TANGO End of Project Procedures Presentation by Dr. Mark Pullinger European Research Funding Manager, Keele University Co-ordinator of TANGO Project 7th TANGO Progress Meeting, Deutsches Museum, München, 17th/18th May 2016

Distribution of Project Funding Project formally end on October 31st 2016 Partners currently paid up to an estimated 85% of budget Final payment will be made only after all reporting procedures complete and final payment received from REA

Reporting requirements Periodic report – progress from 1/11/’14 to 31/10/’16 Accompanying Forms C (financial statements) from each partner Audit certificates (CFS) on cumulative claims > €375,000 Final report summarising progress throughout the entire project Scientist-in-charge questionnaire Evaluation questionnaire from fellows Follow-up questionnaire from fellows (two years after completion)

Periodic report Online progress report prepared by co-ordination team in SESAM (portal) Same structure as report submitted in winter of 2014 Publishable summary Project objectives for the period (including any recommendations from mid-term review) Review of project management activities Led by Keele Prompt input needed from partners, where relevant

Final text-based report – opportunity to add attachments to support

Form C Financial Reports (Period 2) Declaration of expenditure/flat rates from 1/11/’14 to 31/10/’16 Keele will check Form Cs in line with flat rates and recruitment Form Cs to be submitted to Keele by 30th November 2016 (due to Christmas) KTH and TUM expected to have spending over €375k at the end of Period 2, requiring a CFS All Financial Statements are subject to a possible random EU audit. Form C not required from Associated Partners (claim funds via Keele’s central budget)

Preparation needed now for Forms C Check that you still have access to TANGO in Participant Portal https://ec.europa.eu/research/participants/portal/

Preparation needed now for Forms C Please check that your LEAR is still in post (needed to authorise financial signatories Replacement can take 2 – 3 months Please also check financial signatory from Period 1 still in place New person can be appointed electronically, but might need authorisation from LEAR Please check over next few weeks, as replacements can take time (particularly for organisations with limited FP7/Horizon 2020 experience)

Indirect costs (overheads) – Cost Category 5 Form C Checks Living & Mobility allowance (salary) – Cost Categories 1 & 2 Will check flat rates × country co-efficient x person months Research, training and networking – Cost Category 3 Will check flat rates × person months Management – Cost Category 4 Actual cost category – record further details in ‘pop-up’ box in Form C on EU Participant Portal Indirect costs (overheads) – Cost Category 5 Will check that it is 10% of above costs

Form C Checks In Form C pop up box, recommend that you put fellow name, no. of person months × monthly allowance In Work Package enter relevant number from B.4.1. Workplan from Annex I of the Grant Agreement

Errors to watch out for Fellows will need to be paid exact amount in euro specified in grant agreement Possible top-up payments for non-euro beneficiaries (KTH, IITM) Must be made within lifetime of the project Management costs are thoroughly scrutinised Justify in detail in Form C (avoid delays)

Audit certificate (CFS) Keele, KTH, TUM Please book in plenty of time – December 2016 Initial check by Keele of Form C first – easier if we pick up errors before auditor Standard template to be completed by auditor certifying that costs are in compliance with terms of grant agreement Uploaded to Participant Portal once finished

Final financial points James Allman to contact all currently listed financial contacts to update with process Let us know of any changes Deadline for initial Forms C will be November 30th Eternal gratitude for earlier responses! Final deadline for Keele to submit all documents will be December 23rd – Christmas shut-down

Final Report Final report summarising progress throughout entire duration of project Prepared and submitted by co-ordinator in parallel with periodic report Input might be needed from other partners in some areas Web-based (text) report, with possible attachments

Final Report Final publishable summary report Results, conclusions, socio-economic impact of project Publicly available for anyone looking up TANGO on CORDIS Report on wider societal impacts of project Gender equality, ethical issues, spreading awareness, etc. Plan for Use and Dissemination of Foreground

Scientist in Charge Questionnaire Simple statistical questionnaire Research/Training assessment Research assessment Research/Training outcomes Your opinion about Marie Curie Actions

ESR questionnaire Statistical questionnaire at end of fellowship Direct web link sent by supervisor/co-ordinator Anonymous for benefit of REA to shape future research programmes

ESR questionnaire Personal profile; Assessment of host Integration into the research environment & training Work assessment; Career impact; Rvaluation of Marie Curie action Future career plans

Follow-up ESR questionnaire Completed 2 years post-appointment Web link sent by supervisor/co-ordinator Career progress Recognition of research excellence Scientific outputs

Financial Contacts at Keele Research Accounting Manager: James Allman E-mail: j.r.allman@keele.ac.uk Tel: 00441782734389 Research Accounting Assistant: Anne Budgen E-mail: a.v.budgen@keele.ac.uk Tel: 00441782734328

Any Questions?

Cost Categories 1 & 2, Living & Mobility Allowances Includes: Entire salary cost of fellow, including supplementary costs such as national insurance and pension contributions. Full allowance must be used, with the cost of the fellow equalling the exact budgeted total allowance What records to keep for EU audit purposes? -Evidence of the eligibility of the fellow -Employment contract/agreement with the fellow -Proof of payment of the salary to the fellow and of the deductions for social security etc. -Evidence that the fellow worked on the project: this can include lab books, conference abstracts, library records, etc. (note timesheets not required, but it is a good idea to keep them)

Cost Category 4, Management Activities Includes: Travel and subsistence costs of project leaders to TANGO management meetings If allocated in budget, a contribution towards an individuals salary for time spent on project management What records to keep for EU audit purposes? This is a real cost category therefore you need to keep full evidence: - All receipts of expenditure Full timesheets for personnel costs (example timesheets can be provided) Note – VAT and similar taxes are an ineligible cost

Associated Partners & Visiting Senior Researchers How are the costs of Associated Partners reimbursed? The costs of the Associated Partners can be reimbursed through the coordinator, Keele University. Expenses for individuals should be claimed via a Non-Staff Expense Form: http://www.keele.ac.uk/media/keeleuniversity/fait/finance/accountspayable/Non%20Staff%20Exps%20TRAV%20C2.pdf Expense claims should adhere to Keele’s Travel Procedures http://www.keele.ac.uk/media/keeleuniversity/fait/finance/accountspayable/travel%20procedures%20%20201112%20mar.pdf