How to Manage an Erasmus+ Project Timesheet

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Every Erasmus+ project should have a timesheet – and this is actually mandatory.  It’s used to develop the intellectual outputs of the project. An intellectual output must include tangible deliverables and elaborated materials related to the Erasmus+ project; be substantial in quality and quantity to qualify for grant support.  Furthermore, it should be innovative and contribute to the general objective of the project.

In relation to the needs of the Erasmus+ project target group(s) and the objectives of the Erasmus+ project, the partnership can choose to create intellectual outputs or not. Partnerships of smaller organisations (schools or smaller adult education organisations) with limited scope usually opt for Erasmus+ projects without IOs. Partnerships with bigger organisations aimed at impact in a larger context should opt for IO production in their Erasmus+ project.  

The creation and production of intellectual outputs give access to extra Erasmus+ funding (staff costs) and the possibility of organising ‘multiplier events’ (organisational costs per participant). These outputs also shape the organisation and management of your Erasmus+ project. 

So, if the partnership chooses intellectual output production, then you could claim for extra staff costs. This would mainly be for staff costs for production & research activities and, if justified and necessary, specific management and administration. These staff costs are indicated for each IO. Quality care (evaluation) is part of the production process and is organised ‘per intellectual output’. General management and administration costs will no longer be part of the staff costs. They are included in a lump sum for the coordinator (500 Euro/month) and the amount the partners (250 Euro/month) receive from the Erasmus+ grant. 

This means that intellectual outputs are the ‘units’ of the Erasmus+ project activity involving research, production, testing, evaluating and financial reporting for each IO. Evaluation and quality care is no longer considered a ‘work package’, covering the whole project. Also dissemination and exploitation should be included in IO units. 

  • Timesheets must be kept by all researchers who are funded by EC grants, either in full or in part, and for all EC funding types. 
  • As you know, timesheets are very important for monitoring Erasmus+ project costs and must be provided as supporting documents sent to your National Agency for auditing. 
  • Coordination and management of an Erasmus+ project can be complex and having the right tools can make the difference. For every Erasmus+ project you manage you will spend a lot of time describing how to fill-in timesheets to non-expert partners. 
  • Regardless of the time spent showing project partners how to properly fill in the timesheets, there may well still be mistakes. 
  • 100% of the employees’ contracted time must be represented, regardless of the percentage effort on the EC project(s) 
  • Total hours recorded must be consistent with the Full-time Equivalent (FTE) as per the Contract of Employment 
  • Where a researcher is funded by more than one source, the % pay split should be replicated in the distribution of hours on the timesheets.  
  • Non-productive time such as annual leave, sick leave, bank holidays and closure days (at Easter, Christmas etc.) must be represented on the monthly timesheets. 
  • Timesheets should show actual hours worked and should show at least the number of hours per week stated on the employee’s Contract of Employment (including annual leave allowance, sick leave, closed days etc.). 

It is important to note that the use of this model is not obligatory; however, any timesheet crated by yourself should at least contain equivalent information. Beneficiaries are free to fine-tune the model, e.g. in order to provide a further break-down of the working time into different actions or tasks. 

The timesheet should be updated in a timely manner - ideally every working day. 

The completed timesheet for a given month should be signed and approved in a timely manner - e.g. during the first week of the following month. 

The following blogs informs you in general about all important documents required as well as to what to pay attention when applying for your next Erasmus+ mobility project:

Required Documents and Deadlines for Your Erasmus+ Application

15 Important Criteria When Writing Your Erasmus+ Application