SPIRIT (FED/2013/ ) – Kick-off Meeting, Dar es Salaam, 26 th – 27 th February, STRENGTHENING THE CAPACITIES FOR FOSTERING INNOVATION ALONG POTATO VALUE CHAINS IN EAST AFRICA SPIRIT GENERAL FINANCIAL AND TECHNICAL PROCEDURES FOR EU PROJECT REPORTING

SPIRIT (FED/2013/ ) – Kick-off Meeting, Dar es Salaam, 26 th – 27 th February, REVIEW OF PROJECT REPORTING PLANNING R EPORTS P ERIOD COVERED BY THE REPORTS D UE BY D ATE TO INKOA 1 st FMP1 Jan 2014 – 30 Apr May nd FMP1 May 2014 – 31 Aug Sep rd FMP1 Sep 2014 – 31 Dec Jan st IR1 Jan 2014 – 31 Dec Jan th FMP1 Jan 2015 – 31 Apr May th FMP1 May 2015 – 31 Aug Sep th FMP1 Sep 2015 – 31 Dec Jan nd IR1 Jan 2015 – 31 Dec Jan th FMP1 Jan 2016 – 31 Apr May th FMP1 May 2016 – 31 Aug Sep th FMP1 Sep 2016 – 31 Dec Jan 2017 Final Report and Final Payment Request 1 Jan 2014 – 31 Dec 2016 Shall be submitted no later than 1 month after the end of implementation, i.e. no later than 31 January 2017 FMP = Four-month Period IR = Interim Report

SPIRIT (FED/2013/ ) – Kick-off Meeting, Dar es Salaam, 26 th – 27 th February, PRELIMINARY NOTES ON PROJECT REPORTING-RESPONSIBILITIES Four-month period Each partner should send to INKOA no later than one week after the end of the period: A description of the activities carried out in relation to the activities described in the workplan using the template Four-month Report The expenditures incurred to date using the template Summary of the Costs. An updated action plan for the subsequent 4-month period using the templateAction Plan. A forecast budget for the subsequent 4-month period using the template Forecast Budget. Interim Narrative and Financial Report Each partner should send to INKOA no later than one week after the end of the period: A forecast budget for the subsequent 12-month period using the template Forecast Budget. Information requested by INKOA to elaborate the Interim Narrative Report. A description of the Visibility Actions carried out to date.

SPIRIT (FED/2013/ ) – Kick-off Meeting, Dar es Salaam, 26 th – 27 th February, PROJECT REPORTING – FOUR-MONTH REPORT Expenditure Incurred by Project to date (EURO) I. Introduction Provide an executive summary (show overall progress in the last 4 months) of your report highlighting. II. Implementation of Activities Describe the activities implemented in relation to the activities described in your work plan and logical framework. III. Partnership Information on the functioning of the Partnership should be provided here. IV. Other Issues

5 PROJECT REPORTING – SUMMARY OF THE COSTS SPIRIT STRENGTHENING THE CAPACITIES FOR FOSTERING INNOVATION ALONG POTATO VALUE CHAINS IN EAST AFRICA FINANCIAL REPORTING SUMMARY OF THE COSTS TEMPLATES SPIRIT (FED/2013/ ) – Kick-off Meeting, Dar es Salaam, 26 th – 27 th February, 2014

6 PROJECT REPORTING – SUMMARY OF THE COSTS (2) SPIRIT (FED/2013/ ) – Kick-off Meeting, Dar es Salaam, 26 th – 27 th February, 2014 SUMMARY OF THE COSTS PROJECT TITTLE PROJECT Nº ENTITY PERIOD OF JUSTIFICATION: Fromto 1.Human Resources 1.1 Salaries1.1.1 Salaries Technical Staff#¡DIV/0! Salaries Administrative Staff 1.3 Per diems1.3.1 Abroad Local Seminar / Conference participants - Subtotal#¡DIV/0! 2.Travel 2.1 International travel Local Transportation - Subtotal - 3.Equipment and supplies 3.1 Purchase or rent of vehicles 3.2 Furniture, computer equipment 3.3 Machines, tools 3.4 Spareparts / Equipment for machines 3.5 Other Subtotal - 4. Local office 4.1 Vehicle Costs 4.2 Office Rent 4.3 Consumables - Office supplies 4.4 Other services (Tel., fax, electricity, heating, maintenance) Subtotal - 5. Other costs, Services 5.1 Publications 5.2 Studies, research 5.3 Expenditure verification 5.4 Evaluation Costs 5.5 Translation, Interpreters 5.6 Financial Services 5.7 Costs of conferences / Seminars 5.8 Visibility actions Subtotal- SUBTOTAL DIRECT ELEGIBLE COSTS#¡DIV/0! ADMINISTRATIVES COSTS Maximum 7%#¡DIV/0! TOTAL #¡DIV/0! (1): Monthly exchange rate of each country published by the European Commission. Use the exchange rate for the month in which the expenditure is made. In case of expenditure covering periods, use the arithmetic mean of the period. n.cfm (2): Amount without indirect taxes. Summary of the Costs

1 HUMAN RESOURCES PROJECT TITTLE PROJECT Nº ENTITY PERIOD OF JUSTIFICATION: From to (Indicate dates; dd/mm/yyyy) 1.a TECHNICAL STAFF Name and Surname Position /Role in the Project Month Net Salary (A) Social Costs paid by the Entity (B) Taxes on Salary and wages (C) Total (A+B+C) Monthly Hours worked in total (D) Monthly Hours worked in the project (F) Amount charge to SPIRIT Project - #¡DIV/0! TOTAL - #¡DIV/0! 1.b ADMINISTRATIVE STAFF Name and Surname Position /Role in the Project MonthNetSalary Social Costs paid by the Entity Taxes on Salary and wages Total Monthly Hours worked in total Monthly Hours worked in the project Amount charge to SPIRIT Project - #¡DIV/0! - - TOTAL - #¡DIV/0! 7 PROJECT REPORTING – SUMMARY OF THE COSTS (3) 1. Human Resources SPIRIT (FED/2013/ ) – Kick-off Meeting, Dar es Salaam, 26 th – 27 th February, 2014

8 1.3 PER DIEM (Abroad and local assigned to the staff) PROJECT TITTLE PROJECT Nº ENTITY PERIOD OF JUSTIFICATION: From to (Indicate dates; dd/mm/yyyy) 1.3.1Abroad (staff assigned to the Action) NºName and SurnamePurpose of the travel From - To (Indicate Country and City) Date of Departure (dd/mm/yyyy) Nº of Travel Associated (From sheet 2.1- Travel) Number of Nights (A) Per diem Cost (B) Total (AxB) TOTAL Local (staff assigned to the Action) NºName and SurnamePurpose of the travel From - To (Indicate Province and City) Date of Departure (dd/mm/yyyy) Nº of Travel Associated (From sheet 2.2- Travel) Number of Nights (A) Per diem Cost (B) Total (AxB) TOTAL Per Diem PROJECT REPORTING – SUMMARY OF THE COSTS (4) SPIRIT (FED/2013/ ) – Kick-off Meeting, Dar es Salaam, 26 th – 27 th February, 2014

9 1.3 PER DIEM (1.3.3 Seminar and Conference Participants) PROJECT TITTLE PROJECT Nº ENTITY PERIOD OF JUSTIFICATION: From to (Indicate dates; dd/mm/yyyy) NºName and SurnameEntityPosition Purpose of the per diem From - To (Indicate Country or Province and City) Date of Departure (dd/mm/yyyy) Number of Nights Per diem Cost Total TOTAL Per Diem PROJECT REPORTING – SUMMARY OF THE COSTS (5) SPIRIT (FED/2013/ ) – Kick-off Meeting, Dar es Salaam, 26 th – 27 th February, 2014

INTERNATIONAL TRAVEL PROJECT TITTLE PROJECT Nº ENTITY PERIOD OF JUSTIFICATION: From to (Indicate dates; dd/mm/yyyy) NºName and Surname From - To (Indicate Country and City) Date From Date To Purpose of the travel Date of Invoice (dd/mm/ yyyy) Date of Payment (dd/mm/yyy y) Return ticket cost Visa and Airport Taxes OthersTotal Others (include a short description of the cost) Indicate the way of payment (Bank Transfer, Check, Cash,…) TOTAL International Travel PROJECT REPORTING – SUMMARY OF THE COSTS (6) SPIRIT (FED/2013/ ) – Kick-off Meeting, Dar es Salaam, 26 th – 27 th February, 2014

LOCAL TRANSPORTATION PROJECT TITTLE PROJECT Nº ENTITY PERIOD OF JUSTIFICATION: From to (Indicate dates; dd/mm/yyyy) NºName and Surname From - To (Indicate Province and City) Date From Date To Purpose of the travel Date of Invoice (dd/mm/yyyy) Date of Payment (dd/mm/yyy y) Nature of the Cost (Bus tickets, internal flight,…) Cost Indicate the way of payment (Bank Transfer, Check, Cash,…) TOTAL Local Transportation PROJECT REPORTING – SUMMARY OF THE COSTS (7) SPIRIT (FED/2013/ ) – Kick-off Meeting, Dar es Salaam, 26 th – 27 th February, 2014

12 3 EQUIPMENT AND SUPPLIES PROJECT TITTLE PROJECT Nº ENTITY PERIOD OF JUSTIFICATION: From to (Indicate dates; dd/mm/yyyy) Nº Indicate Budget Heading (3.1, 3.2, 3,3, 3.4 or 3.5) Description of the itemProviderNº Invoice Date of the Invoice (dd/mm/yyy y) Date of Payment (dd/mm/yyyy ) Procurement Procedure Necessary (YES/NO) Cost Indicate the way of payment (Bank Transfer, Check, Cash,…) TOTAL - 3. Equipment and Supplies PROJECT REPORTING – SUMMARY OF THE COSTS (8) SPIRIT (FED/2013/ ) – Kick-off Meeting, Dar es Salaam, 26 th – 27 th February, 2014

13 5 OTHER COSTS PROJECT TITTLE PROJECT Nº ENTITY PERIOD OF JUSTIFICATION: From to (Indicate dates; dd/mm/yyyy) Nº Indicate Budget Heading (5.1, 5.2, 5.3, 5.4, 5.5, 5.6, 5.7, 5.8) Description of the item / ServiceProviderNº Invoice Date of the Invoice (dd/mm/yyyy ) Date of Payment (dd/mm/yyyy) Cost Indicate the way of payment (Bank Transfer, Check, Cash,…) TOTAL - 5. Other Costs PROJECT REPORTING – SUMMARY OF THE COSTS (9) SPIRIT (FED/2013/ ) – Kick-off Meeting, Dar es Salaam, 26 th – 27 th February, 2014

14 PROJECT REPORTING – ACTION PLAN SPIRIT (FED/2013/ ) – Kick-off Meeting, Dar es Salaam, 26 th – 27 th February, 2014 Period (dd/mm/yy – dd/mm/yy) Activity Month Implementing body 1234 Exampleexample Example Preparation Activity 1(title) Local partner 1 Execution Activity 1(title) Local partner 1 Preparation Activity 2 (title) Local partner 2 Etc. Action Plan Template For the next 4 months

15 PROJECT REPORTING – FORECAST BUDGET SPIRIT (FED/2013/ ) – Kick-off Meeting, Dar es Salaam, 26 th – 27 th February, 2014 Forecast Budget Template Contract No Implementation period of the contract (dd/mm/yyyy-dd/mm/yyyy) Following period (dd/mm/yyyy-dd/mm/yyyy) Forecast ExpendituresUnit# Units Unit rate (in EUR) Total Cost (in EUR) 1. Human Resources 1.1 Salaries (gross amounts, local staff) TechnicalPer month Administrative/ support staffPer month 1.2 Salaries (gross amounts, expat/int. staff)Per month 1.3 Per diems for missions/travel Abroad (staff assigned to the Action)Per diem Local (staff assigned to the Action)Per diem Seminar/conference participantsPer diem Subtotal Human Resources 2. Travel 2.1. International travelPer flight 2.2 Local transportationPer month Subtotal Travel 3. Equipment and supplies 3.1 Purchase or rent of vehicles Per vehicle 3.2 Furniture, computer equipment 3.3 Machines, tools… 3.4 Spare parts/equipment for machines, tools 3.5 Other (please specify) Subtotal Equipment and supplies 4. Local office 4.1 Vehicle costsPer month 4.2 Office rentPer month 4.3 Consumables - office suppliesPer month 4.4 Other services (tel/fax, electricity/heating, maintenance)Per month Subtotal Local office 5. Other costs, services 5.1 Publications 5.2 Studies, research 5.3 Auditing costs 5.4 Evaluation costs 5.5 Translation, interpreters 5.6 Financial services (bank guarantee costs etc.) 5.7 Costs of conferences/seminars 5.8 Visibility actions Subtotal Other costs, services 6. Other Subtotal Other 7. Subtotal direct eligible costs of the Action (1-6) 8. Provision for contingency reserve (maximum 5% of 7, subtotal of direct eligible costs of the Action) 9. Total direct eligible costs of the Action (7+ 8) 10. Indirect costs (maximum 7% of 9, total direct eligible costs of the Action) 11. Total eligible costs (9+10) Taxes - Contributions in kind 13. Total accepted costs of the action (11+12) For the next 4 months

SPIRIT (FED/2013/ ) – Kick-off Meeting, Dar es Salaam, 26 th – 27 th February, PROJECT REPORTING - INTERIM REPORT I. Interim Narrative Report Next slides II. Interim Financial Report Further pre-financing instalments of the amount specified in Article 4 of the Special Conditions and designed to normally cover the Beneficiarys financing needs for each twelve month period of implementation of the Action, within 45 days of the Contracting Authority approving an interim report accompanied by: a.a request for payment conforming to the model in Annex V, b.an expenditure verification report under Article 15.6,

SPIRIT (FED/2013/ ) – Kick-off Meeting, Dar es Salaam, 26 th – 27 th February, PROJECT REPORTING - INTERIM NARRATIVE REPORT 1. Description – General Information 2.Assessment of implementation of Action activities a.Executive summary of the Action (1/2 page) - Global overview of the Actions implementation for the reporting period and list of the indicators of the Specific Objective, including level of achievement if available b.Results and Activities - Include observations on the performance and the achievement of outputs, outcomes and impact in relation to specific and overall objectives, and whether the Action has had any unforeseen positive or negative results. R1 – "Title of result 1. "Indicator 1": target value (R1) A1.1 "Title of the activity: Topics/activities covered. Reason for any changes in the planned activity. Please list any risks that might have jeopardised the realisation of some activities and explain how they have been tackled. c.If relevant, submit a revised logframe, highlighting the changes. d.Please provide an updated action plan

SPIRIT (FED/2013/ ) – Kick-off Meeting, Dar es Salaam, 26 th – 27 th February, PROJECT REPORTING - INTERIM NARRATIVE REPORT (2) 3. Beneficiaries/affiliated entities and other Cooperation a.How do you assess the relationship between the Beneficiaries and each affiliated entities of this grant contract?. b.How would you assess the relationship between your organisation and State authorities in the Action countries? How has this relationship affected the Action? c.Where applicable, describe your relationship with any other organisations involved in implementing the Action: Associate(s), Sub-contractor(s), Final Beneficiaries and Target groups and Other third parties involved (including other donors, other government agencies or local government units, NGOs, etc.) d.Where applicable, outline any links and synergies you have developed with other actions. e.If your organisation has received previous EU grants in view of strengthening the same target group, in how far has this Action been able to build upon/complement the previous one(s)? (List all previous relevant EU grants). 4.Visibility a.How is the visibility of the EU contribution being ensured in the Action?

19 PROJECT REPORTING – FINANCIAL REPORT SPIRIT (FED/2013/ ) – Kick-off Meeting, Dar es Salaam, 26 th – 27 th February, 2014 Forecast Budget Template Contract No Implementation period of the contract (dd/mm/yyyy-dd/mm/yyyy) Following period (dd/mm/yyyy-dd/mm/yyyy) Forecast ExpendituresUnit# Units Unit rate (in EUR) Total Cost (in EUR) 1. Human Resources 1.1 Salaries (gross amounts, local staff) TechnicalPer month Administrative/ support staffPer month 1.2 Salaries (gross amounts, expat/int. staff)Per month 1.3 Per diems for missions/travel Abroad (staff assigned to the Action)Per diem Local (staff assigned to the Action)Per diem Seminar/conference participantsPer diem Subtotal Human Resources 2. Travel 2.1. International travelPer flight 2.2 Local transportationPer month Subtotal Travel 3. Equipment and supplies 3.1 Purchase or rent of vehicles Per vehicle 3.2 Furniture, computer equipment 3.3 Machines, tools… 3.4 Spare parts/equipment for machines, tools 3.5 Other (please specify) Subtotal Equipment and supplies 4. Local office 4.1 Vehicle costsPer month 4.2 Office rentPer month 4.3 Consumables - office suppliesPer month 4.4 Other services (tel/fax, electricity/heating, maintenance)Per month Subtotal Local office 5. Other costs, services 5.1 Publications 5.2 Studies, research 5.3 Auditing costs 5.4 Evaluation costs 5.5 Translation, interpreters 5.6 Financial services (bank guarantee costs etc.) 5.7 Costs of conferences/seminars 5.8 Visibility actions Subtotal Other costs, services 6. Other Subtotal Other 7. Subtotal direct eligible costs of the Action (1-6) 8. Provision for contingency reserve (maximum 5% of 7, subtotal of direct eligible costs of the Action) 9. Total direct eligible costs of the Action (7+ 8) 10. Indirect costs (maximum 7% of 9, total direct eligible costs of the Action) 11. Total eligible costs (9+10) Taxes - Contributions in kind 13. Total accepted costs of the action (11+12) For the next 12 months

STRENGTHENING THE CAPACITIES FOR FOSTERING INNOVATION ALONG POTATO VALUE CHAINS IN EAST AFRICA SPIRIT 20 SPIRIT (FED/2013/ ) – Kick-off Meeting, Dar es Salaam, 26 th – 27 th February, 2014