Get ready for EC reporting F2F meeting Utrecht 09/05/2012

SIM4RDM reporting Interim report due 10/12 Final report 10/13 Both blessing and curse All reporting, including financial reports (form C) – via e-portal Guidance Notes on Project Reporting ftp://ftp.cordis.europa.eu/pub/fp7/docs/project_reporting_en.pdf

Costs Direct “costs which can be attributed directly to the project” Personnel, travel and subsistence, subcontracting Indirect “cannot be identified by the beneficiary as being directly attributed to the project, but can be identified and justified [...] as being incurred in direct relationship with the eligible direct costs”

Costing issues Personnel Conversion of other currencies to Euro Calculation of 'productive hrs', 'hourly rate' Can only claim hrs recorded in time sheets Conversion of other currencies to Euro VAT excluded from eligible costs Guide to FP7 Financial Issues ftp://ftp.cordis.europa.eu/pub/fp7/docs/financialguide_en.pdf

Time sheets Must include (cf guide p 43): Name of beneficiary as indicated in grant agreement Name of employee Title of project Project number Time period concerned Amount of hours charged to project (all hours claimed must be able to be verified in a reliable manner) Name and signature of a supervisor

Converting to Euro All costs to be reported in Euro Currency conversion cf exchange rate on the date of actual payment/ purchase Daily exchange rate fixed by European Central Bank http://www.ecb.int/stats/eurofxref/

Auditing “The Commission may, at any time during the implementation of the project and up to five years after the end of the project, arrange for financial audits to be carried out, by external auditors, or by the Commission services themselves including OLAF( European Anti-Fraud Office)” all original receipts, invoices and other documentation to justify costs charged to the project need to be kept for a period of up to five years after project completion

Docs to keep Personnel Consumables Subcontracting Employment contracts Certified time sheets How productive hours were calculated Consumables Invoices, proof of payment Subcontracting Contracts, invoices, proof of payment Travel and accommodation Flight booking and boarding passes Bus, train tickets, taxi receipts Hotel receipts Proof of attendance at events (minutes, attendance list)

How are you doing Personnel Consumables Subcontracting Employment contracts Certified time sheets 'productive hours' and 'hourly rate'alculated Consumables Invoices, proof of payment Subcontracting Contracts, invoices, proof of payment Travel and accommodation Flight booking and boarding passes Bus, train tickets, taxi receipts Hotel receipts Proof of attendance at events (minutes, attendance list)