INFSO-RI Enabling Grids for E-sciencE EGEE reporting and final cost statements Anna Loukakou, South East Europe Administrative Federation Committee Representative, GRNET

Enabling Grids for E-sciencE INFSO-RI EGEE-HellasGrid coordination meeting 2 Outline Timesheets Internal Cost Claim for final project quarter (ICC Q8) Cost statement: Form C Audit certificate procedure Deadlines

Enabling Grids for E-sciencE INFSO-RI EGEE-HellasGrid coordination meeting 3 Terminology PPT: The timesheet tool ICC: Internal Cost Claim Form C: Cost statement form PP1: Project Period 1 –April 2004 to December 2005 (9 months) PP2: Project Period 2 –January 2005 to March 2006 (15 months) PQ8: Project Quarter 8 –January 2006-March 2006 –Note: ICCs are incremental! Thus ICC Q8 (or ICC PQ8) should contain the costs for the whole 15 months

Enabling Grids for E-sciencE INFSO-RI EGEE-HellasGrid coordination meeting 4 Timesheets 1/3/2006 – 15/4/2006 will be open for all supervisors for editing Last chance for any changes and corrections in PP2 : 1/1/2005 – 31/3/2006 Equation which helps to calculate hours for the timesheets: –Hours reported in PPT should be transferred to the ICC –Personnel cost = hours * hourly rate –Personnel cost is declared in Form C

Enabling Grids for E-sciencE INFSO-RI EGEE-HellasGrid coordination meeting 5 Final ICC Q8 For the first time you can find the ICC in the PPT tool Select the tab “cost claim” 2.Find partner name 3.Under Period PP2 click on the excel picture, download the file, fill it in with your numbers and information 4.In “reported for” fill in PQ8 5.Save the file and upload it (click upload ICC-attach the file you have just saved) 6.Remember that especially for this last ICC its really necessary to contain all the financial info for PP2. 7.Don’t try to upload the old format ICC it doesn’t work 8.Always use “paste special”-”values”

Enabling Grids for E-sciencE INFSO-RI EGEE-HellasGrid coordination meeting 6 FORM C The official cost statement An example of its format: – Only fill in the “third parties/JRUs” parts Most probably it will be ready to download from the PPT, just us the ICCs, by the end of this month.

Enabling Grids for E-sciencE INFSO-RI EGEE-HellasGrid coordination meeting 7 Audit Certificate Absolutely necessary for the official Cost Statement –Otherwise costs will be rejected  AUTH should reclaim the PP1 costs The auditor has to be external and independent Approximate cost for a Third Party: – 500 Euros The audit report along with the FORM C and the ΙCC Q8 should be sent in a hard copy to GRNET in time In order for us to send the called “Consolidated Cost Statement” to CERN without delays

Enabling Grids for E-sciencE INFSO-RI EGEE-HellasGrid coordination meeting 8 Deadlines By 10/4/2006: you should prepare ICC Q8 and FORM C By 17/4/2006: you should have the audit report in your hands By 20/4/2006 (Μ.Πέμπτη): I should receive your package electronically AND hard copy. By 27/4/2006 GRNET will send the package to CERN By 15/5/2006 CERN will send the package to EU

Enabling Grids for E-sciencE INFSO-RI EGEE-HellasGrid coordination meeting 9 Links Registration to PPT – support/Registration/Regis-procedure.htmlhttp://egee-intranet.web.cern.ch/egee-intranet/documentation- support/Registration/Regis-procedure.html Timesheets – support/Timesheets/Timesheets.htmhttp://egee-intranet.web.cern.ch/egee-intranet/documentation- support/Timesheets/Timesheets.htm Periodic reporting (currently outdated!) – support/Periodic-Cost-Claim-P1/P2-Cost-ClaimsProcedure.htmhttp://egee-intranet.web.cern.ch/egee-intranet/documentation- support/Periodic-Cost-Claim-P1/P2-Cost-ClaimsProcedure.htm –FORM C JRU: