Introduc)on on management and financial issues. Gregory Giuliani (UNIGE)

Transcription

1 Introduc)on on management and financial issues Gregory Giuliani (UNIGE)

2 Management

3 Project informa)on Project number: Project )tle: EOPOWER Earth Observa)on for Economic Empowerment Call iden)fier: FP7- ENV one- stage Funding schema: Coordina)on and support ac)on Total cost: 1,174, EC contribu)on: 997, Dura)on: 2 years (June 2013 May 2015)

4 Project organisa)on The organisa)onal structure of the Consor)um comprises the following Consor)um Bodies: (a) Project General Assembly (PGA) equivalent to the project Steering Group in the Descrip)on of Work (DoW) as the ul)mate decision- making body of the Consor)um (b) Project and Management Coordina9on (PMC) as the supervisory body for the execu)on of the Project which shall report to and be accountable to the Project General Assembly (c) Advisory Board (AB), which comprises a small number of scien)sts (up to four) whose aim will be to provide advice to the consor)um via the PMC and cri)cally assess the work prior to comple)on of the repor)ng procedures. Advisory board members are chosen by the PMC. The Coordinator is the legal en9ty ac9ng as the intermediary between the Par9es and the European Commission. The Coordinator shall, in addi)on to its responsibili)es as a Party, perform the tasks assigned to it as described in the Grant Agreement and this Consor)um Agreement. The EOPOWER Coordinator, EOPOWER Manager, and EOPOWER Director will monitor progress of the Work Packages, facilitate the communica)on and organize the scheduled mee)ngs of the project. The Work Package Leaders are responsible for ensuring a smooth flow of work and communicate relevant results within the work package they are responsible for.

5 Project partners

6 Workpackages

7 Project mee)ngs

8 Deliverables Full descrip)on and )ming are in the DoW. 81 deliverables. (main ones + sub) Month to deliver: means at the end of the month. Quality check: 3 weeks before the delivery, WP leaders must send a final drae to Project Management (via GG) Project coordina)on will submit deliverables to EC.

9 Repor)ng 2 official repor)ng periods: M12 (May 2014) and M24 (May 2015) Interim reports every 6 month (submiged to EC) WP leaders have to submit to the project coordina)on WP/tasks status, publica)ons & dissemina)on, PM, achievement & problems A template will be provided Every 3 month Teleconference (Coord. & person per Partner)

10 Signatures: GPF Scanned Copy (1) Original (2) UNIGE: OK OK HCP: OK OK ESPACE DEV: SRC: OK OK CUNI: SANSA: CRASTE: OK OK AUTH: OK OK CNR: OK OK UNS: OK ITC: OK OK INAOE: OK OK TUBITAK: OK OK

11 Signatures: GA, Form A UNIGE: HCP: ESPACE DEV: Scanned Copy (1) Original (3) SRC: OK CUNI: SANSA: CRASTE: AUTH: CNR: UNS: OK OK ITC: INAOE: OK OK TUBITAK: OK OK

12 Signatures: CA Scanned Copy (1) Original (14) UNIGE: OK OK HCP: OK OK ESPACE DEV: SRC: OK OK CUNI: SANSA: CRASTE: OK OK AUTH: OK OK CNR: OK OK UNS: OK ITC: OK OK INAOE: OK OK TUBITAK: OK OK

13 Signatures Please sign/stamp/date GA, GPF, CA and send: Scanned copies: Original copies: Gregory Giuliani Ins)tute for Environmental Sciences University of Geneva 7 route de Drize 1227 Carouge Switzerland

14 Change in CA UNIGE as asked to add the following text (Background know- how excluded, Agachment 1, p. 52) The University of Geneva (UNIGE) hereby excludes the following Background: All Background generated by employees, agents or representa)ves of UNIGE, other than the research team of Prof. Anthony Lehmann of the Department of Earth and Environment Sciences/Forel Ins)tute, who is directly involved in the Project. All Background generated by employees, agents or representa)ves of UNIGE that are directly involved in the Project, which is unrelated to the work plan, aims and objec)ves of the Project. All Background which UNIGE, due to third Party rights, is unable to grant Access Rights to. All Background in patents and current patent applica)ons owned by UNIGE. All UNIGE proprietary materials and soeware whether covered by patents or not.

15 Change in CA Are all the EOPOWER partners OK with this change?

16 Website hgp://

17 Mailing list Please check if all par)cipants of your ins)tu)on are in the ALL mailing list. Is there a need for dedicated mailing lists for each WP? If yes, WP leaders prepare a list of people to be registered and send it to gregory.giuliani@unige.ch

18 Mailing list Lehmann koru boer Boutrolle matsapola emran Giuliani ferreira jean- christophe desconnets kupkova Bigagli Noort Mlisa Ray nijmeijer Mazzeo Pa)as Lacroix Mangara kozyra ozcivelek Camacho skidmore Na)vi Stych maria sausen touzani van duren bengin- crnojevic Crnojevic Guigoz

19 Social hgp:// /about hgp://

20 Publica)ons Publish your results!

21 Finances

22 Finances Most of you have experience with FP7 rules Financial Guideline: ep://ep.cordis.europa.eu/pub/fp7/docs/ financialguide_en.pdf How to avoid common errors iden)fied in cost claims: ep://ep.cordis.europa.eu/pub/fp7/docs/avoid- finance- errors- fp _en.pdf

23 How much money will I get and when? The EC dis)nguishes between 3 types of payment: - pre- financing (at the start of the project) - interim payments (aeer your periodic reports have been approved) - final payment (aeer the final report has been approved) The amount of the pre- financing is set down in the Grant Agreement (usually up to 160% of the average EU funding per period). The Commission has to transfer the pre- financing to the Coordinator within 45 days aeer the GA coming into force. All further payments depend on the EC's approval of the interim and final reports (usually within 105 days of their receipt). The repor)ng periods are defined in the nego)a)on phase and set down in the GA. Your contribu)on to the Guarantee Fund (5% of your budget) will be deducted from the pre- financing you receive. In principle, this contribu)on will be returned to the partners together with the final payment. Finally, the EC will also take any receipts of the projects into account when calcula)ng the amount of the final payment.

24 Costs claimed Personnel costs claimed to the project may include permanent and temporary employees should reflect the total remunera)on (salaries, social security charges, etc.) shall refer to actual hours worked on the project must reflect normal prac)ces of the beneficiary Timesheets represent a prerequisite for the eligibility of personnel costs. Employment contract would not be sufficient but must be provided in case of audits together with the )mesheets.

25 Costs claimed All costs are eligible star)ng from June 1 st. CSA project: eligible costs are reimbursed at 100%. Overheads: Maximum of 7% of direct costs Travel costs for Kick Off: in specific case of travel costs for kick- off mee5ng, the EC will not reject costs booked in the accounts outside (before) the start of the project if the relevant mee5ng is held during the project period and it can be reasonably jus5fied that this was the most economically efficient solu5on.

26 Eligible costs To be considered eligible, costs must be: - actual - incurred by the beneficiary - incurred during the dura)on of the project (excep)on: costs rela)ng to final report and Cer)ficates on the Financial Statements, CFS) - indicated in the es)mated overall budget (Annex I of the Grant Agreement: Descrip)on of Work) (Art. II.14 of ECGA; Guide to Financial Issues, pp. 31ff) Remember that the following costs are non- eligible among others: - iden)fiable VAT (whether listed as a percentage or in absolute terms) - losses due to varying exchange rates - interest owed (Guide to Financial Issues, p. 53f) Costs for external support (Third Par)es / Subcontrac)ng) are also eligible under certain condi)ons.

27 Direct costs Direct Costs are all those eligible costs which can be agributed directly to the project and are iden)fied by the beneficiary as such, in accordance with the accoun)ng principles and its usual internal rules. (Art. II.15 of ECGA; Guide to Financial Issues, pp. 47ff) Typical direct costs are - personnel costs - travel costs - equipment bought for the project, etc. - Subcontrac)ng Your direct costs are reimbursed according to the upper funding limits for the different project ac)vi)es.

28 Indirect costs/overheads Indirect costs (also known as overhead ) are all those eligible costs which cannot be iden)fied by the beneficiary as being directly agributed to the project, but which can be iden)fied and jus)fied by its accoun)ng system as being incurred in direct rela)onship with the eligible costs agributed to the project. (Art. II.15 of ECGA; Guide to Financial Issues, pp. 62ff) Typical indirect costs are: - rent - hea)ng, electricity etc.

29 Timesheets Timesheets should provide a daily, weekly or monthly recording use a paper or computer- based system include total number of hours spent on EC projects allow to agribute the hours to specific ac)vity types / work packages. Timesheets must include at least the following basic data: full name of beneficiary as indicated in the Grant agreement full name of the employee directly contribu)ng to the project )tle of the project as indicated in the Grant agreement project account number should be indicated in the Grant agreement )me period concerned amount of hours claimed on the project full name and a signature of supervisor / project leader. The number of hours indicated in the )mesheets must be based on the number of annual produc)ve/working hours of the beneficiary.

30 Produc)ve hours The number of hours indicated in the )mesheets should not be based on a simple es)ma)on but on the number of annual produc)ve hours of the ins)tu)on/ organisa)on by using a standard number of produc)ve hours used for all employees by calcula)ng an actual individual number of produc)ve hours for each employee. Produc)ve hours per year should exclude annual leave, public holidays, training, sick leave but may include administra)ve )me,... Produc)ve hours have to be clearly jus)fied and should match the underlying )me records. If the beneficiary uses the standard produc)ve hours, it cannot claim more hours than the standard produc)ve hours, even if the actual )me spent exceeds them. If the beneficiary uses the actual produc)ve hours, it cannot claim more hours than the individual actual produc)ve hours.

31 Form C: financial statement Each contractor has to declare its eligible costs (and project receipts) for the past period using the correct Form C of the Instrument. Electronic- only transmission of Form C since 1 st January Organisa)ons have to iden)fy online the persons authorised to sign Forms C. For this, a new role, the Financial Statement Authorised Signatory (FSIGN) is introduced in the iden)ty and access management (IAM) of the Par)cipant Portal.

32 Frequently Asked Ques)ons W e a r e preparing/ upda)ng a FAQ document about finances in FP7 projects. We will send it to you as soon as possible.

33 Do you have ques)ons? Contact: Gregory Giuliani Skype: gregorygiuliani

34 hgp://