Luarasi IRO

Internal Policy on the Management and Use of Project Funds at Luarasi University

Luarasi University implements a unified internal policy governing the management, authorization, and use of funds originating from all externally financed projects, including but not limited to Erasmus+ programmes, IPA initiatives, AKKSHI projects, agreements with public institutions, and donor-funded research activities.

This policy ensures transparency, accountability, and full compliance with Albanian legislation, donor requirements, and the University’s financial regulations.

All project funds are administered exclusively through the dedicated bank accounts of Luarasi University, and every expenditure is subject to prior verification and approval by the relevant academic, administrative, and financial structures of the institution.

The following categories of expenses may be financed through project funds, provided that they are directly related to the implementation of the approved activities:

1. Personnel Expenses

These include payments for academic, administrative, technical, and external experts who contribute to project tasks beyond their standard contractual duties.

Such expenses are processed only on the basis of documented work, including activity reports, workload evidence, or equivalent internal documentation, in full harmony with the University’s audit requirements and national fiscal legislation.

2. Travel and Mobility Expenses

This category covers travel inside and outside Albania for project purposes, including participation in trainings, meetings, study visits, academic mobility, and conferences.

Eligible costs may include transport, accommodation, and per diem allowances, strictly according to the project rules and internal financial procedures.

3. Equipment and Technology Procurement

Project funds may be used to purchase equipment, devices, software, laboratory instruments, teaching technologies, or other assets necessary for project implementation.

All purchases follow the University’s procurement procedures, which include preparation of terms of reference, collection of offers, evaluation by a three-member committee, and selection in accordance with the approved budget.

4. Training, Workshops, Seminars, and Public Events

Expenses under this category include costs related to organizing academic or public activities such as workshops, conferences, summer schools, roundtables, trainings, and dissemination events.

These may involve venue costs, translation services, materials, certificates, and other logistical needs.

5. Publications and Academic Outputs

Funds may be used for scientific publications, research outputs, teaching materials, manuals, books, and other academic products foreseen by the project.

Such expenses are approved only when they contribute directly to the planned deliverables.

6. Subcontracting and External Services

Projects may require specialized services, such as research consulting, design and printing, translation, auditing, IT development, or technical expertise.

These services are contracted in accordance with procurement rules and supported by detailed documentation.

7. Communication, Dissemination, and Visibility Costs

Expenditures may include website development, promotional materials, media outreach, and other communication activities required by the project’s visibility obligations.

8. Operational and Administrative Costs

Where allowed by the donor framework, certain justified operational expenses may be covered, such as office supplies, software subscriptions, small-scale materials, or administrative services strictly linked to project implementation.

General Principles

All expenses funded by projects must:

• be necessary for the implementation of approved activities;
• be foreseen in the project budget or approved through formal amendment;
• be documented through contracts, invoices, reports, and institutional approvals;
• comply with the national legal framework, including tax obligations;
• avoid any form of double funding;
• undergo verification by the Project Coordinator, the Procurement Unit when applicable, and the Finance Office.

Luarasi University, in accordance with national financial rules and its internal project-management practices, reserves the right to allocate a portion of project funds to cover administrative, operational, and institutional support costs linked to project implementation. This institutional allocation may reach up to 40%, ensuring legal compliance, logistical support, and the institutional capacity required to deliver all project activities and results.

Luarasi University maintains full accountability for all project-related financial operations, ensuring that every expenditure is transparent, justified, and aligned with the objectives of the project and the academic mission of the institution.

For further information or clarification, interested parties may contact the Projects Office of Luarasi University.