1. Communication campaignr

2. Third parties & other sensitive relations
Link with the project
Legal situations
Carry out the projects (core tasks)
1. Beneficiary
Carry out ancillary tasks
2. A third pary working as a sub-contractor
3. A third party linked to a beneficiary working under special clause 11
Give access to some
resources (staff, lab)
4. A third party making available ressources for free
5. A third party making available ressources and being reimbursed by the beneficiary
Sell (lease) equiment
6. A supplier

3. Who ? In What Conditions ? 2. Subcontracts
Works under business conditions with profit purpose
Not subordinated to nor under supervision of beneficiary
Not another beneficiary
Not an affiliate
In What Conditions ?
A limited and non core part of the project
Not R&D
Not the coordinator’s tasks
Tasks and amount indicated and justified in technical annex
Beneficiary remains reponsible
If Intellectuel Property , it must belong to beneficiary
Best value for money, transparency and equal treatment
Several bids (or public procurement)
Except for pre-existing framework agreement

4. 3.Third parties carrying part of the work under special clause 11
Who ?
EEIG, Joint research unit, affiliates and groupings carrying out part of the work.
Common error: 3rd party not identified in the GA with SC-11
In what conditions
tasks to be indicated in Annex I
Beneficiary retains sole responsibility
Financially, third party treated as a beneficiary
Common error: Costs claimed by the beneficiary whereas incurred by the 3rd party and recorded in its accounts.

5. 4 & 5. Third parties making available resources
Who ?
Typical example : a third party giving access to its lab and lab staff.
Provided either free of charge or against reimbursement
In what conditions can it be charged to the FCH JU ?
4. free of charge.
Indicated in Annex I
costs are recorded in the accounts of the 3rd party and auditable,
costs also declared as as receipt.
Common errors:
receipts not declared,
indirect costs are claimed for personnel made available from a third party to a beneficiary but not working in the premises of the beneficiary.
5. Against reimbursement
Reimbursement recorded in the accounts of the beneficiary
Common error:
the 3rd party reimbursement includes not only costs but margin (profit)

6. 6. Supplier of equipment Notion Principle of best value for money
Purchase (or lease) of equipment.
Transfer of ownership (control) from supplier to beneficiary
GA conceived on the idea that
main costs = personnel costs
while purchase of equipment is ancillary => no clear rules
But in demo project it can be the contrary
=> need to clarify the rules for purchases above EUR
Principle of best value for money
For public entities: public procurement rules
For private entities if purchase is > EUR
Or request three offfers
Or use pre-existing framwork agreement
Or another detailed explanation of the reasons only one possible supplier
=> In option 2 and 3: better to have a discussion with FCH JU before and to document what is agreed to ensure legal certainty.

7. Is it possible to purchase equipment from
6. Supplier of equipment
Is it possible to purchase equipment from
an affiliate or another beneficiary?
2 scenarios:
Purchase from another beneficiary or affiliate under special clause 11
i.e purchase from s.o. working in the project
Purchase from an affiliate that provides only the equipment
i.e purchase from s.o. NOT working in the project
Possible if
Building the equipment is not an objective of the project
Otherwhise « builder » should be a beneficiary & declare its costs (not purchase price)
Purchase complies with rules for « Best value for money »
Additional information requirement
When: Only If three conditions are fulfilled
Purchase from affiliate
Value of the puchase >1/3 of beneficiary cost
Purchase is project specific
Why: assess reasonabless of the « purchasing price » (best value for money)
What: breakdown of price per costs categories + possibility to request some invoices from third parties NOT AN AUDIT

8. 6. Supplier of equipment How to declare the costs ?
Costs to be declared by beneficiary in its form C as « other costs »
Costs must reflect percentage of use in the project
Costs must reflect depreciation

9. 7. Receipts The non profit principle
Three kinds of receipts must be taken into account
Transfers from third parties to the beneficiary
if specifically attributed to the project and not reimbursed
Financial transfers and contributions in kind
Income generated by the project
but not income generated by the use of foreground
Interest generated by the pre-financing
on account of coordinators ,
related to other beneficiaries share
≠FP7
At final payment the FCH JU contribution will take into account any receipts of the project
For each beneficiary:
the eligible costs ≥ FCH JU contribution + the receipts for the project