 and 25 pints bth included. 3

4 III. Rates applicable fr cntributins t unit csts Key Actin 3 Structured dialgue in the yuth field 1. Travel Fr travel distances between 10 and 99KM: 20 EUR per participant Fr travel distances between 100 and 499 KM: 80 EUR per participant Fr travel distances between 500 and 1999 KM: 170 EUR per participant Fr travel distances between 2000 and 2999 KM: 270 EUR per participant Fr travel distances between 3000 and 3999 KM: 400 EUR per participant Fr travel distances between 4000 and 7999 KM: 620 EUR per participant Fr travel distances f 8000 KM r mre: 830 EUR per participant Nta bene: the travel distance represents a single way distance frm the place f rigin t the venue, whereas the amunt cvers the cntributin t the return travel t and frm the venue. 2. Organisatinal supprt Receiving cuntry Amunt in EUR per day per participant Belgium 37 Bulgaria 32 Czech Republic 32 Denmark 40 Germany 33 Estnia 33 Ireland 39 Greece 38 Spain 34 France 37 Cratia 35 Italy 39 Cyprus 32 Latvia 34 Lithuania 34 4

5 Receiving cuntry Amunt in EUR per day per participant Luxemburg 36 Hungary 33 Malta 37 Netherlands 39 Austria 39 Pland 34 Prtugal 37 Rmania 32 Slvenia 34 Slvakia 35 Finland 39 Sweden 39 United Kingdm 40 frmer Yugslav Republic f Macednia 28 Iceland 39 Liechtenstein 39 Nrway 40 Turkey 32 Partner Cuntry neighburing the EU 29 5

6 IV. Prvisin f supprting In accrdance with Article II.27, the beneficiary may be subject t checks and audits in relatin t the Agreement. Checks and audits aim at verifying whether the beneficiary managed the grant in respect f the rules set ut in the Agreement, in rder t establish the final grant amunt t which the beneficiary is entitled. T that effect, the beneficiary may be subject t the fllwing types f checks: check: NA check at final reprt stage undertaken at the NA premises in rder t establish the final grant amunt t which the beneficiary is entitled. This type f check will be undertaken in all cases; Desk check: in-depth check f supprting at the NA premises, usually at r after final reprt stage, if the Agreement is included in the NA sample fr desk checks required by the Eurpean Cmmissin r if the NA included the Agreement fr a targeted desk check based n its risk assessment; On the spt check: check at the premises f the beneficiary rganisatin r at any ther relevant premise fr the executin f the Prject. The beneficiary may be subject t an n the spt check if the Agreement is included in the NA sample fr n the spt checks required by the Eurpean Cmmissin r if the NA included the Agreement fr a targeted n the spt check based n its risk assessment. There are three types f pssible n the spt checks: On the spt check during actin: check undertaken during the implementatin f the Prject On the spt check after actin: check undertaken after the end f the Prject and usually after the final reprt check; Systems check: check f the beneficiary in rder t establish cmpliance with the cmmitments undertaken as a result f the EVS charter: nt applicable The table belw specifies the subject f the NA verificatin fr each budget categry under the different types f checks. The beneficiary shall nte that the NA may request fr any type f check als supprting r evidence that are typically specified fr anther type f check in the table belw. In view f checks, the beneficiary shall supply supprting in riginal. In s far as the beneficiary is legally nt authrised t send riginal t the NA fr final reprt r desk checks, the beneficiary may send a cpy theref instead. The NA shall return riginal supprting t the beneficiary upn its analysis theref. 6

7 Key Actin 3- yuth Budget categry check Desk check On-the-spt check during actin System check On-the spt check after actin Travel Recrding f Prject expense accunts Organisatinal supprt Recrding f Prject expense accunts Special needs supprt Recrding f Prject expense accunts Exceptinal csts Recrding f Prject expense accunts 7