Overall guidelines for partners By Silvia Celani FINANCIAL MANAGEMENT Overall guidelines for partners By Silvia Celani

STRUCTURE Eligibility Period 1 October 2008/ 30 September 2010 Internal Partners Reports (IPR) Project Interim Report (PIR) Project Final Report (PFR)

Internal Partners Reports Partners will use an internal reporting system both for activities and financial status. Internal reports must be duly completed in all parts and sent to the coordinator for check by management team. Report lay-outs will be enclosed to the minutes of the meeting and made available through project website (partner’s section)

IPR – Overall structure Confirmation of partner’s main data held in the database of project coordinator Declaration of expanditure incurred by the partner for the performance of the project during the reporting period A description of the project activities undertaken by the partner during the reporting period and main foreseen activities/results for remaining period

IPR DEADLINES 1st IPR: it will cover the period from October 1st, untiil April 30, 2009 DUE to the coordinator by May15, 2009. 2nd IPR: it will cover the period from October 1st until March 31, 2010 April15, 2010 Kick-off SILVER Project - Rome , 16 October 2008

PROJECT INTERIM REPORT The FIRST INTERIM REPORT due to the EUROPEAN COMMISSION will cover the period from 1-10-2008 to the 30-09-2009 (first 12 months of the project); Partners have to send their input to the DIGITAL WORLD FOUNDATION at the latest by July 30, 2009; Layout of the interim report will be sent to partners.

PROJECT INTERIM REPORT Expected input from partners Description of main activities undertaken List and description of meetings attended List and description of deliverables produced d) Financial Reporting and justification of all costs incurred during reporting period (certified copies of invoices, receits, travel tickets, etc.)

DUE to the coordinator by 1 September PROJECT FINAL REPORT The Final Report is due to the Commission within 2 months of the end of the project (November 1, 2010) The Final Financial Report will describe all costs and activities carried out by each Partner during the entire project formal period. Hence it has to finetune with all previous reports sent to the coordinator (IPR and IR) DUE to the coordinator by 1 September 2010

FINANCIAL REPORTING General guidelines All costs have to be eligible and closely related to project work-programme and financial rules set by agreements and contract signed with the Commission All costs declared will bear justifications sent to project coordinator for check and audit (Interim report and Final Report) Enclosed to administrative documents partners will receive an “Administrative and Financial Handbook” guiding financial management

REPORT FORMS Each partner will have to fill all relevant parts of the form provided by the Commission, paying attention to be clear, precise and avoiding misunderstanding that could affect the effective work of the coordinator.

THANKS for your attention! Silvia Celani