1. Progress and Financial Reporting Geoff Butters, MDR Partners 05 March 2012, KB, The Hague

2. Content  Progress reports  Financial reports NB the word ‘beneficiary’ refers to a partner (benefitting from EU funding)

3.  Progress & Financial reporting is part of WP 7: Project Management  MDR Partners is WP7 leader Geoff ButtersandMary Rowlatt administrative management reporting to the EC performance monitoring

4. Progress reports

5.  Need to be submitted by all consortium members at regular intervals, initially quarterly I will send out details in the next few weeks  Allows the project management team to keep track of the activities of the project by partner  Provide the project coordinator with the necessary information to report back to the Commission

6. Progress reports II  All partners need to give a concise overview of all eCloud related activities carried out: Provide a summary of progress towards objectives and details for tasks you are involved in Highlight clearly significant results If applicable, explain the reasons for deviations from the Description of Work (DoW) and their impact on other tasks as well as on available resources and planning If applicable, propose corrective actions Provide a statement on the use of resources, in particular highlighting and explaining deviations between actual and planned person-months used.

7. Progress reports III  Indicate any relevant changes that could affect the project (e.g. change of staff)  Reporting in bullet-points is acceptable BUT: Always make sure to report about your activities in a way that allows people outside your institution to completely understand what you did  Progress reporting templates will be provided  Please - keep to deadlines! Chasing after 33 partners is a very time-consuming job!

8. Financial reports

9. Content  Project key figures  Budget breakdown  Payment modalities  Cost categories  Eligible and non-eligible costs  Time recording  Reporting

10. Project key figures

11. 325091  Reference: 325091  Project runs under the “Competitiveness and Innovation Framework Programme”.  Start: 1 February 2013  € 4.75million, € 3.8million 687 Person Months  € 4.75million total budget, € 3.8million EU contribution. 687 Person Months planned 363  Duration: 36 months, 3 full reporting periods for the EC, 6 6 progress reporting periods (every 6 months).

12. Budget breakdown

13. These are the amounts you should have already received

14. Payment modalities

15. Project = 36 months: First pre-financing already paid - you should have received it  56% of Community contribution was actually paid Two further pre-financing payments after 12 and 24 months: based on annual financial statements being accepted  Pre-financing + interim pre-financing limited to 90% of maximum Community contribution ( retention of 10%) Final payment based on financial statements being accepted, = outstanding balance

16. Cost categories Eligible and non-eligible costs

17. Cost categories 80% reimbursement of eligible costs Direct cost categories;  Personnel   Subcontracting (if already budgeted)  e)  Other specific direct costs (including travel and subsistence) Submission of individual financial statements and summary financial report as part of Periodic Reporting

18. Eligible Costs  Stated in DoW (Indicative breakdown of the budget and the Community financial contribution between beneficiaries).  Must be:-  Necessary for project.  Actually incurred by beneficiary during project duration (except costs for final reports and audits as well as for technical reviews).  Identifiable and verifiable, recorded in the beneficiary’s accounts.  Reasonable and justified.  Eligible costs for personnel are gross salary including employer costs (i.e. social premiums, pension and other personnel costs) If in doubt, contact me, Geoff Butters, MDR Partners : geoff.butters@mdrpartners.com

19. Non-eligible Costs [full list: Art. II.20(2) of the ICT PSP financial guidelines In particular [full list: Art. II.20(2) of the ICT PSP financial guidelines 1 :  Exchange rate losses.  Resources made available to a beneficiary free of charge (e.g. third-party contributions).  Value of contributions in kind.  Indirect taxes and duties, including VAT (unless the beneficiary can show that it is unable to recover it).  Entertainment or hospitality expenses, except those accepted by the Commission as being absolutely necessary for carrying out the project.  Any cost incurred or reimbursed in respect of, in particular, another Community, international or national project.  Overhead or indirect costs are NOT eligible. 1 ICT PSP Financial Guidelines1 ICT PSP Financial Guidelines.

20. Time recording or Time writing

21. Time recording / writing  Working time charged must be recorded throughout the duration of the project (e.g. by timesheets) … and be certified by someone in authority.  It is a precondition for the eligibility of your personnel costs!  The time-recording system should: certify the reality of the hours worked on a given task, and record the Work Package number. (I will provide a timesheet template)

22. Level of Detail to be reported for the EC  for Personnel costs  the people that worked; their name and/or position / seniority; the WPs they worked on; the person-months per WP. (backed up by timesheets showing hours)  for Other costs (Travel costs only for most partners) - Travel costs should be divided into (1) plane/train/car fares, and (2) accommodation & subsistence. Who, or at least how many people, travelled; The reason (project meeting, a conference for dissemination, etc); Dates of travel (they must be within the reporting period); Where (City/town & Country);

23. Tha n k you Geoff Butters geoff.butters@mdrpartners.com Mary Rowlatt mary.rowlatt@mdrpartners.com