1. Legal and Financial Framework FP6 Miriam Driessen Reilly Legal Unit, DG INFSO
Open Day - Brussels
30 May 2005

2. Overview – Legal Aspects
Legal framework and general principles
Contract structure
Conclusion of the contract
Evolution of the consortium
Reporting
Amendments
Controls and sanctions
Consortium agreement
Intellectual property rights

3. Legal Framework EC TREATY CONTRACTS INTERNATIONAL AGREEMENTS
PARTICIPATION AND DISSEMINATION RULES
FRAMEWORK PROGRAMME
CONTRACTS
SPECIFIC PROGRAMMES
GUIDELINES ON
EVALUATION AND
SELECTION
PROCEDURES
Other relevant
EC Regulations FINANCIAL REGULATION
WORK PROGRAMMES & Calls for proposals

4. Proposal submission and evaluation
Contract structure
Proposal submission and evaluation
28/03/2017
Core contract (standard with specifics of project) (possibly including special clauses)
Annex I (technical tasks - the “project”)
Annex II General Conditions (applicable to every instrument)
Annex III Instrument specific provisions (specific to instrument)
Presentation IP - Heysel

5. Contract structure Annex IV - Form A Annex V - Form B
Consent of contractors identified in the core-contract (article 1.2) to accede to the contract. To be signed by the contractor concerned and by the coordinator.
Annex V - Form B
Accession of new legal entities to the contract. To be signed by the new contractor concerned and by the co-ordinator
Annex VI - Form C
Financial statement per activity. Specific to each Instrument and/or type of action. To be filled periodically by each contractor

6. Annex II – General Conditions
Part A Implementation of the Project
Section 1 Implementation and deliverables
Section 2 Termination of the contract and responsibility
Part B Financial Provisions
Section 1 General financial provisions
Section 2 Controls, recoveries and sanctions
Part C Intellectual Property Rights

7. Contract structure & instruments
Core contract Annex II Annex III
IP Yes
NoE Yes
STReP
CA Common Common None
SSA
SME Yes
I3 Yes

8. Contractors General Rule:
Participant = contractor Every legal entity contributing to a project must have a contractual link with the Community
Exceptional cases: subject to very restrictive rules
Third parties identified in Annex I
Subcontractors

9. Co-ordinator A contractor among other contractors No additional rights
BUT
Additional obligations
Administrative tasks: single entry point for communication, payments, reporting etc.

10. Conclusion of the contract 1/2
The contract will be concluded between the Commission and all participants in an indirect action (the ‘Consortium’).
It will enter into force upon signature by the Commission and the contractor acting as ‘Co-ordinator’ of the project.
The other participants identified in the contract will accede to it in accordance with Article 2, assuming the rights and obligations of the contract with effect from the date on which it enters into force.

11. Conclusion of the contract 2/2
Within a fixed time-limit after the entry into force of the contract, the Coordinator must send to the Commission the Accession Form A to be obtained from each of the participating contractors.
Should any named participant fail or refuse to accede to the contract within the deadline, the Commission is no longer bound by its offer. It may terminate the contract.
The Consortium may propose appropriate solutions to the Commission to ensure the implementation of the project, including the accession of other alternative legal entities.

12. Evolution of the Consortium 1/3
The Consortium may be enlarged to include other legal entities, which shall accede to the contract by means of Accession Form B.
The Commission is deemed to have accepted this legal entity as a contractor to the Consortium if it does not object within six weeks of receipt of Form B (Tacit Approval).
Any acceding participant shall assume the rights and obligations of the contractors as established by the contract with effect from the date of its accession to the contract.

13. Evolution of the Consortium 2/3
Any contractor may request the termination of its participation in the contract.
The consortium may request the termination of any contractor.
Tacit approval of such termination after six weeks.
Contractors leaving the Consortium shall be bound by the provisions of the contract regarding the terms and conditions applicable to the termination of their participation.

14. Particular cases of NoE and IP 3/3
For some changes in the composition of the consortium, requirement of prior publication of a competitive call (see Annex III)
Specifications of the changes in the joint programme of activities for a NoE and in the implementation plan for IP
The competitive call shall be published by the consortium and advertised widely using specific information support (Internet sites of FP6, specialist press and brochures, national contact points)
Offers shall be evaluated by the consortium according to the evaluation and selection criteria of the indirect action (Article 10.4 and 10.5 of RFP), and with the assistance of independent experts appointed by the consortium

15. Entry into force and duration
Contract enters into force upon signature of Co-ordinator and Commission
Project begins on date established in the contract
Implementation and payment phases relating to the project must be completed by the final implementation date of the contract
Contract completed when the rights and obligations of all parties to the contract have been met
Some provisions continue to apply after the final implementation date

16. Controls and Audits Controls Audits
Periodic activity reports (including plan for dissemination and use)
Periodic financial reports
Supplementary reports if foreseen (in Annex I or III)
Final reports covering the whole project duration
Audits
Scientific, technological and financial audits
Annual monitoring by Commission with external experts (particularly for IP and NoE)
Ethical or other reviews
Contractors right to refuse particular expert

17. Reporting 1/2
Submission of periodic reports and deliverables within 45 days of the end of the reporting period
periodic activity report
periodic management report (including justification of resources deployed, Form C “Financial Statement”, consolidated summary financial report)
report on distribution between contractors
supplementary reports required by Annex I
audit certificate when required c
Amendments - tacit for approval of project activity reports and for consortium changes
Special conditions*
* under development

18. Reporting 2/2
Submission of final reports within 45 days after the end of the project. Delay may be increased by 45 days at the request of the consortium
final activity report
final management report
supplementary reports
report on the distribution of the Community financial contribution between contractors made after the end of the project

19. Submission and approval of reports
Electronic submission of reports and deliverables. In addition, submission of originals of these documents and of audit certificates by registered mail with acknowledgement of receipt.
Reception date of submission by mail prevails
Approval of any report does not imply exemption from any audit or review

20. Amendments
Requests for amendments shall be submitted by registered mail with acknowledgement of receipt
Requests for amendments are submitted by the Coordinator on behalf of the consortium
Commission undertakes to approve or reject any amendment request within 45 days of receipt
No tacit approval of amendment request, except for modification or evolution of the consortium
All amendments shall be in writing

21. Sanctions Recovery of unjustified financial contribution
Liquidated damages for overstated expenditure
Administrative or financial sanctions foreseen in the Financial Regulation
False declarations
Exclusion from selection for 2-3 years, without prejudice to financial penalty of 2-10% of value of contract
Fraud, criminal activity, money laundering, bankruptcy, professional misconduct, tax offences, corruption
Exclusion from selection for 1-5 years
* Without prejudice to any civil remedies or criminal proceedings

22. The Consortium Agreement 1/2
Characteristics:
Private Contract between the contractors
Provides for internal operation and management of the consortium
Commission does not review it or approve it
However, provisions must not conflict with provisions of EC Contract
May be modified/amended after entry into force
Non-binding guidelines published by the Commission

23. Proposal submission and evaluation
The Consortium Agreement 2/2
Proposal submission and evaluation
28/03/2017
Mandatory unless excluded by the call for proposals
Internal Organisation
Designation of co-ordinator
Management structure
Technical implementation
Organisation of work to be carried out (sub-projects)
Allocation of funds paid to consortium
Changes in consortium’s composition (modification)
Intellectual Property Rights
ensure that agreements necessary for the implementation of the project have been reached - Eg exclusion of background/sideground/Financial issues
initiate common strategy on dissemination/use/ protection + search for industrial partners
*See Suggested Consortium Agreement Checklist
Settlement of Internal Disputes
Applicable law
Arbitration procedure
Penalties
Presentation IP - Heysel

24. Intellectual Property Rights (IPR) 1/2
General concepts:
Ownership
Grants - contractor carrying out work owns the results
Joint work between contractors – joint ownership
Agreement re allocation & terms of exercising it
public procurement - Commission owns results
transfer of ownership
prior notice to other participants + Commission (possible objection within 30 days)
Obligation to pass on obligations AR/dis/use to assignee
Personnel Agreements
Protection
where there is commercial application and subject to legitimate interests, it is a requirement to protect (include in PUDK)
where there is no protection, Commission may protect

25. Intellectual Property Rights (IPR) 2/2
General concepts:
Publication
allowed if not detrimental to protection
prior notice to Commission + other contractors (possible objection within 30 days)
Use/dissemination
obligation to use and disseminate knowledge
St protection/use w/in 2 yrs of end of project
Commission may disseminate itself if needed
Access Rights – PEKH & Knowledge
Granted to other contractors upon written request
On a need to use basis
May exclude specific PEKH by written agreement prior to EC contract signature
No automatic entitlement to grant sublicences

26. FP6 System of Access Rights
Access rights to
pre-existing know-how
knowledge
If a contractor needs them for carrying out its own work under the project
For carrying out
the project
Royalty-free
unless otherwise agreed before signing the contract
If a contractor needs them for using its own knowledge
For use
(exploitation + further research)
Non-discriminatory conditions
to be agreed
unless otherwise agreed
before signing the contract
Possibility for participants to
agree on exclusion of specific
pre-existing know-how before
signature of the contract (or
before entry of a new participant)

27. Overview – Financial Aspects
Introduction
New concepts introduced in FP6
Financial Reporting

28. Introduction
Award principles
Grant to budget and grant for integration
Eligibility of costs /ineligibility of costs
Principle of cost reimbursement
Cost reporting models
Activities
Maximum reimbursement

29. Award Principles CO-FINANCING NO PROFIT
The award of grants shall be subject to the principles of transparency and equal treatment. They may not be cumulative or awarded retrospectively and they must involve co-financing.
NO PROFIT
The grant may not have the purpose or the effect of producing a profit for the beneficiary
Financial Regulation Art. 109
Implementing Rules Art. 165

30. Introduction Grant to budget – grant for integration
Grant to budget – IP and other instruments
calculated as a percentage of the budget established by the participants to carry out the work
the expense needed to implement the work shall be certified by an external auditor or, in the case of public bodies or competent public officer
Grant for integration – NoE
calculated taking into account the degree of integration, the number of researchers that all participants intend to integrate, the characteristics of the field of research concerned and the joint programme activities
paid on the basis of results, … and on condition its expenses, which are to be certified….. are greater then the grant itself.

31. Introduction Principles of cost reimbursement
CONCEPT OF ELIGIBLE COSTS
Actual, economic and necessary
In accordance with the usual accounting principles of the contractor
During the duration of the project … except … drawing up the final reports … which may be incurred during the period of up to 45 days after the end of the project
Recorded in the accounts …
In case of contributions made by third parties … be recorded in the accounts of the third party

32. Introduction Principles of cost reimbursement
CONCEPT OF NON-ELIGIBLE COSTS.
Any identifiable indirect taxes, including VAT or duties;
Interest owed;
Provisions for possible future losses or charges;
Exchange losses;
Costs declared, incurred or reimbursed in respect of another Community project;
Costs related to the return on capital;
Debt and debt related charges;
Excessive or reckless expenditure;
Any cost which does not meet the conditions established in Article II.19.1

33. Introduction Principles of costs reimbursement
Reimbursement of eligible costs claimed by contractors
In accordance with the cost reporting models used by each contractor
Maximum reimbursement rates of eligible costs per type of activity
Approval of requested periodic reports
Subject – if required in the contract - to the submission of an audit certificate
Taking into account the receipts of the project
Limits of public funding established by international regulations and in particular by the Community framework for State aid for research and development for certain activities

34. Introduction Cost reporting models
FC: actual direct and indirect costs
all instruments, however in case of Co-ordination Actions and Specific Support Actions flat rate for indirect costs (20% of direct costs minus subcontracting) reimbursed
FCF (variant of FC): actual direct costs + flat rate for indirect costs (20% of direct costs minus subcontracting)
all instruments
AC: actual additional non-recurring direct costs + flat rate for indirect costs (20% of direct costs minus subcontracting)

35. Introduction Cost reporting models – Max
Introduction Cost reporting models – Max. reimbursement rate per activity
SMEs, non-commercial or non-profit organisations established either under public or private law, international organisations: FC/FCF
Physical persons: AC mandatory
Private companies (other than above): FC
AC: only for those non-commercial or non-profit organisations established either under public or private law or international organisations that do not have an accounting system that allows the share of their direct and indirect costs relating to the project to be distinguished.

36. Introduction Cost reporting models- Max
Introduction Cost reporting models- Max. reimbursement rate per activity
Access to a cost reporting model depends on the type of legal entity and its accounting system
General rule: a legal entity applies the same cost reporting model in ALL contracts established under FP6 except may move from AC to FCF/FC or from FCF to FC (“one way ticket”) – a contractor however cannot change midway in a project
Note: special clause 22 “Different cost reporting models within the same legal entity” – in case legal entity uses AC and one of its departments uses FC

37. Introduction Cost reporting models - reminder
Direct costs for contractors using the Additional Cost model
direct costs of personnel shall be limited to the actual costs of the personnel assigned to the project where the contractor has concluded with the personnel
a temporary contract for working on Community RTD projects
a temporary contract for completing a doctorate
a contract which depends, in full or in part, upon external funding additional to the normal recurring funding of the contractor. In that case, the costs charged to this contract must exclude any costs borne by the normal recurring funding

38. Introduction Activities
The project includes, ... one or more of the following activities
Research and technological development or innovation activities
Demonstration activities
Training activities
Management of the consortium activities
Audit certificates
Implementing of competitive calls
Maintenance of consortium agreement
Financial security … when requested by the Commission
Any other management activities …
Other specific support activities

39. Introduction Maximum reimbursement rates of eligible costs per instrument, activity and cost model

40. New concepts introduced in FP6
Collective Financial Responsibility
Third party costs
Receipts
Interests
Subcontracting
Prefinancing, renewal of prefinancing and settled payment

41. New Concepts Collective Financial Responsibility
Definition
Art. II.18.1/2 – Termination of one contractor = rest of consortium responsible for reimbursement on pro-rata basis.
“Should the contract be terminated or the participation of a contractor be terminated in accordance with Art. II.16, and any contractor does not honour the reimbursement of the amount due by that contractor, the consortium will reimburse the amount due to the Commission. The amount due to the Commission may not exceed the value of the contribution due to the consortium in accordance with Art. 5.”

42. Exceptions Collective Financial Responsibility
In some cases the rule of financial collective responsibility is not applicable – see Art. II.18.3 & 4:
a) The contractor is:
a public body
an international organisation
a contractor whose participation is guaranteed by a Member or Associated State
These type of contractors shall be solely responsible for their budget.
Other contractors are not responsible for these contractors.
b) The consortium is not responsible for:
any amount owed by a defaulting contractor for any contractual breach discovered after the end of the contract
liquidated damages due by a defaulting contractor
other financial penalties and other sanctions imposed on a defaulting contractor

43. New concepts Third party costs
Resources made available by third parties on the basis of prior agreement are eligible as costs for the project
The tasks and their execution by such third parties are clearly identified in the Annex I
Costs will have to be recorded in the accounts of this third party - to be covered by audit certificates
Contractors shall ensure that third parties whose resources are made available to the project are informed on the use of their resources

44. New concepts Receipts Three kinds of receipts
financial transfers or their equivalent to the contractor from third parties, contributions in kind from third parties, income generated by the project
Financial transfers or contributions in kind
considered as receipts of the project if the third party has provided them specifically to be used in the project
If at the discretion of the contractor they are not to be considered as receipts.
Income generated by the project
General rule: any income generated by the project itself, including the sale of assets bought for the project, are considered as income to the project
Derogation: income generated by the use of the knowledge resulting from the project is not considered as a receipt

45. New concepts Interests
Article II.24.5
The Community contribution shall be offset by any interest or equivalent benefits yielded by the pre-financing of the project, as referred to in Article II.27
Article II.27
In accordance with the provisions of the Financial Regulation, pre-financing granted to the coordinator on behalf of the consortium remains the property of the Community
The coordinator shall inform the Commission of the amount of any interest or equivalent benefits yielded by the pre-financing it has received from the Commission. …

46. New concepts Subcontracting
Subcontracting is a derogation from the general rule and limited to situations where the work cannot be carried out by the contractor itself.
Subcontracts should normally not concern “core” parts of the project work.
Subcontracting may only cover the execution of a limited part of the project where this is necessary for its implementation.
Tasks to be subcontracted must be identified in Annex I. Minor services not representing core elements of the projects may be subcontracted during the implementation of the project.
Project management must always be considered to be a core element of the project and may not be the subject of a subcontract.
As a general rule, subcontracting between contractors should not be accepted.
Any subcontract must be awarded to the bid offering best value for money under conditions of transparency and equal treatment

47. Introduction Renewal of pre-financing – settled payments
Pre-financing is calculated as % of the estimated Community financial contribution corresponding to the first/subsequent reporting period and the 6 months of the subsequent reporting period as indicated in the table of estimated breakdown of costs
Pre-financing is normally renewed at each reporting period
In case audit certificates are submitted a payment is made which settles the amounts justified and accepted during the reporting period
In case no audit certificates are submitted the amount justified and accepted is taking into account in calculating the pre-financing

48. Financial Reporting
Submission of financial statement reports
Form C
Audit certifications
Justification of major resources and costs

49. Financial Reporting Submission of financial statement reports
Article II.7.2(b)
A periodic management including
A justification of the resources deployed by each contractor, linking them to activities implemented and justifying their necessity;
The Form C Financial statement set out in Annex VI, provided by each contractor for that period
A summary financial report consolidating the claimed costs of all the contractors in an aggregate form, based on the information provided in Form C.
Article II.7.2(c)
A report on the distribution between contractors made during that period of the Community financial contribution.

50. Financial Reporting Submission of financial statement reports
Article II.7.3 The consortium shall submit the audit certificates provided by each contractor … for each period for which the audit certificate is required. Even though an audit certificate is not required for a specific period, an audit certificate must be provided by each contractor where the Community financial contribution requested by the contractor exceeds € 750,000 for that period.

51. Financial Reporting Form C
Overview
Resources (Third party(ies))
Declaration of eligible costs (in €)
Declaration of receipts (in €)
Declaration of interest generated by the pre-financing (in €) – to be completed only by the coordinator
Request of FP6 Financial contribution (in €)
Audit certificates
Conversion rates
Contractor’s Certificate

52. Financial Reporting Form C

53. Financial Reporting Form C

54. Financial Reporting Audit Certificates
Provided by an external auditor – or in the case of a public body it may be provided by a competent public officer
External auditor must be independent
Be qualified to carry out statutory audits
At least one audit certificate per contractor covering the whole duration must be provided
Periodicity defined in the core of the contract
Each contractor continues to be responsible to the Commission for the costs claimed

55. Financial Reporting Audit certificates
An audit certificate certifies that
The amount of the total eligible costs
are actual and answers to the economic environment ….
use of correct reporting model
The total amounts of receipts, interest, ….
An audit certificate must refer to the
audit carried out in accordance with generally accepted auditing standards
test carried out in order to obtain reasonable assurance
An audit certificate must be signed and dated. The organisation providing the certificate must clearly identified.
It is strongly recommended that the external audit or public competent officer use the model prepared by the Commission – see financial guidelines.

56. Financial Reporting Audit certificates

57. Financial Reporting Justification of costs/Financial Statements
a brief description of the work performed by each contractor
explanatory note or any major cost items
a tabular overview of budgeted costs and actual costs, by contractor and by major cost item including personnel
for AC contractors, a tabular overview of all resources employed on the project and a global estimate of all costs
a tabular overview of budgeted person-months and actual person-months, by contractor and by work package
for AC contractors in addition estimate the number of person-months of permanent staff working on the project
a summary explanation of the impact of major deviation from cost budget and from person-month budget

58. End of Presentation Thank you for your attention
The previous slides constitute an overview of the legal and financial provisions of the FP6 EC contracts. However, this should not be taken to constitute legal advice.