Yvonne Burrell Research Support Services EC Finance Manager

SingleImage Finance FP7 Course Aimed at new beginners in FP7. Irrelevant sections aimed at SME’s i.e. indirects, Funding Streams. Managed to clarify some queries. In house course would need to be bespoke.

Outputs from Course. Salary costs whilst trained ineligible. Training on research outputs allowed – dissemination. Extend project duration 2 months for reporting. Estimate cost in 60 day reporting period. Encourage Academics to maximise holidays <100 FTE increases hourly rate.

Daily timesheets and timesheet system essential Warwick per diems allowed Maintain equipment usage registrar Purchase equipment ASAP Advertise EC funding and logo Challenge EC’s decision i.e. evening meals Outputs From Course Cont’d.

As Per Normal Accounting Policy Equipment Purchases per financial procedure 15 – must involve procurement – but our limits too high so additional best value exercise required Travel as per financial procedure 16. Temporary Staff per financial procedure 17 EC rules take precedence if contradictory to above.

Common Errors – Other Direct Costs VAT Necessary (travel, consumables, equipment) Travel, subsistence (extra days, entertainment, costs for whole consortium) Subcontracting (not disclosed Annex I, with fellow subsidiaries, non-competitive) Equipment (discounts not disclosed, costs not depreciated, non competitive)

Student Costs The stipend per normal practice. Market Rate. £13,590 avg? Written agreement defining project work (letter of engagement, contract, other official document). Signed by PI and Student. Amount attributed directly to the project Conditions of the studentship meets eligibility criteria for personnel costs (article II.14 of Annex II General conditions) Stipend not already paid by other sources No Student Fees internal charge.

Timesheets Timesheet and letter of employment to be completed for ALL personnel and students. Signed by employee and counter signed by PI. PI’s to be counter signed by HOD. Only record contracted hours i.e no overtime not paid. Record actual EC hours worked not budgeted hours.

Timesheets Submitted RSS office monthly Justify hours necessary for project Report work packages Can respect confidentiality For whole reporting period as actual productive hour figure required. General training/internal meeting not project related. Separate workshop on timesheets??

Conferences/Workshops Warwick conference facility hosting large conference or workshop :- – May need Sub-Contact – Open, competitive and best value Excludes use as a hotel/restaurant.

In house Consultants Contract to engage person to work on EU project Under beneficiary instructions On Premises or at place of research Results of work belongs to beneficiary Pay not significantly different for employees in same category Hourly rate rather than fixed based on delivering specific outputs/products T & S costs related participation in project paid directly by beneficiary

Sub Contractors Need to talk about Subcontractors but maybe at the next meeting??

QUESTIONS AND ANSWERS???