Reporting

CONTENT Types of project assessment reports Questionnaires – follow-up of researchers Declaration on Conformity Amendments SESAM and reporting help

Project Assessment Reports Progress report Mid-Term review Periodic report Final report Distribution report

Progress Report When –Within 30 days after 12 and 36 months of project. NO financial report required What –Contract deliverables update – tables pre-filled with GPFs data for recruitment and international conferences/events How –Pre-filled general part with some editable fields –Free text section –Attachments –Via SESAM and originals by mail

Mid-Term Review When –between month BUT no later than the Periodic Report (i.e. month 24) What –Update Progress report covering period from beginning of the project till the date of MTR (to be sent 1 month before MTR) –Mid-Term Assessment questionnaires to be filled in by all researchers via SESAM (2 weeks before MTR) How –on site meeting

Periodic Report When –P1 (1 month – 24 month) –P2 (25 month – end of the preoject) within 60 days after each reporting period (P1 and P2) What –Declaration by coordinator –Publishable summary –Overwiev of work progress –Project management with justification on incurred costs –List of submitted certificates Financial Statement for each participant (Form C) and Summary Financial Report (by the coordinator) Certificate on financial statement (if applicable) How –via SESAM and originals by mail

Certificate on financial statement Applicable to each beneficiary with claimed Community contribution ≥ € Example 1: -Interim payment (P1) Beneficiary 1, claimed costs = 100 K€ : NO certificate needed -Final payment (P2) Beneficiary 1, claimed costs = 300 K€ : Certificate needed (P1 + P2 > 375 KE) Example 2: -Interim payment (P1) Beneficiary 1, claimed costs = 400 K€ : Certificate needed -Final payment (P2) Beneficiary 1, claimed costs = 300 K€ : NO certificate needed

Certificate on financial statement Purpose of the audit: to attain assurance that the REA is not overcharged and the amounts contracted are actually paid to the researcher. An Audit can be done at any time up to five years after the final payment is made What the auditor wants to see: Category A-C: Employment contract, proof of payment to the fellow and a record that the fellow actually worked on the project. This record can be things such as lab books, published papers, conference abstracts, time sheets Category D: same as category A-C and records (invoices) of what the money was used for, e.g. for conference registartion fees, courses paid for, consumables Category E: same as category A-C Category F: proof of the number of external participants (attendance sheets) Category G: records (invoices) of what the money was used for, e.g. certificates on financial statements, time sheets of persons working on the project

Final Report When –within 60 days after the end of the project What Reports covers the whole project period To be submitted together with Periodic Report for Period 2, financial reports and Certificate on financial statement (if applicable) Final report includes: –Final publishable summary report –Public part (dissemination activities, publications) –Confidential part (list of patents, trademarks, exploitable foreground –Scientist-in-charge questionnaire ( assessment of the research training) How –via SESAM and originals by mail

Distribution Report Report to be submitted within 30 days after reception of final payment. Template of this report will be available on a later stage

Reporting:

Questionnaires Three types of Questionnaire to be submitted by MCA-fellows to assess integration into the research environment and training, career progress, etc. at three different stages of their fellowship: Mid-term assessment questionnaire – at Mid-Term Review Evaluation questionnaire – at the end of the felloship Follow-up questionnaire – 2 years after fellowship Contractual obligation by each beneficiary to ensure that each researcher completes ALL questionnaires, provided by the REA. Therefore please KEEP CONTACT DETAILS of your researchers

Declaration on Conformity To be submitted via SESAM by each beneficiary for each recruited researcher to Coordinator Declaration on conformity is required ASAP after appointment of researcher Print-out copy of Declaration on Conformity must be duly signed by both researcher and host institution and sent per post to the REA through the Coordinator

Declaration on Conformity

Notifications Notification of effective starting date of the project,if applicable (Art. 3) –Only coordinator Notification of change of scientist-in-charge –Each beneficiary

Amendments …. SHOULD BE AVOIDED! Especially requests for extension of contract duration will in principle not be considered Any request of amendment is subject to approval by the project officer

SESAM Tool All reports & documents must be: Submitted in SESAM Printed out & duly signed Sent by post

SESAM and reporting help ITN Reporting Guidance Notes ftp://ftp.cordis.europa.eu/pub/fp7/docs/itn_reporting_guidlines.pdf Marie-Curie Website -> “How to manage project” “Quest User Manual” available on SESAM home page Sesam helpdesk:

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