The 6th Framework Programme 2002 - 2006 Project: “ECASA” Kick-off meeting 8-9 December 2004 C. MORELLO, J. Fuchs, DG Fish/A4 ECASA Kick-off meeting 08-09/12/04

SSP in FP6 Contract coordinator responsabilities Financing Reports & deliverables Control s & audits

Specific Support to Policy (SSP) in the 6th FP Support the formulation and implementation of Policies (CFP, CAP, Env., others) Provide scientific support that is: Targeted precisely on needs Responsive to policy needs Budget:  350 M€ DG Fisheries: approximately  55 M€

Proposed funding SSP1 + SSP3

ECASA Project - main outputs Identifying and quantifying the most relevant indicators of the interactions of aquaculture on ecosystem (including socio-economy); Identifying and quantifying the main driving forces of ecosystem changes influencing the aquaculture sector (environmental indicators); Assessing the applicability of such indicators and developing operational tools; Testing and validating these tools in order to include them in a methodology for Environment Impact Assessment (EIA) and effective site selection.

SSP in FP6 Contract coordinator responsabilities Financing Reports & deliverables Control s & audits

Accession to the Contract Contracts Basic Contract Consortium Agreement PARTNER CONTRACTOR Accession to the Contract COORDINATOR Principal Contractor PARTNER CONTRACTOR COMMISSION PARTNER CONTRACTOR Subcontract Subcontractor contract between contractor and subcontractor only technical contribution, at no costs for itself no access to IPR Assistant Contractor contract between Commission and assistant contractor technical and financial contribution acts under the technical supervision of a principal contractor only access to IPRs of the contractor he is associated to SUBCONTRACTORS ECASA Kick-off meeting 08-09/12/04 1

Common Features of all Project Types Contractual aspects Single contract between Commission and All participants One participant designated by consortium as coordinator A common legal structure (e.g. association) encompassing all participants All participants contractually linked to Commission equally Joint and several technical responsibility Joint and several financial liability of participants (except public entities)

Signature- Entry into force of the contract -Start date of the project New Contract enters into force upon signature of coordinator and Commission Coordinator must ensure other contractors sign within time-limit; Collect form A Project begins in the date established in the contract (this can be before the contract enters into force but usually later)

Consortium agreement Regulates internal organisation and management of consortium New Compulsory unless otherwise mentioned in the call for proposal Between contractors - NOT signed nor approved by the Commission Non binding guidelines provided by the Commission

SSP in FP6 Contract coordinator responsabilities Financing Reports & deliverables Control s & audits

Coordinator Responsibilities (1) Scientific, Administrative and financial management of the project Signs the contract with the Commission Maintains contact with the Commission Submits all documents Contract preparation forms, reports, cost statements, requests for amendments, Policy Implementation Plan (PIP), Informs the Commission of the commencement of the work of transfers of the contribution to the partners Article 2(1) of Annex II

Coordinator Responsibilities (2) Reports the use of financial resources Annual or Periodic Management Reports Cost Statements / Audit Certificates Receives all payments and transfers the appropriate amounts to each contractor Notifies the contracting parties of any circumstances affecting the project Article 2(1) of Annex

SSP in FP6 Contract coordinator responsabilities Financing Reports & deliverables Control s & audits

Payment Modalities The project is divided into reporting periods established in the contract For each period: pre-financing settled payment when audit certificate is provided The Community financial contribution is paid to the coordinator on behalf of the contractors The consortium decides on the allocation between the contractors (consortium agreement)

Income generated by the project Receipts Income generated by the project General rule receipts : any income generated by the project itself, including the sale of assets bought for the project, Derogation: income generated by the use of the knowledge resulting from the project is not considered as a receipt Community financial contribution ≤ the eligible costs - the receipts for the project.

limited to 80% of total => 373.800 Example for ECASA 12 24 36 months 1 2 Forecast Total= 2.486.000 1.500.000 400.000 986.000 Pre-financing 85% (1.500.000 + 400.000)=1.615.000 85% (586.000)=498.100 limited to 80% of total => 373.800 periods 20% = 497.200

SSP in FP6 Contract coordinator responsabilities Financing Reports & deliverables Control s & audits

Reports and deliverables For each reporting period the consortium will submit the following reports to the Commission: - a periodic activity report - a periodic management report - a report on the financial distribution between contractors - supplementary reports required by Annex to the contract - an audit certificate when required

Reports and Deliverables At the end of the project: a final activity report a final management report - supplementary reports required by Annex to the contract - a report on the distribution between contractors made after the end of the project of the Community financial contribution - 60 days after receipt of the final tranche

Identification of costs New No cost categories (focus resources on the reality and the necessity of the cost, rather than on formality (cost categories) ) To be eligible costs must be : actual, economic and necessary for the project incurred during the duration of the project recorded in the contractor’s accounts follow contractors own accounting rules Supplementary conditions for costs of third parties’contributions

Cost Statement Form - STREP The form is on Cordis: Find a document link Model contract In the Annex II documents Form C (Financial statement per activity) - 1 form per instrument Is to be found in the Zipped pdf files The coordinator may need to prepare the form into a Word or Excel format to be used by the partners http://dbs.cordis.lu/fep-cgi/srchidadb?ACTION=D&SESSION=&DOC=1&TBL=EN_DOCS&RCN=EN_RCN:1976005&CALLER=FP6_LIB 3 pages

SSP in FP6 Contract coordinator responsabilities Financing Reports & deliverables Control s & audits

Objective of Controls and Audits To reinforce ex-post controls To simplify and streamline ex-ante controls As a counterbalance to increased autonomy for participants

Audit certificates prepared and certified by an external auditor for public bodies - competent public officer Each contractor for each period for which the contract so requires (IPs and NoEs every 12 months) Always for each contractor requesting a Community financial contribution exceeding 750.000€.

External Audits On several aspects Scientific Technological Financial Accounting and management principles Arranged by the Commission and carried out by External reviewers/auditors Commission services OLAF (European Anti-Fraud Office) European Court of Auditors Up to 5 years after the end of the project

Sources of Information FP6: http://www.cordis.lu/fp6 SMES: http://sme.cordis.lu/home/index.cfm DG Research: http://europa.eu.int/comm/research/index_en.html DG FISH: http://europa.eu.int/comm/fisheries/ Scientific Officer: Jacques.Fuchs@cec.eu.int, Financial Officer: Calogero.Morello@cec.eu.int