1. www.eu-etics.org INFSO-RI-026753 ETICS Periodic Review – Administrative and Financial requirements Karin Burghauser, CERN Project Admin

2. INFSO-RI-026753 4 th All-Hands Meeting - CERN 21-23-11-2007 2 All-Hands Meeting - CERN 21-23-11-2007 2 End of Project Reporting Periodic Reporting at end of Period 2Periodic Reporting at end of Period 2 – –Form C – –Audit Certificate TimelineTimeline – –Form C & Audit Certificate for the 2 nd Reporting period will be due end of January 2008 (should be submitted to EC before the Review) – –To make sure your auditors are available early January, please make the appointment with them will in advance

3. INFSO-RI-026753 4 th All-Hands Meeting - CERN 21-23-11-2007 3 All-Hands Meeting - CERN 21-23-11-2007 3 Form C Form CForm C – –Period 2 (January – December 2007) – –Possible to make “adjustments to previous period” if necessary – –Correct template will be circulated to partners and some of the data pre-filled Audit CertificateAudit Certificate – –Must cover whole duration of the project (Period 1 & 2)

4. INFSO-RI-026753 4 th All-Hands Meeting - CERN 21-23-11-2007 4 All-Hands Meeting - CERN 21-23-11-2007 4 Audit Certificate The following documents must be provided to the auditors:The following documents must be provided to the auditors: – –Contract with all AnnexesContractall Annexes – –Form C – –FP6 Financial guidelinesFP6 Financial guidelines – –Audit certificate guidance noteAudit certificate guidance note – –All timesheets for personnel working on the project (submitted and validated by the supervisor in PPT) – –Documents supporting the personnel costs claimed – –Documents supporting the travel, subsistence and other costs claimed

5. INFSO-RI-026753 4 th All-Hands Meeting - CERN 21-23-11-2007 5 Audit Certificate II The Audit Certificate must be in English and contain the following elements: – –Period covered by the audit (P1+P2) – –Total amount of eligible costs claimed on the Form C (P1+P2) – –Cost model, project name & project number – –The conversion rate used (only for partners having costs in a currency other than EUR) – –Amount paid for audit certificate including VAT and showing the amount of VAT included in the total amount – –Amounts should not be rounded, should have 2 decimals – –Form C & audit certificate should be signed and stamped and sent in 3 copies to coordinator – –For more details about the scope of the audit and the recommended format of an audit certificate see Audit Certificate Guidance NoteAudit Certificate Guidance Note

6. INFSO-RI-026753 4 th All-Hands Meeting - CERN 21-23-11-2007 6 Important deadlines Timesheets – –Important that All timesheets are submitted and validated by the supervisors in PPT by the end of the project. Please make sure you submit these before Christmas! The data will be extracted and used to produce effort reports required for D1.3 Deliverables & other documents to be submitted – –All P2 Deliverables to be submitted to reviewers & Commission 10 working days before the review date – –Form C & Audit Certificates to Commission in time for the review – –Final review agenda – –Review presentations to Reviewers & EC Project Officer at the review

7. INFSO-RI-026753 4 th All-Hands Meeting - CERN 21-23-11-2007 7 Final project deliverables – –D1.3 Final project report (project activity report & periodic management report for P2) & final reports – –Due at PM24 – –For the Periodic Management Report we will need estimated budget figures from ALL partners. A message will be sent to request this information – –As last year, a “provisional” version of the Periodic Management Report with estimated figures will be submitted to reviewers & Commission if not possible to provide Form C 10 working days before review – –The final version will be submitted as soon as the Form C are available