1. Global Awareness in Action (GAIA) Financial information Åsa Gonner Financial Officer City of Malmo/Environment Department

2. Pre-financing Cost eligibility criteria Reporting Sub-grants and sub-contractors Global Awareness in Action (GAIA)

3. Pre-financing Each partner will get a pre-financing when the Partner Agreement is signed. The amount will be approximately 80% of the calculated grant for the first year. Further instalments of pre-financing will be made after EU:s approval of our Interim report 1 and Interim report 2. Final payment will be made after EU:s approval of our Final report. Global Awareness in Action (GAIA)

4. Cost eligibility criteria Costs must: Be generated during the lifetime of the project Be indicated in the budget Be directly connected to activities in the project Be identifiable and verifiable Be reasonable, justified and comply with the requirements of sound financial management Global Awareness in Action (GAIA)

5. Reporting Narrative report Financial report Invoices (with a short description in english) Timesheets Travel documents (for example claimed subsistence and reimbursement of travel costs) A ledger or similar showing that invoices, staff costs and travel costs have been recorded in the accounting system Contracts and other documentation from procurement of sub-contractors Contracts/Agreements with sub-grants Global Awareness in Action (GAIA)

6. Invoices: Example We will need a translation or a short description if the invoice is in another language than english!

7. Timesheets: Example You will get a template!

8. Travel documents: Example Follow usual practices of your organisation!

9. A ledger from the accounting records: Do not create a new report for this purpose. Use one of the reports that you can get from your accounting system! Example

10. Reporting periods and deadlines Type of report (always financial- + narrative reports) Period covered in reportPartners deadline for reporting to Lead Partner Malmö Internal2013-01-01 – 2013-04-302013-05-31 Internal2013-05-01 – 2013-08-312013-09-30 Interim EC Year 12013-01-01 – 2013-12-312014-01-31 Internal2014-01-01 – 2014-04-302014-05-31 Internal2014-05-01 – 2014-08-312014-09-30 Interim EC Year 22014-01-01 – 2014-12-312015-01-31 Internal2015-01-01 – 2015-04-302014-05-31 Internal2015-05-01 – 2015-08-312014-09-30 Final report to EC2013-01-01 – 2015-12-312016-01-31 Global Awareness in Action (GAIA)

11. Sub-grants and sub-contractors A sub-grant is a contract of a non-commercial nature between the Beneficiary of the action and a thírd party in order to support the achievement of the objectives of the action. A sub-contractor provide sevices and are subject to the procurement rules in Annex IV. The sub-contractor enters into an agreement on business conditions. Global Awareness in Action (GAIA)

12. More information Before deadline for each report we will send you information and templates to use If you have questions contact: Narrative report – Karin Wallin Financial report – Åsa Gonner Global Awareness in Action (GAIA)