SOTERIA Reporting May 30, 2011 K.U.Leuven Research & Development Myriam Witvrouw

Overview 1.Periodic report 2.Final report 3.Payments

1. Periodic Report The periodic report for 1 November 1, 2010 – 31 October 31, 2011 Consists of: An overview of the progress of work An explanation of the use of the resources A financial statement (Form C – Annex VI of the Grant Agreement) from each beneficiairy → to be submitted through an online system: SESAM and FORCE → signed form C to be sent by the coordinator to the EC within 60 days after end of period → EC has 105 days to evaluate and execute corresponding payment

Consists of: Publishable summary Project objectives for the period Work progress and achievements during the period (per work package) Deliverables and milestones tables (templates available) Project Management  All to be submitted online through SESAM Overview of progress of work

Work progress and achievements: = a concise overview of the progress of the work in line with the structure of Annex I -For all partners: -send a summary of all your data to the respective WP leader of the WPs you are involved. - template document ‘work progress’ Deadline: October 15 -WP leaders: - to compile all data from your WP into a 2 page summary (based on structure of Annex I) deadline: October 20 Overview of progress of work

Deliverables and milestones: –Once a deliverable/milestone has been reached, this has to be submitted online through SESAM Overview of progress of work List of project meetings (dates, venues and minutes). Deadline October 15

Explanation of the use of the resources Provide an explanation of personnel costs, sub-contracting and any major direct costs Indicate the relevant Work Package(s) The total amount of direct costs must be the same as the direct costs claimed in Form C Reported costs must be in accordance with described tasks/scientific work performed and person months in Annex I

A financial statement (Form C – Annex VI of the Grant Agreement) from each beneficiairy the form C needs to be submitted to the coordinator, through an online system: FORCE Deadline November 15 After approval a signed copy of FORM C needs to be sent to the coördinator Financial statement

Needs to be submitted online – through “Participants portal” By clicking “Financial Reporting”, you will be redirected to FORCE, the Form C editor

Click to add form C Choose the appropriate reporting period Financial statement

To be filled in Calculated automatically if indirect cost model is flat rate Automatically calculated Financial statement

Mandatory After saving the form C, it becomes a draft and can be adjusted by the beneficiary After submitting the form C to the coordinator, it can’t be adjusted by the beneficiary anymore The coordinator will submit the form C to the EC. Afterwards, it can be signed by the person authorised to sign the form C Financial statement

Eligible – non-eligible Direct costs Eligible costs:  Incurred during duration of project  In accordance with the beneficiary’s usual accounting and management principles  Recorded in the accounts of beneficiary  Used for the sole purpose of achieving the objectives of the project Non-eligible costs:  Identifiable indirect taxes, including VAT

Direct costs Categories of direct costs:  Personnel Additional staff and permanent staff Time recording is necessary! (productive hours; and time allocated to activities: RTD, demo, management)  Travel and subsistence (please keep minutes + receipts)  Consumables: directly related to the project – otherwise indirect costs  Equipment (depreciation + % usage!)

Indirect costs Indirect costs:  All costs that cannot be identified as attributed directly to the project (the ‘running’ costs: electricity, heating, telephone, internet, computers, inkt cartridges…).  three methods for determing your indirect costs:  Special transition flat rate (60%)  Standard Flat rate (20%)  Real Indirect costs  will be calculated automatically in the form C when the method for determinating your indirect costs is a flat rate

Certificate on Financial statement (CFS) –Mandatory when requested funding of beneficiary is above Euro (not applicable for partners) –CFS needed at the moment of reporting –CFS provided by: Independent qualified auditor Public bodies, secondary and higher education establishments and research organisations may opt for a competent Public Officer –Costs claimed under Subcontracting under Management Activities Please note: The Commission may, at any time during the implementation of the project, and up to five years after the end of the project, arrange for financial audits to be carried out.

Maximum EC-contribution → is related to the type of activity carried out in the project:  Research and Technological Development activities 50% of eligible costs for Industries 75% of eligible costs for non profit public bodies, secondary and higher education establishments, research organizations, SMEs  Demonstration activities: 50%  Management (+ CFS): 100%  Other activities (e.g. dissemination/training): 100%

2. Final Report The final report for 1 November 1, 2008 – 31 October 31, 2011 Consists of: Final Publishable summary report Use and dissemination of results Report on societal implications → to be submitted through an online system: CORDIS – SESAM → be sent by the coordinator to the EC within 60 days after end of period → EC has 105 days to evaluate and execute corresponding payment

Final Publishable summary report Consists of 5 parts: An executive summary (max 1 page) A summary description of project context and objectives (max 4 pages) A description of main results (max 25 pages) Potential impact and main dissemination activities and exploitation of results (max 10 pages) Website address  All to be submitted online through SESAM

Use and dissemination of results (section 1) Section 1 (public): Publications and dissemination activities

Use and dissemination of results (section 2) Section 2 (public or confidential): Exploitable results and exploitation plans

Report on societal implications Questions to be answered that assist the EC to obtain statistics regarding Ethics Work force statistics Gender aspects Synergies with science education Interdisciplinarity Engaging with civil society and policy makers Use and dissemination Media and communication to the general public

3. Payments Example 3 reporting periods EC-contribution = EUR  average per year EUR  retention = EUR  ceiling = EUR Cumulative  Pre-financing (160% of average EC-funding): EUR EUR  minus amount to Guarantee Fund ( EUR) = Net amount to be transferred EUR  1st interim payment = justified and accepted EC-contribution EUR EUR  2nd interim payment = justified and accepted EC-contribution EUR  Amount to be transferred taking EUR EUR into account ceiling  Final payment –Retention 10% of total EC-contribution EUR EUR (Contribution to guarantee Fund) EUR

Payments: Interim and final payments Interim payments (after Year 1 and Year 2)  Payment equal to accepted EC-contribution for the reporting period  Retention rate of 10%  Maximum to be recieved before the end of the project = 85% of total EC- contribution (taking into account 5% guarantee fund and 10% retention rate) Final payment  = total accepted EC-contribution minus previous payments  Transferred upon receipt from EC

Payments: overview SOTERIA All partners received 85 % of their EC contribution but a big part of the budget still needs to be spend and declared in the Form C of Year 3.

Usefull links Guidance notes on project reporting: ftp://ftp.cordis.europa.eu/pub/fp7/docs/project_reporting_ en.pdf Guide to Financial Issues: ftp://ftp.cordis.europa.eu/pub/fp7/docs/financialguide_en. pdf Guidance Notes on Audit Certification: ftp://ftp.cordis.europa.eu/pub/fp7/docs/guidelines-audit- certification_en.pdf Manual force and ECAS: ftp://ftp.cordis.europa.eu/pub/fp7/docs/presentation- force_en.pdf