International Accelerator Facility for Beams of Ions and Antiprotons at Darmstadt Financial reporting – design study 7 December 2006 F. Weissbach, GSI Preparation of the second annual report Financial reporting Florian Weissbach, GSI Darmstadt

International Accelerator Facility for Beams of Ions and Antiprotons at Darmstadt Financial reporting – design study 7 December 2006 F. Weissbach, GSI Basic principles use the usual accounting principles of your organization three cost models: FC, FCF, AC provide time sheets basic information in C-Form (first block): same as in CPF, form A2B

International Accelerator Facility for Beams of Ions and Antiprotons at Darmstadt Financial reporting – design study 7 December 2006 F. Weissbach, GSI C-Form: Where do I enter financial data? money you spent on DS tasks during reporting period FC / FCF: EU + own contribution AC: EU contribution only FC: real indirect costs FCF: 20% of direct costs AC: 20% of direct costs FC / FCF: own contribution: 50% of total budget AC: own contribution only appears on "justification form" investments: depreciation during reporting period only! adjustments

International Accelerator Facility for Beams of Ions and Antiprotons at Darmstadt Financial reporting – design study 7 December 2006 F. Weissbach, GSI C-Form: How do I calculate the FP6 request? the formula behind this excel cell does not apply to our design study contract you have to replace it by FC:½ (direct costs + x) where x = 20% of direct costs, if indirect costs > 20% of direct costs x = actual indirect costs, if indirect costs < 20% of direct costs FCF:direct costs times 0.6 AC:direct costs times 1.2

International Accelerator Facility for Beams of Ions and Antiprotons at Darmstadt Financial reporting – design study 7 December 2006 F. Weissbach, GSI C-Form: audits EU FP6-request (see previous slide) > 150 k€ in first two years? then you need to get an audit for the period 01 Feb 05 to 31 Jan 07 so you need to click "yes" in this section and you have to add an estimate for the audit costs the actual audit costs will appear as "management costs" on the last C-Form of the design study due in February 2008

International Accelerator Facility for Beams of Ions and Antiprotons at Darmstadt Financial reporting – design study 7 December 2006 F. Weissbach, GSI C-Form: conversion rates use same method for currency conversion as in first C-Form (you cannot change the currency conversion method)

International Accelerator Facility for Beams of Ions and Antiprotons at Darmstadt Financial reporting – design study 7 December 2006 F. Weissbach, GSI C-Form: stamp and signatures

International Accelerator Facility for Beams of Ions and Antiprotons at Darmstadt Financial reporting – design study 7 December 2006 F. Weissbach, GSI Justification-Form (1/2) a(b) AC: nomenclature for person months: "a(b)" b = additional person months (EU contribution) a = b + your own contribution cross check: a > b, otherwhise something is wrong! investments: depreciation during reporting period only!

International Accelerator Facility for Beams of Ions and Antiprotons at Darmstadt Financial reporting – design study 7 December 2006 F. Weissbach, GSI Justification-Form (2/2) AC / FCF: put in here 20% of direct costs FC: if indirect costs > 20% of direct costs: put in here 20% of direct costs FC: if indirect costs < 20% of direct costs: put in actual indirect costs This cell is for AC contractors only! Since the entire consortium should contribute 50% to the project, this number should roughly be two times the EU contribution. Keep in mind that there will be an audit at the end of the project.

International Accelerator Facility for Beams of Ions and Antiprotons at Darmstadt Financial reporting – design study 7 December 2006 F. Weissbach, GSI Questions? Call us at us: "Guide to financial issues" Please contact your financial officer well before the dead line Please make sure that the C-Form is signed and stamped on page 4 Send it to us via express mail Dead line: 16 February 2007 Please contact us well before this dead line, if problems are arising

International Accelerator Facility for Beams of Ions and Antiprotons at Darmstadt Financial reporting – design study 7 December 2006 F. Weissbach, GSI back-up: time sheets – EU requirements