GRIDS infrastructures under the 6th FP Contractual and financial modalities Christophe KOWALSKI European Commission, Information Society Directorate-General Brussels, 25 March, 2003

A new model contract Financial Regulation compliance Regulation 1605 of the Council (25/06/2002) Financial Regulation compliance Regulation 1605 of the Council (25/06/2002) FP6 new instruments (IP, NoE) FP6 new instruments (IP, NoE) I3 is not a new instrument stricto sensu I3 has many similarities with IP Overall administrative objectives Overall administrative objectives simplification flexibility and autonomy

Current adoption status Model contract adopted by the Commission on March 17 Model contract adopted by the Commission on March 17 Published on CORDIS since March 19 Published on CORDIS since March 19 Specific provisions for I3 under discussion Specific provisions for I3 under discussion

Contract outline Core Contract (major legal provisions) Core Contract (major legal provisions) Annex I (technical) Annex I (technical) Annex II (general conditions) Annex II (general conditions) Annex III (instrument specific conditions) Annex III (instrument specific conditions) Forms A (accession to the contract) Forms A (accession to the contract)

Entry into force Signed by the coordinator and the Commission Signed by the coordinator and the Commission Other participants access the contract by signing Form A (3 originals) Other participants access the contract by signing Form A (3 originals)

Major Legal Provisions Identity of the contractors Identity of the contractors Start date and duration of the project Start date and duration of the project Community financial contribution Community financial contribution Reporting period Reporting period Consortium agreement Consortium agreement

Payment modalities Grant to the budget Grant to the budget Outline project budget + detailed budget (next period + 6 months) Outline project budget + detailed budget (next period + 6 months) Pre-financing (85% of budget for next period + 6 months) Pre-financing (85% of budget for next period + 6 months) Pre-financing property of the Commission (interest due by coordinator) Pre-financing property of the Commission (interest due by coordinator)

Payment scheme

Project budget No categories anymore No categories anymore Broken down by partner by activity Broken down by partner by activity Managed by the consortium; no prior approval for transfer between partners or activities Managed by the consortium; no prior approval for transfer between partners or activities

Eligible costs Actual, economic and necessary to the project Determined in accordance with accounting principles of the contractor Incurred during the duration of the project (+45 days for final report) Recorded in the accounts in respect of national accounting law Audited and certified by an external auditor Receipts have to be deducted (if linked to the project)

Exchange rate Conversion rate on the date that the costs were incurred Conversion rate on the date that the costs were incurred or the rate applicable on the first day of the month following the end of reporting period or the rate applicable on the first day of the month following the end of reporting period art 109§2 FR: grant may not have the effect of producing a profit art 109§2 FR: grant may not have the effect of producing a profit

Maximum funding rate Activity Research 50% (FC) or 100% (AC) Networking (and Management) 100% Specific services 100% (but connectivity: 50%) Activity Research 50% (FC) or 100% (AC) Networking (and Management) 100% Specific services 100% (but connectivity: 50%) Cost reporting model AC = 100% (but connectivity: 50%) FC, FCF = 50 or 100 % (see activity) Cost reporting model AC = 100% (but connectivity: 50%) FC, FCF = 50 or 100 % (see activity)

Cost reporting model Full Cost (FC) by default (physical person always AC) Full Cost (FC) by default (physical person always AC) FCF: SMEs, non-commercial or non-profit organisations (public or private) FCF: SMEs, non-commercial or non-profit organisations (public or private) AC: international, non-commercial or non- profit (public or private) organisations AND no accounting system allowing the share of direct and indirect costs relating to the project to be distinguished. AC: international, non-commercial or non- profit (public or private) organisations AND no accounting system allowing the share of direct and indirect costs relating to the project to be distinguished.

Example of budget calculation Project Duration = 24 months / Reporting period = 12 months (-> combined period = 12+6 = 18 months) Budget = 10 M -> 5 M / period / Pre-financing rate = 85% 1st payment (project start) : 5 * ((12+6) / 12)) * 0.85 = M 2nd payment (after 12 months) : 0.85 * 5 + ( ) = M => amount received at mid-term = 9.25 M

Contractual and financial aspects Q & A