Project implementation and reporting

Guidance for good practice and management

Although it is not compulsory to include all these ideas when developing your proposal or during the project implementation phase the following notes are offered as guidance.

"Guidance on good practice and management"

Disability Mainstreaming

The aim of this manual is to provide some insight into the concept of inclusion and to give basic information concerning some of the most important and most-cited keywords and related concepts with regard to disability mainstreaming and inclusion. A set of possible activity fields for APPEAR, of questions to be asked when developing proposals or implementing projects and a collection of further links for reading and online tools has been compiled. All this information has been collected and elaborated with a particular focus on higher education projects for development.

"Disability Mainstreaming practical information and advice"

Payments and schedules

1st instalment: No later than 40 days upon effective date and the returning of the signed contract, but not earlier than effective date the first payment will be executed (Preparatory Funding, Advanced/ Academic Partnership).

2nd/ 3rd/ 4th instalment: Upon approval of the annual progress reports by the APPEAR office the next instalment will be transferred. The final rate of academic partnerships amounts to 10 % (Advanced/ Academic Partnership).

Final instalment: Upon approval of the final report the last instalment that amounts to the difference between the already received funds and the actual expenses will be transferred. The final instalment will only cover actual paid (pre-financed) costs (Preparatory Funding, Advanced/ Academic Partnership).

In case that the project coordinating institution is based in Austria the entire instalment will be transferred to the Austrian institution. The Austrian project coordinator is obliged to undertake further transfer to the institution(s) in the respective partner country(ies).

In case that the project coordinating institution is not based in Austria, two separate transfers are issued by the APPEAR office. The amount for the coordinating institution in the respective partner country and the amount for the Austrian partner institution are transferred directly to their respective project accounts.

Submission of reports

No later than 8 weeks upon the completion of each project period, the project coordinator has to provide either a half-year report, an annual progress report or the final report.

Only the annual progress report and the final report have to be submitted together with a financial report.Only complete reports will be accepted. Reports have to be submitted in hardcopy and electronically.

All reports have to be submitted in English language. This applies also to the audit reports of the institutions in the eligible countries.

Reporting Advanced / Academic Partnerships

Regular reporting is necessary, not only for formal requirements. It is part of the project monitoring and provides the project partners with an overview of implemented activities, how much funding has been spent and where steering might be necessary.

A) Narrative reports

Academic Partnerships and Advanced Academic Partnerships are required to submit short half-year reports and comprehensive annual reports (of which the first one or the mid-term report will be externally assessed). The final report template will be sent to project partners in time. Additionally to the feedback of the APPEAR office, one external assessment of either the first or the second annual report will be provided. 3-year projects will receive an external assessment of the first annual report and 4-year projects and external assessment of the second annual report.

Template - half-year report

Template - annual report

Template - quantitative reporting/ data collection file

B) Financial reports

Along with the annual progress reports a financial report and a confirmation by the project coordinator has to be submitted.The project coordinator is responsible to compile the reports. The project coordinator submits one financial report that presents the entire expenses of all involved institutions (template "financial report").

Requirements

  • Austrian institutions have to:

- submit their financial report (receipts, invoices, salary slips, etc.) directly to the APPEAR office

- submit copies of originals, if the project accounts are embedded in the accounting system of an Austrian university (SAP) or equivalent (otherwise original receipts will be needed)

- number the receipts on the copies in accordance with the detailed cost breakdown (template financial report)

- sent the SAP extract as an excel file

  • Institutions in the eligible countries have to:

- submit an external audit report

- take the Terms of Reference for the audit requirements into consideration (sent to project partners via e-mail)

Information - budget guidelines and financial reporting for academic partnerships

Template - confirmation project coordinator

Template - financial report advanced / academic partnerships

Regulations regarding travel and subsistence expenses

The regulations regarding travel and subsistence expenses can be found in the Guidelines for the Budget and Financial Report (see Reporting Advanced/Academic Partnerships). These guidelines are based on the rates provided in the Österreichische Reisegebührenverordnung – RGV (Austrian Regulation for Travel Expense Reimbursement). The relevant tables with the daily subsistence rates (TG) and the rates for overnight stays (NG) can be found on our website: RGV – Rates

The use of the columns (1, 2a, 2b, 3) usually depends on the type of employment of the person who travelled. Only the rates of columns 1, 2a, and 2b can be reimbursed; we recommend the use of category 2a.

If valid invoices are provided, the rate for overnight stays (NG) can be exceeded by 600%. The maximum amount that can be reimbursed thus consists of the NG (as provided in the RGV) multiplied by 7.

The whole amount of the daily subsistence rate (TG) can only be reimbursed if no meals are provided (those would have to be subtracted from the daily subsistence rate). The receipt of the TG must be confirmed by the recipient. If the actual subsistence expenses are reimbursed, the daily subsistence rate cannot be claimed. The actual subsistence expenses must not exceed the daily subsistence rate.

In Austria, the following rates apply:

- TG: 26.40 Euro

- NG: 15.00 Euro

Carbon offsetting system

A major part of the world’s greenhouse gases results from air travel. However, in the course of the project implementation air travel might be necessary; therefore carbon offsetting offers the possibility to reduce the emissions caused, in some other way. In order to ensure an environmentally sustainable programme APPEAR makes use of the carbon offsetting system provided by the University of Natural Resources and Life Sciences, Vienna (BOKU) and implemented by the Centre for Global Change and Sustainability. With this contribution climate protection projects - selected by an advisory board and accompanied by research and development - are financed.

The project coordinators collect the information about the flights undertaken per year by using the template provided below send the completed excel-sheet to the BOKU. The carbon offsetting team calculates the distance travelled and the costs to compensate the CO2 emissions and send the invoice to the project coordinators. With the annual financial reports the completed excel-sheet, the invoice from the BOKU and proof of payment have to be submitted.

Instructions - using carbon offsetting system

Template - collecting flight information

Budget reallocation

Transfers between the different budget categories are accepted to a maximum of 10% of the total amount in the respective budget category provided that the approved total budget is not exceeded.

In case the intended budget reallocation requires an amount higher than 10% the project coordinator has to submit a budget reallocation application in advance by filling out the budget reallocation form.

Template - budget reallocation

Visibility and logos

According to §9.1. of the Grant Contract, the logos of APPEAR and the Austrian Development Cooperation (ADC) have to be placed on all material produced in connection with the project.

The correct indication is "APPEAR is a programme of the Austrian Development Cooperation".

For further clarification you can use the following statement " … and is implemented by the OeAD".

Guidelines for the visibility of the ADC

Logos ADC

APPEAR logo without subline

APPEAR logo with subline