1. TANGO End of Project Procedures
Presentation by Dr. Mark Pullinger
European Research Funding Manager, Keele University
Co-ordinator of TANGO Project
7th TANGO Progress Meeting, Deutsches Museum, München, 17th/18th May 2016

2. Distribution of Project Funding
Project formally end on October 31st 2016
Partners currently paid up to an estimated 85% of budget
Final payment will be made only after all reporting procedures complete and final payment received from REA

3. Reporting requirements
Periodic report – progress from 1/11/’14 to 31/10/’16
Accompanying Forms C (financial statements) from each partner
Audit certificates (CFS) on cumulative claims > €375,000
Final report summarising progress throughout the entire project
Scientist-in-charge questionnaire
Evaluation questionnaire from fellows
Follow-up questionnaire from fellows (two years after completion)

4. Periodic report
Online progress report prepared by co-ordination team in SESAM (portal)
Same structure as report submitted in winter of 2014
Publishable summary
Project objectives for the period (including any recommendations from mid-term review)
Review of project management activities
Led by Keele
Prompt input needed from partners, where relevant

5. Final text-based report – opportunity to add attachments to support

6. Form C Financial Reports (Period 2)
Declaration of expenditure/flat rates from 1/11/’14 to 31/10/’16
Keele will check Form Cs in line with flat rates and recruitment
Form Cs to be submitted to Keele by 30th November 2016 (due to Christmas)
KTH and TUM expected to have spending over €375k at the end of Period 2, requiring a CFS
All Financial Statements are subject to a possible random EU audit.
Form C not required from Associated Partners (claim funds via Keele’s central budget)

7. Preparation needed now for Forms C
Check that you still have access to TANGO in Participant Portal

8. Preparation needed now for Forms C
Please check that your LEAR is still in post (needed to authorise financial signatories
Replacement can take 2 – 3 months
Please also check financial signatory from Period 1 still in place
New person can be appointed electronically, but might need authorisation from LEAR
Please check over next few weeks, as replacements can take time (particularly for organisations with limited FP7/Horizon 2020 experience)

9. Indirect costs (overheads) – Cost Category 5
Form C Checks
Living & Mobility allowance (salary) – Cost Categories 1 & 2
Will check flat rates × country co-efficient x person months
Research, training and networking – Cost Category 3
Will check flat rates × person months
Management – Cost Category 4
Actual cost category – record further details in ‘pop-up’ box in Form C on EU Participant Portal
Indirect costs (overheads) – Cost Category 5
Will check that it is 10% of above costs

10. Form C Checks
In Form C pop up box, recommend that you put fellow name, no. of person months × monthly allowance
In Work Package enter relevant number from B.4.1. Workplan from Annex I of the Grant Agreement

11. Errors to watch out for
Fellows will need to be paid exact amount in euro specified in grant agreement
Possible top-up payments for non-euro beneficiaries (KTH, IITM)
Must be made within lifetime of the project
Management costs are thoroughly scrutinised
Justify in detail in Form C (avoid delays)

12. Audit certificate (CFS)
Keele, KTH, TUM
Please book in plenty of time – December 2016
Initial check by Keele of Form C first – easier if we pick up errors before auditor
Standard template to be completed by auditor certifying that costs are in compliance with terms of grant agreement
Uploaded to Participant Portal once finished

13. Final financial points
James Allman to contact all currently listed financial contacts to update with process
Let us know of any changes
Deadline for initial Forms C will be November 30th
Eternal gratitude for earlier responses!
Final deadline for Keele to submit all documents will be December 23rd – Christmas shut-down

14. Final Report
Final report summarising progress throughout entire duration of project
Prepared and submitted by co-ordinator in parallel with periodic report
Input might be needed from other partners in some areas
Web-based (text) report, with possible attachments

15. Final Report Final publishable summary report
Results, conclusions, socio-economic impact of project
Publicly available for anyone looking up TANGO on CORDIS
Report on wider societal impacts of project
Gender equality, ethical issues, spreading awareness, etc.
Plan for Use and Dissemination of Foreground

16. Scientist in Charge Questionnaire
Simple statistical questionnaire
Research/Training assessment
Research assessment
Research/Training outcomes
Your opinion about Marie Curie Actions

17. ESR questionnaire Statistical questionnaire at end of fellowship
Direct web link sent by supervisor/co-ordinator
Anonymous for benefit of REA to shape future research programmes

18. ESR questionnaire Personal profile; Assessment of host
Integration into the research environment & training
Work assessment;
Career impact;
Rvaluation of Marie Curie action
Future career plans

19. Follow-up ESR questionnaire
Completed 2 years post-appointment
Web link sent by supervisor/co-ordinator
Career progress
Recognition of research excellence
Scientific outputs

20. Financial Contacts at Keele
Research Accounting Manager:
James Allman
Tel:
Research Accounting Assistant:
Anne Budgen
Tel:

21. Any Questions?

22. Cost Categories 1 & 2, Living & Mobility Allowances
Includes:
Entire salary cost of fellow, including supplementary costs such as national insurance and pension contributions.
Full allowance must be used, with the cost of the fellow equalling the exact budgeted total allowance
What records to keep for EU audit purposes?
-Evidence of the eligibility of the fellow
-Employment contract/agreement with the fellow
-Proof of payment of the salary to the fellow and of the deductions for social security etc.
-Evidence that the fellow worked on the project: this can include lab books, conference abstracts, library records, etc. (note timesheets not required, but it is a good idea to keep them)

23. Cost Category 4, Management Activities
Includes:
Travel and subsistence costs of project leaders to TANGO management meetings
If allocated in budget, a contribution towards an individuals salary for time spent on project management
What records to keep for EU audit purposes?
This is a real cost category therefore you need to keep full evidence:
- All receipts of expenditure
Full timesheets for personnel costs (example timesheets can be provided)
Note – VAT and similar taxes are an ineligible cost

24. Associated Partners & Visiting Senior Researchers
How are the costs of Associated Partners reimbursed?
The costs of the Associated Partners can be reimbursed through the coordinator, Keele University.
Expenses for individuals should be claimed via a Non-Staff Expense Form:
Expense claims should adhere to Keele’s Travel Procedures