OBSERVAL CONTRACT 25/01/2008 2/10/2016 1

Summary 2/10/ Agreement & its annexes First pre-financing payment Progress report 2 nd pre-financing payment Final report Balance payment/recovery Amendments Possible audit To Note Contacts

Agreement & Annexes 2/10/ The agreement between EUCEN and each partner contains key elements  Purpose of the grant  Accepted budget and maximum grant  Duration (& eligibility period of expenses)  Obligation of the partner and contractor  Payment arrangements  Reporting obligations  Administrative and bank details  General conditions (property rights, liability, termination…)

Agreement & Annexes 2/10/ And determinant annexes :  Project description and workplan (annex I).  Agreement between EUCEN and the EC (annex II)  Administrative and Financial Handbook (annex III & link)  Information and Reports required from the partner (Annex IV)  Partner’s budget (annex V) To prepare in the next weeks

First pre-financing payment 2/10/ % of the maximum grant Paid upon signature of the agreement by both parties and reception of an invoice from the partner Remains property of EC until final approval of final project report and payment to EUCEN

Interim progress report 2/10/ Covers the first half of the project Deadline : 31/05/09 Partners  Report all eligible expenses within this period  Use personnel reports and timesheets  Provide T&S supporting documents all along the project EUCEN  Prepare & submit interim management and summary of expenses to EC  Keep all supporting material in case of an audit

2 nd pre-financing payment 2/10/ Upon reception of the 2 nd pre-financing from the EC (~Aug. 09) and reception of an invoice If 70% of 1st pre-financing payment is reported to be spent, 40% of the maximum grant is paid except if the budget has major review If less than 70% of the 1st pre-financing payment is reported/spent, amount is reduced Example Grant : € 1st pre-financing : € (70% of it = €) Total reported with progress report : € 2 nd pre-financing = € € = €

Final progress report 2/10/ Covers full eligibility period (01/11/07 – 30/10/2010) Deadline : end of eligibility period + 1,5 months Partners  Report all eligible expenses within this period  Use personnel reports and timesheets  Provide T&S supporting documents all along the project EUCEN  Prepare & submit management and consolidated financial report to EC  Keep all supporting material in case of an audit

Balance payment 2/10/ Upon reception of the balance payment from the EC and an invoice from the partner Recovery order (if pre-financing payments > final grant) Example Grant : € 1st pre-financing : € Total reported with interim progress report : € 2 nd pre-financing = € Total reported with final progress report : € Recovery order = € € = 800 €

Amendments to the agreement 2/10/ An amendment is:  A change to project activities/work programme  A change of bank account / admin. Details  A changes to budget breakdown  An extension of project duration Must be requested before changes take effect Must be communicated to EUCEN as soon as possible & maximum 1 month before the end of the eligibility period Depending on the type of change, amendment signed or simple agreement EUCEN & EC may request amendment as well Total budget & Community grant cannot be modified

To note 2/10/ Payment to partner’s institution, not individual Our project could be randomly selected for an audit: keep all documentation & evidences for a period of 5 years after final payment/recovery Eligible costs  Upon maximum rates - Staff costs (to be reported on real basis) & Subsistence costs (project per-diem rates)  Check annex III of contract or ask Fernanda if any doubt  Budgeted & connected with workplan  Generated during lifetime (eligibility period) of the project

2/10/ Any questions? Contact: Project Coordinator: Sonja Moreau Financial Administrator: Fernanda Garaguso Project Director: Daniele Manuel Thank you