Work meeting Interreg SYSIASS project 21 st April 2011 University of Essex 1 Part-financed by the European Regional Development Fund

Part-financed by the European Regional Development Fund Agenda of the meeting 09h45: Welcome 10h00: Presentation of the work on each activity – Activity 1 General presentation: Thierry Floquet Technical presentations: Hugues Sert (ISEN/EC-Lille), Ben McElroy and Michael Gillham (University of Kent) – Activity 2 General presentation: Gareth Howells Technical presentations: Paul Taylor (University of Kent) – Activity 3 General presentation: Huosheng Hu Technical presentations: to be determine 2

Part-financed by the European Regional Development Fund 3 Agenda of the meeting 11h45: Communication (web site and press): David & Laurent 12h30: Lunch 14h: Visit of Huosheng‘s laboratory 15h: Financial aspects: Annemarie 15h30: Discussions 16h: End of the meeting

Part-financed by the European Regional Development Fund 4 Financial aspects The reporting periods are the following: 1 st Reporting Period: 1 st January year N - 30th June year N Reporting deadline: 1 st September year N 2 nd Reporting period: 1 st July year N - 31st December year N Reporting deadline:1 st March year N+1 The reporting periods are the following: 1 st Reporting Period: 1 st January year N - 30th June year N Reporting deadline: 1 st September year N 2 nd Reporting period: 1 st July year N - 31st December year N Reporting deadline:1 st March year N+1 Next report dead line – September 1 st 2011 Dead line to send the files to LP: July 15 th Reporting period: February 1 st 2009 – June 30 th 2011

Part-financed by the European Regional Development Fund 5 Financial aspects The project progress report includes: A PROJECT Activity Report (PROJECT Level) A PROJECT Financial Report (PROJECT Level) X PARTNER Financial REPORTS (Partner Level): According to the number of partners involved in the project At Partner level, Payment claim for each single project partner (LP+ PPs) includes:  The Partner Financial report  List of Expenditure  FLC Control Checklist  FLC Certificate of Validation of Expenditure  FLC Designation certificate (only with the first claim or in case of change of FLC)  Communication plan (to be provided with 2 nd claim)

Part-financed by the European Regional Development Fund 6 Financial aspects 6 JTS LP PP 1 st Level Control The project activity report* The project financial report* The partner financial report* The list of expenditure FLC Checklist Partner FLC Certificate *pre-filled by the JTS before each reporting period The partner financial report The list of expenditure FLC Checklist Partner FLC Certificate The signed and filled in partner financial report The filled in list of expenditure FLC Checklist Partner FLC Certificate First Level Control The signed and filled in partner financial report The filled in list of expenditure FLC Checklist Partner FLC Certificate Control (KPMG) The signed and filled in partner financial report The filled in list of expenditure FLC Checklist Partner FLC Certificate Paper & electronic version Project financial report Partner financial reports Partner FLC Certificates Electronic version Project financial report Partner financial reports List of expenditure Partner FLC Certificates Project activity report project financial report partner financial reports

Part-financed by the European Regional Development Fund 7 Financial aspects 1. Partner staff costs 2. Administration costs (direct and indirect general costs) 3. External consultants and suppliers 4. Travel and accommodation 5. Equipment 6. Investment 7. Validation of expenditure List of Expenditure

Part-financed by the European Regional Development Fund 8 Financial aspects List of Expenditure Costs are eligible if they fulfill the conditions below: Were previously identified in the approved application form Are paid out by the partners listed in the application form Are directly linked to the project implementation as described in the application form Are incurred and accounted in compliance with the Legal frameworks (EU, national and Programme) Are incurred within the eligibility period Are correctly reported under the budget lines Have been validated by the First level controllers on the basis of a sound documentation

Part-financed by the European Regional Development Fund 9 Financial aspects List of Expenditure: Partner staff cost Eligible costs Personnel costs : Staff employed by the partner organisation AND working on the project In kind contribution: Please, read carefully the Annex 5 of the Programme Manual Ineligible costs Direct or indirect (overheads) administration costs (they are reported in BL2) Additional unjustified payments or voluntary remuneration

Part-financed by the European Regional Development Fund 10 Financial aspects List of Expenditure: Partner staff cost Eligibility rules Be essential to the project Be based on a written agreement Calculation based on gross salary and payslips Use of timesheets when reporting the cost indicating the hours worked for the project (Timesheet template provided by the programme or others with similar contents) Which documents must be provided to the first level controller? Payslips, Timesheets Employment/labour contracts Any other document that the FLC might require for checking compliance with national legislation

Part-financed by the European Regional Development Fund 11 Financial aspects List of Expenditure: Travel and accommodation Eligible costs Travel (within programme area, in areas defined in the AF) Accommodation Subsistence allowances Ineligible costs Costs for travels not foreseen in the Application Form which have not been approved by the JTS (If travels outside the area, request with justification should be given in advance to the JTS) Cf. Programme Manual, 4.3.4

Part-financed by the European Regional Development Fund 12 Financial aspects List of Expenditure: Travel and accommodation Which documents must be provided to the first level controller? Agenda List of participants (template provided by the programme) Mission orders (if existing) Travel report or equivalent memo (template provided by the programme) Original tickets and all other original documentary evidence for the travel (i.e. boarding pass, invoices/other equivalent documents for accommodation, in the case of e-tickets without a standard flight ticket an with the booking number serves as a proof etc.) Any other document that the first level controller might require for checking compliance with national legislation

Part-financed by the European Regional Development Fund 13 Financial aspects List of Expenditure: Equipment Cf. Programme Manual, Eligible costs: Non-exhaustive list of items in the Programme Manual Depreciation allowances if the lifetime of the item is longer than the project Full cost of the item if its lifetime is shorter than the project Cost not already included in another budget line Item not purchased from another project partner within the same project Cost incurred during the eligible project duration Expenditure respecting the relevant public procurement rules Ineligible costs: Rent of equipment: leased equipment supported by regular invoices should be reported under budget line 3 ”External consultants and suppliers”, as a service supplied Equipment in the form of in-kind contribution Equipment already paid through other international, national, regional and EU funds

Part-financed by the European Regional Development Fund 14 Financial aspects List of Expenditure: Equipment Cf. Programme Manual, Which documents must be provided to the first level controller? Evidence of compliance to public procurement rules at EU and national level in the case of purchase of equipment Evidence of the sinking plan (depreciation plan) adopted for each item In the case of equipment only partially used by the project: the calculation method to attribute share of the depreciation allowance to the project For second hand equipment: the documentation listed above under the paragraph “Second-hand equipment” Any other document that the first level controller might require for checking compliance with national legislation

Part-financed by the European Regional Development Fund 15 Financial aspects Current situation PartnerFLC ApprovalList of Expenditure at March 31 st LPOK PP2 (EC Lille)?Not sent PP3 (University of Kent)OKNot sent PP4 (University of Essex)In progressSent to LP Amount OK partition between activities NOK PP5 (EKHUFT)In progress