ERASMUS+ KA2 PROJECTS AT

THE UNIVERSITY OF BELGRADE

International Relations Office
University of Belgrade
 CBHE projects at the University of
Belgrade in numbers

 Total number of the ongoing CBHE projects:

17
 UB coordinator: 5
 UB partner: 12
 CHBE projects before the eligibility
period

 Call for proposals

◦ Internal procedures
- predefined
- follow the call for proposals timeline
- necessary documentation for internal
decision-making
 CHBE projects before the eligibility
period
 Call for proposals
◦ Internal procedures
 Letter of support signed by the Dean of the Faculty or by the
director of the Institute;
 Application form filled-in with required information (project
title, acronym, type of the project, project duration, short
description of the project, short description of the project
goals, short description of the project sustainability, budget
of the project, responsibilities of the University of Belgrade)
and signed by the institutional project manager and Dean of
the Faculty or director of the Institute;
 Decision-making;
 Signing of the documentation necessary for the project
application and for internal purposes.
 CHBE projects before the eligibility
period

 When the project is approved for financing

◦ Signing of the necessary documentation
◦ Providing with the required information
◦ Preparing for the project implementation
CBHE projects

 Grant Agreement
 Partnership Agreements
 Project bank account
 Accounting system
 Preparation of the internal documentation
CBHE projects
Staff costs – internal procedures
 Before payment:
◦ Filled-in Request for Staff costs payments (with required
information such as: project title, project acronym, internal
project accounting number, name and surname, period, amount
in RSD) and signed by project manager; Joint Declaration,
Timesheet;
◦ Internal control by the Staff of the International Relations Office;
◦ Internal control by the Head of the International Office;
◦ Signing of the Request by two Vice-Rectors (as approval of the
Request) as well as signing of the Joint Decalration and
Timesheet by Vice-Rector;
◦ Stamp;
◦ Signing of the Joint Declaration, Timesheet and Report by the
respective project staff members.
CBHE projects
Staff costs – internal procedures
 Payment:
◦ Documentation necessary for the payment.

After payment:
• Accounting records
• Copies of the supporting documentation
• Control of the supporting documentation by the
International Relations Office Staff
• Bookkeeping records by the International Relations
Office Staff
• Preparation of the documents for the
reporting/coordinator/audit/EACEA
CBHE projects
Travel costs and Costs of Stay – internal procedures

Before mobility:

◦ Filled-in Request for mobility (with required information such as:

project title, project acronym, internal project accounting number,
name and surname, period of the mobilty, place of the mobilty) and
signed by project manager; Travel form, hotel and travel tickets
reservations; information about mobility and project actitivies;
◦ Internal control by the International Relations Office Staff;
◦ Internal control by the Head of the International Office;
◦ Signing of the Request by two Vice-Rectors (as approval of the
Request) as well as signing of the Travel form and Decision on
mobility by Vice-Rector;
◦ Stamp;
◦ Payments before mobility (subsistence costs, hotel, airplane ticekts).
CBHE projects
Travel costs and Costs of Stay – internal procedures

After mobility:
• Control of the documentation by the International
Relations Office Staff;
• Preparation of the documentatation and information
necessary for the Accounting Department;
• Control of the documentation by the Head of the
International Relations Office Staff;
CBHE projects
Travel costs and Costs of Stay – internal procedures

 Payment:
◦ Documentation necessary for the payment.

After payment:
• Accounting records,
• Copies of the supporting documentation,
• Control of the supporting documentation by the
International Relations Office Staff;
• Bookkeeping records by the International Relations
Office Staff;
• Preparation of the documents for the
reporting/coordinator/audit/EACEA.
CBHE projects
Equipment costs– internal procedures
 Tendering procedure (UB coordinator):
◦ Joint tender;
◦ Tender decisions;
◦ Call for offers;
◦ Technical specification;
◦ Minutes on openning the offers;
◦ Tender evaluation report from the evaluation
committee;
◦ Decision on offering the contract;
◦ Signing the Contract.
CBHE projects
Equipment costs– internal procedures
 VAT exemption;
 Delivery of equipment;
 Transfer of funds to projects partners for the equipment payments
◦ Filled –in Request for transfer (with required information such as: project
title, project acronym, internal project accounting number, name of the
beneficiary, sum) and signed by project manager;;
◦ Internal control by the International Relations Office Staff;
◦ Internal control by the Head of the International Office;
◦ Signing of the Request by two Vice-Rectors (as approval of the Request)
◦ Transfer of funds;
◦ Accounting records;
◦ Copies of the supporting documentation,
◦ Control of the supporting documentation by the International Relations Office
Staff;
◦ Bookkeeping records by the International Relations Office Staff;
◦ Preparation of the documents for the reporting/coordinator/audit/EACEA
CBHE projects
Equipment costs– internal procedures
 After delivery:
◦ Control of the documentation by the International Relations Office
Staff;
◦ Control of the documentation by the Head of the International
Relations Office.
 Payment:
◦ Documentation necessary for the payment.

After payment:
• Accounting records,
• Copies of the supporting documentation,
• Control of the supporting documentation by the International Relations
Office Staff;
• Bookkeeping records by the International Relations Office Staff;
• Preparation of the documents for the reporting/coordinator/audit/EACEA.
CBHE projects
Subcontracting costs– internal procedures

 Before Subcontarcting:
◦ Request for Subcontrating with the required
information;
◦ Contract.
CBHE projects
Subcontracting costs– internal procedures
 Before payment:
◦ Filled-in Request for payment (with required
information such as: project title, project acronym,
internal project accounting number, amount) and
signed by project manager;
◦ Internal control by the International Relations Office
Staff;
◦ Internal control by the Head of the International
Office;
◦ Signing of the Request by two Vice-Rectors (as
approval of the Request).
CBHE projects
Subcontracting costs– internal procedures
 Payment:
◦ Documentation necessary for the payment.

After payment:
• Accounting records,
• Copies of the supporting documentation,
• Control of the supporting documentation by the
International Relations Office Staff;
• Bookkeeping records by the International Relations
Office Staff;
• Preparation of the documents for the
reporting/coordinator/audit/EACEA.
Good practise of the
project
implementation at
the University of
Belgrade
 Thank you for your
attention
International Relations Office of the
University of Belgrade