digitalization �in logistics

1st MEETING.

Zaragoza. June 14th & 15th,2022

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Digitalization in logistics

1st Internal Financial Report

Digitalization in logistics

FIRST INTERNAL FINANCIAL REPORT

GUIDELINES & HOW TO JUSTIFY THEM

Digitalization in logistics

FIRST INTERNAL FINANCIAL REPORT

GUIDELINES & HOW TO JUSTIFY THEM

DOCUMENTS:

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• The evidences of the activities carried out
• The results obtained
• Evidences and results, in a description at the final report

Digitalization in logistics

FIRST INTERNAL FINANCIAL REPORT

GUIDELINES & HOW TO JUSTIFY THEM

DOCUMENTS:

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• Travels: Attendance proofs, like individual attendance lists or certificates, signed by project leader institution. They must include name and surname, the activity purpose and the beginning and ending dates.
• Meeting Attendance: proofs, like individual attendance lists or certificates, signed by participants and project leader institution. They must include name and surname, date and place, and for each participant: name and signature, and organization name and address.
• Detailed agenda and all the given or used documents at the meeting.

Digitalization in logistics

FIRST INTERNAL FINANCIAL REPORT

GUIDELINES & HOW TO JUSTIFY THEM

DOCUMENTS:

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• Result proof, that would be introduced in Results Platform of Erasmus+ Projects.

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• Individual timesheet that must include:
• Personal name.
• Function in the project (choose from 4 options given)
• Date and total number of working days for each person.

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• Evidence of relationship between worker and organization (work contract, volunteer, owner or CEO…).

Digitalization in logistics

FIRST INTERNAL FINANCIAL REPORT

GUIDELINES & HOW TO JUSTIFY THEM

DOCUMENTS:

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• Evidence of real number of participants in activities with a leader/partner signed declaration where must be specified:
• Assistant Personal name.
• Name and address of organization.

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• Detailed event agenda and all the documents used or given at the multiplier event.

Digitalization in logistics

FIRST INTERNAL FINANCIAL REPORT

GUIDELINES & HOW TO JUSTIFY THEM

DOCUMENTS:

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• Travels: Number of assistants and distance.
• There can be a green travel (by train, bus, ship or shared car), or a standard travel (with other travel ways)
• Travels: Attendance proofs, in a declaration where must show assistant name and surname, the activity purpose and the beginning and ending dates, signed by the assistant and the welcoming organization.
• In case of green travel, a solemn declaration signed by the person who receives the travelling grant and his/her organization.

Digitalization in logistics

FIRST INTERNAL FINANCIAL REPORT

GUIDELINES & HOW TO JUSTIFY THEM

DOCUMENTS:

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• Outsourcing: Proof of Payment based on Invoices that must specified company name and address (all related to the company that delivers the invoice), the amount and the currency, and the invoice date.

Some Templates proposals

1. Budget summary

and

Budget shift

Some Templates proposals

2. Staff costs charges to Intellectual Outputs

Questions�& Answers

Grant Agreement

• The Grant Agreement is the document in which all the duties both of the NA and of the partnership are indicated;
• Signed by the Coordinator (CIFPA) on behalf of the entire partnership and by the Spanish National Agency of the Erasmus+ Programme;
• Lead partner principle: Partners CIFPA NA;
• The agreement between CIFPA and the NA was signed on 3^rd March 2022;
• All the beneficiaries agree on the grant amount (budget) and each beneficiary have to implement the project under its own responsibility;
• A new contract between CIFPA and each project partner will be signed in the upcoming days;
• It will report the main aspects for the project implementation;
• DIGinLOGS nº 2021-1-ES01-KA220- VET-000034803 project code;

Grant Agreement

Main aspects of the agreement: 

▪ Project duration 24 months; 

▪ Start date: 26^th February 2022; 

▪ End date: 25^th February 2024; 

▪ Maximum eligible amount for the project: €133. 975,00 euros. You will have to report  costs according to the budget breakdown (Annex II) and to financial and contractual rules (Annex III). 

▪ Pre-financing payment and interim payment foreseen (see afterwards) NA pays the coordinator and it will transfer the amounts of competence to the partners.

Financial Management

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• Pre-financing amount: CIFPA has received 28^th March 22 from the NA the 80% of the total eligible amount. 107.180€.

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• We have transferred the 20% before May, 20th, as we said.

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• The new partner will receive de 40% in the next payment date, when we have the NA official approvement.

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• Final payment will be done after the submission of the final report of the Project to the NA.

Timeline and deadlines

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At the end of each stage of the project partners will have to send to CIFPA documents related to own expenditure

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• 15^th July 2022: submission of documents for the 1^st Stage (26^th February – 30^th June);
• 20^th January 2023: submission of documents for the 2^nd Stage (1st July – 31th December);
• 15^th July 2023: submission of documents for the 3^rd Stage (1^st January- 30^th June);
• 15^th March 2024 : submission of documents for the 4^th Stage (1st July – 25^th February).

• Lead partner duty: upload proof of the activities and outputs on the Erasmus+ Project Results Platform by 20.04.2024 with the involvement of all the partners.

Start 26.02.2022

Interim Report 28.02.2023

End 25.02.2024

Project budget – Eligible costs 

PROJECT MANAGEMENT AND IMPLEMENTATION 

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• It is a budget category based on unit contributions. 
• Supporting documents: no proof of expenditure is requested, but just the proof of activities

undertaken and outputs produced.

Contribution of the coordinating organisation: € 500 per month

Contribution of the project partners: € 250 per month

Project budget – Eligible costs 

TRANSNATIONAL PROJECT MEETINGS

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• It is a budget category based on unit contributions; 
• Supporting documents: Proof of attendance, travel tickets, agenda of the meeting,

other documents distributed at the meeting...

For travel distances between 100 and 1999 Km -> € 575 per participant per meeting

For travel distances of 2000 km or more -> € 760 per participant per meeting

Project budget – Eligible costs 

TRAINING ACTIVITIES

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• It is a budget category based on unit contributions; 
• Supporting documents: Proof of attendance, travel tickets, agenda of the meeting,

other documents distributed at the meeting...

Individual support: € 106 day per participant (4 days)

Project budget – Eligible costs 

MULTIPLIER EVENTS

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• It is a budget category based on unit contributions;
• Supporting documents: proof of attendance of the multiplier event

in the form of participants list signed by the participants

€ 100 per local participant

€ 200 per international participant

Maximum € 30.000 per the project as a whole

Project budget – Eligible costs 

INTELLECTUAL OUTPUTS

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• It is a budget category based on unit contributions (daily rate);
• Supporting documents: output produced, proof of the staff time invested (time sheet),

proof of the nature of the relationship between the person and the beneficiary (work contract

or equivalent document).

€ 214 x day FRANCE

€ 137 x day GREECE

€ 137 x day SPAIN

Digitalization in logistics

Project budget – Eligible costs 

EXCEPTIONAL COSTS

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• Exceptional costs -> reimbursement of 80% of the eligible costs
• It is a budget category based on actual incurred costs;
• Supporting documents: invoices (for sub-contracting costs), proof of the cost for the financial

guarantee, depreciation costs for equipments (according to national rules on depreciation).

Digitalization in logistics

BUDGET FLEXIBILITY RULES

Always prior approval by CIFPA is needed.

Digitalization in logistics

CLÁUSULA I.17 – SPECIAL DISPOSITIONS ABOUT FUNDING TRANSFERENCES

Digitalization in logistics

CLÁUSULA I.17 – SPECIAL DISPOSITIONS ABOUT FUNDING TRANSFERENCES

X

Digitalization in logistics

KICK OFF

Online Kick Off

1^st MEETING

2^nd MEETING

3^rd MEETING

FINAL MEETING

May/June 2022

November/December 2022

May/June 2023

November/December 2023

CIFPA: FIRST PROPOSAL FOR PAYING AMOUNTS DURING THE PROJECT

Anna Kopeykina Fernández�Carmen Sanchez Floría�Benjamín Luengo Torreblanca ���https://cifpa.aragon.es/�annakopeykina@cifpa.aragon.es����