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Questions & Answers

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  • Is it possible to merge travel costs, accommodation and daily allowance for one person into one budget line?

    Budget and finances
    2012-08-30 08:47:13

    All the costs foreseen in the project budget, including travel costs, must be planned as clear as possible; lump sums must be avoided in the project budget. In the view of the above mentioned it is strongly recommended to put travel costs, accommodation and daily allowance into separate budget lines and arrange them by number of trips/people/days/etc.

  • How to report per diems?

    Budget and finances
    2012-08-30 08:45:57

    In case organisation – Russian NGOs and SMEs only – is eligible for using “per diems” rather than “daily allowance”, any receipts, bills, invoices obtained during the trip will serve to report for per diems spent.

  • Which participants can account on covering the travel costs (tickets, accommodation)?

    Budget and finances
    2012-08-30 08:44:14

    It is advisable to foresee the coverage of travel costs for a limited number of participants per event. The participation of these people should bring clear benefit and added value to given event and the project implementation (i.e. objectives, expected results).

  • How to calculate remuneration of staff within the project if the actual salary consists of the basic part and increment?

    Budget and finances
    2012-08-30 08:42:52

    Remuneration of project work should be calculated on a per hour basis and should not exceed the normally borne salary by the employee (see also Section 2.1.4.4 of the Guidelines for Grant Applicants).

  • If the planned project staff is the employee of partner organisation, should additional labour contract be signed for him/her?

    Project implementation
    2012-08-30 08:41:40

    Project responsibilities undertaken by the project partner/applicant employee should be carried out within his/her labour contract. The project responsibilities are assigned by internal order of organisation.
    IMPORTANT! The project responsibilities should be included into the current workload of the employee and any case should not exceed one full workload.

  • If several partners have similar project staff, e.g. accountants, then should the salaries of these accountants be the same?

    Budget and finances
    2012-08-30 08:40:27

    The salary rates foreseen for the same positions by different partners (e.g. accountant, project manager, assistant, etc.) should not be adjusted across the partners. The salaries of the project management staff of each partner should comply with the actual salaries approved in partner organisation. There is no need to adjust them across partners in the project partners.

  • Are there procurement criteria? Which guidance to follow if procurement is carried out by an NGO from Russia?

    Project implementation
    2012-08-30 08:39:36

    All Estonian and Latvian partners should apply requirements of national legislation to all procurements incurred within the project. Russian state organisations should also follow the national procurement legislation. Only Russian NGOs and SMEs are subject to procurement regulations stipulated by PRAG. NB! Projects participating in the 2nd Call for Proposals should follow PRAG 2010.

  • Are travel costs eligible only within the Programme area or they can cover (daily allowance, in particular) travel to Conference outside the Programme area?

    Eligibility
    2012-08-30 08:38:34

    It is foreseen that 10% of the total eligible costs of the project can be allocated to activities outside the Programme area (Section 2.1.3.1 of the Guidelines for Grant Applicants). This option is foreseen under Budget Heading 2 “Travel Costs” and Budget Heading 5 “Other costs and external services”. However, such expenditures should demonstrate the clear benefit for the project and respectively for the Programme area.

  • Can we use our own office premises as in-kind contribution? How to calculate in-kind contribution for owned premises? What if a university by legislation cannot provide direct calculation of rent, but only the costs for carrying out event? How to calculate the remuneration of volunteer work and whether it depends of qualification and/or type of work done by the volunteer?

    Budget and finances
    2012-08-30 08:37:42

    The use of in-kind contribution is described in the Section 2.1.4.4 of the Guidelines for Grant Applicants. It is noteworthy, however, that (2) expenditures incurred for running the project management office are not in-kind contribution; (2) volunteer contribution is calculated on the minimum wage basis regardless qualification and type of works.

  • What if we are not supposed to provide External Audit Report?

    Eligibility
    2012-08-30 08:36:40

    In case the provision of External Audit Report is not foreseen by the national legislation, the project partner/applicant submits the letter that it is exempt from carrying out the External Audit Report and indicates the references to national legislation.

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