- Category Learning Plan
- Number of Courses 4
- Language English
- Duration 19,5 hours
Mastering financial management of EU Grants
A learning plan composed of one virtual classroom course and three eLearning modules, to gain the know-how you need to properly manage, report and account for EU international cooperation programs.
This learning plan offers intensive and practical immersion in the PRAG rules and procedures regarding the financial management of grants financed by DG INTPA, DG NEAR and EU Delegations. Gain advanced skills in budgeting, financial monitoring, reporting, and auditing. Get all the information you need to ensure compliance with EU rules on eligibility of expenditure, record-keeping and procurement, and to carry out a successful and smooth expenditure verification process.
At the end of the learning plan you will be able to:
- Prepare a project budget, according to the eligibility criteria and rules, including possible simplified cost options.
- Develop and use monitoring tools for checking project expenditure in terms of eligibility and record-keeping.
- Properly apply procurement principles and procedures and confidently organise procurement processes.
- Prepare interim and final financial reports.
- Prepare accounting and supporting document for expenditure verifications.
10-17-24 June 2022
This practical overview covers everything you need to know about the financial management of EU-funded projects financed by DG INTPA/DG NEAR and the EU Delegations under the PRAG rules, starting from the preparation of a suitable and realistic budget. Find out how to prepare a procurement plan for the purchase of supplies, services and works in accordance with EU rules. Hone your knowledge and tools for monitoring project expenditure, ensuring the eligibility of costs and the collection of all needed supporting documents. Learn how to conduct budget modifications as needed during project implementation, and become fully prepared for expenditure verifications and possible audits.
This systematic guidance teaches you how to organize procurement processes in the framework of EU grants. Become familiar with procurement principles and terminology, and learn how to translate them into practical procedures. Become comfortable preparing procurement plans and get equipped to organize calls for tenders or negotiated procedures by following our step-by-step guidelines and ready-to-use checklists and templates.
This course is based on a practical scenario in which characters working for an imaginary organisation are faced with an expenditure verification. There’s no reason to be intimidated or stressed by this type of financial check! Our practical tips and tricks will prepare you for this important step in EU grant management and help you avoid risks related to ineligibility of costs. Know exactly what to expect from auditors and how to organize the information and documents that must be provided to them during the verification process.
In the last years, the DG INTPA and DG NEAR gave grant applicants the possibility to present budgets including simplified cost options. The main aim of simplified cost options is to simplify and reduce administrative burdens and to shift the allocation of resources from the administrative/financial control to the achievement of project results. Although there are available some guidelines on the use of simplified cost options, many organisations often encounter difficulties in their practical use, when it comes to cost calculation and eligibility of costs and need to familiarise with EU requirements. This short eLearning aims at giving a practical guide on the use of Simplified Cost Options, from proposal to reporting and expenditure verification stages.
Module 1 Application for Funding
- The PRAG and applicable rules for grants
- Two ways to get funding: direct award and calls for proposals
Module 2: Prepare a Realistic Budget
- Eligibility principles
- Budget template
- Cost justification
- Direct and indirect costs
- Ineligible costs
- Project office costs
- Other special costs: financial support for third parties, VAT
- Co-financing and volunteers’ work
- Simplified cost options
Module 3: Sign a Grant Contract with the EU
- Main actors of the grant contract
- The special conditions and the annexes
Module 4: Procurement Principles and Rules
- Implementing contracts vs subcontracting
- Main rules form Annex IV: EU restrictive measures, rules of nationality and origin
- Procurement planning and execution
Module 5: Monitor Your Project Expenditure
- Develop a monitoring system to keep expenditure under control
- Ensure the eligibility of expenditure
- Record-keeping: supporting documents that must be kept to ensure eligibility of costs
Module 6:  Dealing with Changes
- General rules on changes
- Two types of modifications: unilateral modification and addendum
- Suspension procedure
Module 7: Reporting and Payment Process
- Main reporting rules
- Deadlines for submission of reports
- Brief overview of the interim and final financial report formats
- Payment procedures
- Currency conversion rules
- Annexes to the interim and final reports
Module 8: Expenditure Verification and Audit
- Different objectives of expenditure verification, financial and system audits
- Expenditure verification: a step-by-step look at the process
- Tips to be prepared for expenditure verification
- ToR for system audits
Module 1: Introduction to Procurement
- What is procurement?
- Procurement policy
- Types of contracts
Module 2: Bringing the Procurement Principles to Life
- Introduction to procurement principles
- Ethical procurement
- Sound financial management
- Supporting the local economy
Module 3: Organising the Procurement
- The procurement plan
- Amending the plan
- Risk management
Module 4: Procurement Procedures Step-By-Step
- Compliance with EU rules
- Direct purchase and single quote
- Negotiated procedure
- Tender publication
- Tender step-by-step
- Framework contract
Module 1: What is an Expenditure Verification?
- Foundational knowledge that all staff should understand from the beginning of the project.
Module 2: Expenditure Verification Step-By-Step
- Guidance through the entire process of expenditure verification.
Module 3: Ensuring the Eligibility of Costs
- Practical tips to make sure all your costs are eligible.
Module 4: Preparing Supporting Documents
- Insight on how to collect and prepare all necessary supporting documents.
Module 5: Be Ready for the Auditors’ Visit
- Keep calm and prepare for the visit.
Module 6: Expenditure Verification Report
- Know the types of checks that will be conducted by the auditors in order to prepare the reports.
Module 7: Survival Toolkit
- Keep it on-hand and don’t be afraid of the expenditure verification process!
This eLearning module aims at giving a practical guide on the use of Simplified Cost Options (SCOs), an approach introduced by the EU to simplify the management of costs of the Actions, reduce the administrative burdens and focus on results. Although there are some guidelines available on the use of SCOs, many organisations often face difficulties in their practical use, when it comes to cost calculation and eligibility. This course will ensure and in-depth understanding on the use of this method by making reference to the latest version of the PRAG procedures.
By subscribing to the learning plan, you will have access to each course in the punto.sud learning platform. From here, you can join the live sessions, download the course materials (including PowerPoint presentations, official EU documents, infographics and other useful links and materials), complete the eLearning modules, review the recordings of the live sessions and complete the initial and final test and participate in the active forum.
Throughout the whole period, by using the forum you will be able to communicate with the trainers, post questions and share information and best practices with other participants.
- Not-for-profit organization employees such as finance managers, project administrators, and internal auditors involved in the management of project financed by the DG INTPA, the DG NEAR or EU delegations.
- NOT suggested for UN agencies and other pillar-assessed organisations.
- Basic knowledge or experience relating to the access and management of EU funds is required.
You will need access to a computer or tablet with a microphone and speakers or a headset, as well as an Internet connection. The course will be held over Zoom – no additional software is required.
- Virtual class – for 2 weeks after the end of the last training session
- eLearning – for 30 days after you first access the course
Once you have completed all the training material and passed the exit test, your certificate of attendance for each specific course will be available to download from the learning platform.
Once you have also concluded the learning plan exit test, you will receive the final certificate. The certificates are always available in your profile page with historical data of all punto.sud Academy courses you’ve attended.