Below are the regulations that govern approved projects, projects that will be submitted by OTI's Network and Subsidiaries. This is the agreement for the implementation of these projects by the coordinating organisation and the partner organisations. This agreement constitutes the responsibilities of all the partner organisations involved in the project and their respective selected participants. During the selection of projects that you wish to partner with us, you accept this partner agreement. As per signing your mandate you agree to the terms of this agreement.
Projects are approved for co-funding by the National Agency in the respected country that the project will be submitted. This is an agreement between the partner organisation (sending organisation) and the Applicant Organisation Therefore Coordinator (not necessarily the hosting organisation) for the approved project.
The Project Dates (project cycle) and the Activity Dates are sent to you as soon as the Grant Agreement is signed by the National Agency and the Applicant Organisation.
1. Participants are required to arrive at the venue of the project no later than 20:00 on the Arrival Day of the Activity Dates and depart no sooner than 08:00 on the Departure Day of the Activity Dates. In the event that participants are unable to travel on these dates or be at the venue on time, this needs to be communicated to the host organisation and approved. Participants arriving before the project start date or leaving after the project start date need to arrange and pay for their own accommodation, the host organisation can assist in finding accommodation if needed. Participants are allowed a maximum of 2 days extra either before the project or after the project or 1 day before and 1 day after the Activity Dates. Additional extra days from the above official reasoning needs to be provided and approved.
2. If you have participant(s) under the age of 18 or legal age of the hosting country, then we will need a letter of consent from the guardian(s)/parent(s) of participant and a competent leader who will be responsible for the minor(s). It is also important to maintain a gender balance of your participants. Participants with fewer opportunities should have priority in your selection procedures.
3. All participants and leaders should register on the Organisation Participant Application Form (OPAF) at least 30 days before the Activity Start Date. Upon arrival, participants may be asked to sign the Participant Pledge which is required. Terms on the Participant Pledge are also agreed upon during the registration phase. All details on this form must be completed and it is the responsibility of the sending organisation to ensure that the information submitted is correct and accurate to the best of their knowledge. The information in the OPAF form is vital for the success of the project. The information is used to arrange the rooms for the participants and also to know what food allergies or other special needs or assistance they might have so that suitable preparations are made on the menu for the project and arrange accordingly. Not having all the information in time can cause delays and in some cases changes can’t be made to the menu or the rooms when information is not given on time. Additionally, the information are used to prepare YouthPass Certificates for the participants and the EU Mobility Tool.
4. The sending organisation or participants will buy flights tickets. Only online flight booking is allowed. Travel Agencies are not accepted. All flight prices need to be accepted by the applicant organisation before any purchase is made, 3 offer options via screenshot from any website can be sent to the applicant organisation in advance using our HELP DESK platform and they will be approved or declined within 48 hours, all attempts will be made to answer these emails as soon as possible. Tickets purchased without prior consent could result in no reimbursement for travel costs as for value for money is required. As for some sending organisations, flight tickets can be bought by the applicant organisation upon request in order to help participants (especially participants with fewer opportunities) to participate in co funded projects. All travel tickets must be purchased at least 1 months prior to the project activity start date.
During the audit of the project, the Accounts Department has the right to reject or reduce flight ticket invoice reimbursable amounts if they deem that the purchased tickets are not value for money or are unreasonable or unjustified. All boarding passes and invoices must be kept and submitted after the project in original format and must also be sent (and scanned if necessary) to the Accounting Department via the same Help Desk Platform of the applicant organisation within 30 days after the Activity End Date.
5. The partner organisation takes full responsibility in the event of cancellation of any participant and will be fully responsible for the full price of the travel costs. The partner also needs to inform the host organisation as soon as possible of any cancellations or changes. As name changes are generally not permitted by most airlines or are allowed at a fee, these costs are the responsibility of the partner organisation and not the applicant organisation. If cancellations are made by participants after the payment of the accommodation, these costs could also be deducted from the final reimbursement if a replacement is not found in time.
6. Reimbursement of 50% will be made shortly after the Activity End Date, provided all invoices and documents required are submitted to the Accounting Department of the applicant organisation in original format as the documents were initially issued (hardcopy, or online), by completing the Travel Cost Statement form (excel file) sent to all participants and/or leaders and sending organisations, after the Activity End Date and also after completing at least one dissemination event by the participants and sending organisations in their country and posting information of this either in Social Networks or sending it to the applicant organisation.
7. All other travel costs that are needed to get to the airports of the sending country will be paid by the sending organisation or the participants. Only public transport costs are accepted as travel costs unless previously agreed on between the partner organisation and the applicant organisation, where public transport is not available or not possible. All original receipts must be kept by the participants and originals must be submitted with the final statement in original format as stated in section 4.
8. Tickets and invoices cannot and should not be submitted during the project activity to anyone. Everything must be sent by post (or electronic format if they are issued originally electronically) to the Accounting Department of the applicant organisation within 30 days after the Activity End Date same as section 4. If they are not received within 30 days, costs will not be accepted for reimbursement unless prior agreed. Before these are mailed, a scanned copy must also be sent to the Accounts Department via the Platform to the applicant organisation. All information must be clearly written on travel documents and must include price, currency, and date of travel and from and to destinations. If documents are in national languages, then they need to be explained in English on the Travel Cost Statement (excel file).
9. As it is a requirement for all participants to have travel insurance under the Erasmus+ program, it is required that all participants have travel insurance. Please note that travel insurance is the responsibility of the participant and/or sending organisation and this cost is the responsibility of the participant/sending organisation. Travel insurance cannot be reimbursed and it is considered as contribution from the participants/sending organisation as the project is co-funded.
10. Public liability insurance is the responsibility of the host organisation and all costs derived from that are the responsibility of the host organisation.
11. All participants are required to have their European Health Cards (E111) with them before travel and to have these cards with them when coming to the projects, if they do not have access to a European Health Card then they need to have adequate medical insurance for the duration of their travel. Health insurance is not to be reimbursed in addition with section 9.
12. Participants are required to have 100% participation during the projects and failure to do so will result in no or partial reimbursement of travel costs. In the event that a participant is not feeling well or needs to miss a session, for any reason, this needs to be communicated to the responsible officer of the project either by the participant or by the leader. Participants are required to sign a pledge, stating the rules and their obligations for the project as stated also in section 3. Failure to sign and return this pledge will result in the participant not being accepted to participate in the project and no reimbursement will be made. The pledge is viewed upon registration phase where the participant is still a candidate. Participants with fewer opportunities are known, and may be exempt in some cases of some of the sections in this agreement and again it must be agreed prior with the applicant organisation and partner organisation.
13. Participants when assigned are (or may be) required to complete preparation tasks which are sent by the host organisation in the preparation phase of the project and bring these to the project with them if needed.
14. Participants are also required to complete surveys sent by the National Agency and/or European Commission and Mobility Tool+, this is part of the project and all participants must complete these surveys. These must be completed within 7 days of receipt. Failure to do so means failure of participation which could result in no reimbursement or even blacklisting of the sending organisation.
15. Participants and the sending organisation are required to complete at least one dissemination activity in their home country after the completion of the Activity and before the Project End Date and all information and pictures of these events need to be sent to the applicant organisation.
16. As the travel costs under the Erasmus+ program is calculated on a distance band and are fixed, the reimbursement will be calculated based on this for each participant. Travel costs which exceed the limit will be the responsibility of the participants or the sending organisations to cover the excess costs. In some cases and depending budget allocation, some costs may be additionally covered especially for participants with fewer opportunities. What does this mean: If the budget for travel costs per participants is €300 and the total costs for the travel is €400 per participant then the reimbursement will be €300 and the costs for each participant is €100 payable by the participant or the sending organisation. If the budget for travel costs is €300 and the actual travel costs is €200 then the participant or sending organisation will receive a reimbursement of €200 and therefore the final contribution of the participant or sending organisation is zero.
17. We are required by law and by the Erasmus+ Grant Agreement to keep these records for a period of 7 years in the event that the National Agency or European Commission wish to audit the project. Therefore, all documents mentioned above are required to qualify for reimbursement.
18. The balance of the reimbursement will be paid to the partner organisation once we receive the final payment from the National Agency after the final report is submitted and evaluated by the NA after the Project Cycle has ended. The reason for this is because we only receive 70% - 80% of the grant on approval of the project and signing of the Grant Agreement and only receive the final payment from the National Agency after we have submitted the final report (until 60 days after Project End Date). We always submit our final reports as soon as possible but when we are delayed by participants, with their travel documents, dissemination activities etc., we delay in submitting the final reports. With the Erasmus+ rules the final payment is determined by the quality of the project and the participation of the participants in all parts of the project as specified in the participant pledge, including the final dissemination of the project in each of the partner countries. Failing to complete the project properly may result in the final payment from the National Agency being reduced by up to 75%, therefore participants and partners are required to fulfil all the obligations in this agreement and in the participant pledge. The National Agency has the right to reduce the travel budget and calculate the travel budget on the actual distance band from the sending location to the hosting location, this will be communicated to the affected sending organisations.
19. All sections of this agreement are negotiable but vital for the success of any project that is co-funded.
20. Channels of communication is open between all parts of the partners within a project. Participants should communicate any problems freely to their sending organisation and they should on their part communicate with the applicant organisation to resolve any problems arising before, during and after the project, always with respect and according to the Code of Conduct and respect.
These terms are negotiable with any partner until the signature of the mandate. After that these terms are accepted.