1. Financial update and report slides Janet Jeppsson, ARVMAC financial coordínator Sept 21, 2008

2. Spendings per Jul 31 in relation to total budget TOTAL Budget Period 1Nov-Jul P2 P1+P2% of budget Spent so far Direct Personnel 1397694 Travel 239977 Equipment 96000 Consumables 123333 Training costs 42000 Dissemination/Workshops 89163 Sub-total 1 988 167 IndirectOverheads (Up to 20%)397633 Management Costs without overheads 14 200 Other budget amendments 0 Total Costs2 400 000561 660522 905001 084 565 45%1 315 435

3. Spendings vs. Payments Period 1Nov-Jul P2 1st Payment Expendi- tures % of 1st payment 2nd Payment Expendi tures % of 2nd payment % of total pay ments PARTNER KI Coord/management46 50040 45787%51 16233 01265%75% KI Research39 54534 72788%77 09558 03275%80% IPH - Makerere107 12082 81977%112 58294 40184%81% STI - Switzerland107 43892 42186%94 82258 13261%74% IHI - Ifakara144 800116 69981%89 77955 50862%73% ITM - Antwerpen59 49137 65163%36 65061 368167%103% UKL-Heidelberg72 00055 63777%74 63857 20377% CRSN - Nouna123 799103 82184%164 723105 25064%72% TOTAL700 693564 23281%701 451522 90675%78%

4. Payments, Budget, Spendings and Balance Period 1 Period 2 1st PaymentBudget P1Spent P1Balance 2nd Payment Budget P2 Spent jul-nov Payments balance PARTNER KI Management46 50038 750 34 72711 77351 162 38 75033 01229 923 KI Research39 54627 674 40 457-91177 095 26 92058 03218 152 MUSPH107 12077 57582 82024 300113 582131 46594 40143 481 STI107 43894 97592 42215 01688 82278 64458 13245 706 IHRDC144 800130 000116 69928 10190 77996 900 55 50863 372 ITM59 49149 57637 65121 84037 65049 57661 368-1 878 UKL-H72 00055 00055 63816 36275 63875 00057 20334 797 CRSN123 79977 374103 82219 977165 723154 750105 24980 451 TOTAL700 694550 924564 236136 458700 451652005522 905314 005 January 2007April 2008

5. Payments  Payment to partners from CO within 30 days after receiving the payment from the Commission  New advance payment after approval of the reports  1st Payment = € 700,694 (first 18 months)  2nd Payment = € 701,451  3rd, 4th and Final Payments of maximum € 998,855

6. Reporting  Scientific Report  Partners’ Periodic Financial/Management Report: - Form C - Financial statement from each partner - Brief description of work performed; explanatory note on major cost deviations (if any); Summary explanation of impact of major deviations from plans and budget. - Table 3: Cost-Budget follow-up - Table 4: Person Months Status More specific instructions will be sent out. Reporting deadline for Period 2: Partners’ reports to KI: October 31st, 2008

7. Audit Certificate  In ARVMAC, an audit certificate will only be required at the end of the project, covering all 4 reporting periods  Nevertheless, (even though it can’t be financed from the ARVMAC budget) it is recommended to do an audit early in the project, in order to assure that one is on the right track.  Examples of documents requested during an Audit:  Personnel costs: employment contracts, payroll records, time sheets  Equipment: invoices, proof of payment  Travel expenses: invoices, mission approval forms, record of meeting

8. Costs  What costs can be reimbursed?  All costs that are eligible.  Eligible costs – Costs that are actual, economic and necessary to the project – Incurred during the duration of the project – Determined in accordance with the usual accounting principles of the partner – Recorded in the accounts of the partner  Non-eligible cost – Taxes, interest, exchange losses, excessive or reckless expenditure etc Spendings and receipts  There must be clearly specified receipts for all costs charged to the project  Travel: Purpose and notes, or conference/ meeting programme  Receipts have to be archived (at each partner’s office) for five years after the end date of the project

9.  For ALL personnel funded by the project  Signed by the employee plus responsible researcher/ head of department  Must correspond to the: 1. Delegation Order (or similar) determining the % of time the employee will work for ARVMAC and 2. Salary / Pay slips Time reports

10. Example of Summary Time Sheet

11. Example of Time Sheet for one month

12. Example of file tabs - 1  Contact names, function in project, phone number, fax number, e-mail addresses  List of all consortium members with contact information(see Annex I, Participant list)  Information from project negotiation with EU(CPFs, letters from EC, signed A2c form etc.)  Contract Agreement incl Annexes I, II, III, IV, V, VI, VII  Consortium Agreement  Description of the project, of your involvement and of your project organisation (name of people employed and their function)  Ethical permissions  Significant correspondence with partners and the EC

13. Example of file tabs - 2  REPORTS  Scientific report  Financial Report  Final report  Audit certificates  SUPPORTING DOCUMENTS  Detailed budget – A3.1, A3.2 (from the Contract)  Incoming payments  Authorisations  Printouts from Accounting system: project accounts, balance reports  Voucher lists and copies of invoices  Personnel: employment contracts; management decisions (delegation orders); Time sheets  Purchase of equipment  Meeting documentation: Annual Project meeting, WP leader meeting. Travel orders, agendas, protocols etc

14. Possible EC Audits  Scientific audits - May be carried out at any time  Financial audits  Technological audits - Use and dissemination of result  Ethical audits

15. Subcontracting  Must be identified in the technical Annex (Annex 1).  Must be awarded on transparent grounds.  In a very simplified procedure, usually three different offers have to be received and evaluated against common established criteria.  Any subcontract must be limited to minor services and supplies. Our advice:  The Commission should be informed at an early stage if you are planning to have subcontractors.

16. What are “other resources”?  EU never funds 100% of a project so you need to show what other resources are available to the project. Other resources are the resources you allocate to the project that will not be covered by EU funding. It can be your own resources (e.g. personnel costs, core facilities, durable equipment etc) or funding from other bodies (e.g. foundations)