EC Contract No incofish Integrating Multiple Demands on Coastal Zones with Emphasis on Aquatic Ecosystems and Fisheries Administrative Session Prepared by Silvia Opitz Friday, 7th October at Leibniz Institut für Meereswissenschaften (IfM-GEOMAR), Düsternbrooker Weg 20, Kiel, Germany in the lecture room (floor U1)

09:00 h Administrative Session 10:30 hCoffee 11:00 hAdministrative Session continued 12:00 hProject Steering Committee Meeting 12:30 hLunch and End of Workshop incofish Administrative Session Agenda

incofish Administrative Session 1. Refunding of Workshop Participation Form to claim travel expenses (available for download at – documents – travel expense claim)  Provide ORIGINAL receipts of travel costs (flight, train, bus, taxi, own car (0, 20 c/km))  Accomodation (paid by IfM-GEOMAR)  Per diems (35 EUR per day of absence from home spent on INCOFISH matters)

incofish Administrative Session 2. Reporting (semi-annual, annual, final) Reports to be provided to the European Commission (2 parts: a) Scientific Report & b) Financial Report)  1st semi-annual report due in November 05 (scientific only);  1st annual report due in May 2006 (scientific and financial);  2nd semi-annual report due in November 2006 (scientific only);  2nd annual report due in May 2007 (scientific and financial);  3rd semi-annual report due in November 2007 (scientific only);  3rd annual (= final) report due in May 2008 (scientific and financial).

incofish Administrative Session 3. Monies 3.1. Advances 1st advance received from Commission in August 2005 and forwarded to partners within 30 days. This amount should cover the expenses for the first 18 months of the project. 2nd advance will be paid by Commission on the basis of the approval of financial report for first 12 months. EC will only pay last 20% of grant to the budget after approving (audited) final financial report. Without a valid cost statement for year 1 of the project you will not receive a second advance and your institution will have to pay back the 1st advance to the European Commission.

incofish Administrative Session 3.1 Advances cont.  Spend funds! Don´t save for “later”! If you do not spend the 1st advance partially or at all in the foreseen period the Commission will assume that you did not need it and will deduct the respective amount from your 2nd advance.  Check and –if necessary- update your cash flow plan!  Keep records of your funds spent!

incofish Administrative Session 3.2. Cost Statements for the Annual and Final Reporting ( available for download from internet ) Cost Models always use the same cost model for your annual financial reporting Eligible Costs Direct Eligible Costs  Personnel (provide records of working hours)  Travel  Workshops  Consumables  Durable equipment (only non EU countries)

incofish Administrative Session Monies continued Indirect Eligible Costs  Overheads Non-Eligible Costs These costs are not being refunded by the Commission  Losses Due to Currency fluctuations  Value Added Tax (VAT) Receipts  Keep them all  Make sure they come with a date  For refunding of expenses you may choose between the following two options: A) a currency exchange rate based on the actual day of the expense (= date of the receipt) or B) the exchange rate valid on the first day of the month following the final date of the reporting period.

incofish Administrative Session 3.3. Audit Certificates 1 audit certificate is requested by the European Commission for each partner where the EC grant to the budget is equal to or more than EUR (see Special Clause no. 39 of 28/04/2005) This audit certificate has to be provided at the end of the project together with the final cost statements covering the entire project duration. Note: All EC monies are advances until the audit certificates at the end of the project are provided and approved by the Commission.

incofish Administrative Session End Thank you for your attention!