Transcript Slide 1

Kick-off Meeting
Eco-innovation Unit, EACI, European Commission
Dr Theodoros Staikos, Project Officer
Content of the presentation
 Your project and our expectations
 General contractual and financial
 Financial aspects: reminder
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Your project...
... and our expectations
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EACI’s role
 To monitor the technical and financial execution of the
 Ensure that the EU financial contribution is provided
under the conditions established by the grant agreement
 To assess and approve deliverables & reports
 To follow-up on results and give feedback to the
European Commission
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Work Programme
The working programme (Annex I)…
……is your basic work plan.
If you feel that you have to modify/adapt for whatever reason:
Inform your coordinator on time!
The coordinator should inform the EACI on time!
Your project started on September 2009 and will run for 36 months
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Cooperation EPESUS / EACI
 Contact to EACI always via coordinator...
 ... but all partner are responsible for smooth and successful
implementation of project
 In general: flag problems as early as possible
 Keep a good and continuous communication, internally and the coordinator with EACI.
 Please remember:
 The contract is generally not extendable
 project schedule needs to be kept
 changes only within restricted limits
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Check our website for all required documents:
 How to take part/ Implementing your project
 Timesheet model (optional, you can use your existing system as
long as you have timesheets)
 Communication Guidelines (use of logo on all your
communication material, disclaimer, project website etc.)
 Template for Project information sheet (due in month 2)
 Templates for reports and financial statements (coming soon)
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Technical Progress Report (1/2)
The Technical Progress Report…
 shows the status of implementation
 is a helpful tool to identify + flag problems
 must be comprehensive but can be short (5-10 Pages)
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Technical Progress Report (2/2)
1. Project objectives + major achievements in reporting
period (1-2pp)
2. Consortium management in the period (1-2 pp)
3. Progress of each work package in the period (3-4 pp)
4. Progress regarding performance indicators (1 p)
5. Other issues (0-1 page)
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Performance Indicators
Performance indicators will illustrate to
what extent the....
 objectives have been achieved
 relevant barriers been lowered (when applicable)
 market been transformed/up taken
Performance indicators are a project management and
follow-up tool for consortium, coordinator and the EACI
They are important for EACI to show achievements of the
CIP Eco-innovation initiative
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Exploitation and Business Plans
Strategic deliverables of your project
Should outline your strategy for:
 Successfully exploiting the action…
 … during and after the project
Continuous process that develops together
with your project implementation
 Exploitation Plan to be prepared on month 6 and should be
updated every six months
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« Common Dissemination »
Work Package on «Common Dissemination»
 Project Web Site to be accessible on month 3 (and must be
operational until 2 years after the end of the project)
 Layman report
Upon request
 Update documents used for Programme dissemination (e.g.
project information sheets, posters, slides etc.)
 Participation and contribution to information and
dissemination events (e.g. workshops, conferences etc.)
 Contribution to the preparation of common presentation
material related to Eco-innovation actions (e.g. newsletters,
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Means of communication
Flash News
Eco-Innovation – Europe Web site:
Posters and
European and
National Info Days
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General contractual
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What is the grant agreement
 Annex I: Description of the Action (comes from Part B
 Annex II: Estimated budget of the action (Detailed budget –
Part C)
 Annex III: Technical Implementation Reports and financial
statements (standard for all projects)
 Annex IV: Mandates conferring powers of attorney from the
co-beneficiaries to the coordinator (standard, to be signed by
all co-beneficiaries)
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Characteristics of the grant agreement
 Establishes the rights and obligations for all beneficiaries
 Established between the Commission and all
 One beneficiary will act as co-ordinator with additional
responsibilities vis-à-vis the Commission
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The roles of the beneficiaries
 The coordinator has a very active role, in particular:
 Intermediary for communication with the Commission (claims, requests for
changes, etc.)
 Transfers funds to co-beneficiaries within 30 days of receipt
 Responsible for supplying information to the Commission and to the cobeneficiaries
▪ Proactively inform the Project Officer (e.g. project summaries, access to project website,
upcoming meetings, etc.)
▪ Provides proof of transfer of funds to the co-beneficiaries (compulsory)
 Establishes payment requests
 Co-beneficiaries are responsible for the proper
performance of planned work and reporting to the
coordinator in particular
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Reporting 1/2
 Always through the coordinator: 2 original hardcopies
and an electronic version in English – guidance in Annex
 Technical progress reports (PR1 & PR2) – M8 & M27
 Covers subsequent periods as defined in Art. I.6.2
 Within 30 days of end of reporting period defined in Art. 1.6.2
 Interim report (IR) – M15
 Within 30 days of end of reporting period defined in Art. 1.6.3
 Includes interim financial statement
 Approval is one condition for paying the second pre-financing
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Reporting 2/2
 Final report (FR) – M36
 Within 60 days of action completion
 Covers whole project duration and includes final financial
 Layman Report – M33
 Send reports also to functional mailbox ([email protected]) referencing project
acronym and number in the subject
 E.g. Interim report: 239001 – EPESUS
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The payments (Article I.5) 1/2
 1st pre-financing is 30% of the contribution
 The 1st pre-financing is the first step after the grant agreement
 Paid within 45 days of official receipt of agreement and mandates
 The 1st pre-financing is not linked to the performance of the
progress report and costs statement
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The payments (Article I.5) 2/2
Aggregate amount of 1st and 2nd pre-financing
are 60% of the contribution
 Conditional on approval of IR and consumption of 1st pre-financing
 Co-ordinator must keep evidence proving transfer of 1st prefinancing to co-beneficiaries
Final balance within 45 days of approval of FR
 EACI will check all incurred costs
 Co-ordinator must keep evidence proving transfer of 2nd prefinancing to co-beneficiaries
 Audit certificate (unless final EC contribution to a single beneficiary
is above pre-defined amount – see Annex II)
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Contract Amendments
 Article II.13 states:
 No oral agreement may be considered as binding
 An amendment may not have the purpose or the effect of making changes
to the agreement which might call into question the decision awarding the
grant or result in unequal treatment of applicants
 An amendment must be submitted to the EACI in good time before it is due
to take effect and in any case one month before the closing date of the
 Amendments are necessary when, for example:
Beneficiaries change (some withdraw, are replaced, etc.)
Change of name, legal status or bank details of a beneficiary1
Extension of contract duration
Significant changes in Annex I (change in a work package, reporting
1 Commission should be informed and takes note of address changes – no need for an amendment
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Budget shifts have to be approved by the EACI
 Budget shifts do not require an amendment to the agreement
provided that:
 The budget shifts do not affect the implementation of the action
 If they are between cost categories for one beneficiary and the shift does
not exceed 20% of the total eligible costs of this beneficiary
 If they are between beneficiaries and the shift does not exceed 20% of the
total eligible costs of the receiving beneficiary and the transfer does not
exceed 50% of the total costs of the giving beneficiaries
 The request for a budget shift is simple:
 Registered letter through the coordinator to the Commission at least 1
month before the completion of the action
 The Commission has 20 days to approve or refuse the request
 Without response within 20 days, the request is deemed approved
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Financial aspects:
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The rules for eligibility of costs must guide the
fine-tuning of the budget
 Ineligible costs (see grant agreement):
 return on capital;
 debt and debt service charges;
 provisions for losses or potential future liabilities;
 interest owed;
 doubtful debts;
 exchange losses;
 VAT, unless the beneficiary can show that he is unable to recover it;
 costs covered by another action receiving a Community grant;
 excessive or reckless expenditure;
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The rules for eligibility of costs must guide the
fine-tuning of the budget
 Conditions for eligibility (see grant agreement):
 Costs must relate to the action and be necessary
 Costs must be reasonable and justified
 Costs must have been budgeted
 Costs must be generated during the period of the action, i.e. from contract
start (exception of costs relating to final reports and audit certificates ->
Max. + 2 months)
 Costs must abide by the relevant general accounting principles and
participant's internal rules + comply with sound financial management
 Costs must be identifiable and verifiable
 Costs must be actually incurred
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Some formal principles in establishing the budget will
ease everybody's life
 All costs should be budgeted in whole Euros
 Round the figures, do not just hide the decimals
 All costs should be budgeted net of value added tax (VAT)
 The proposer may only budget gross amounts (incl. VAT)
if he provides a certificate from his tax authority stating
he can not recover VAT
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5 cost categories will be used (as in proposal)
Direct staff costs
Travel costs and allowances for staff
Equipment and Infrastructure
Other specific costs
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Direct staff costs
 Only technical and specialised staff of the coordinator and partners
may be budgeted
 Costs for administrative support staff belong to the indirect cost
 Identify each category of staff in a clear and unambiguous manner
Examples of staff categories: project manager, expert, senior expert,
junior expert, senior engineer, technician, etc.
 The inclusion of freelance ‘staff’ (=inhouse consultants) depends on
their contractual terms and conditions of work
they work in the premises of the proposer using its infrastructure
they take directions from the proposer
the outcome of the work belongs to the proposer
Teleworking is only allowed if the standard working conditions applicable to the employees of the
beneficiary allow it
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Travel and subsistence
 Only for staff taking part in the action (travel costs of
sub-contractors should be included in the
 The travel budget should be based on the beneficiary’s
usual practices and reflect the most economical
 Keep track of trips (e.g. keep flight boarding passes)
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 Relates to purchase of services, not of goods
 Subcontracting may only cover the execution of a limited part of the action:
 Limited tasks outsourced by the beneficiary, and for hiring special
 Does not include services ancillary to the main work, e.g. printing of
documents, which should be budgeted under "Other specific costs"
 Subcontractors should be selected on transparent grounds, to the best
offer, taking into consideration price and quality (best value for money)
 In a very simplified procedure, three different offers should be obtained
and evaluated against common established criteria
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Proposers cannot subcontract services or sell equipment to one
another or internally (e.g. between departments or affiliates) !
Intellectual Property Rights Issues
 Participants need to provide technical information to the
Commission, both in the proposal and the project deliverables.
 The CIP Eco-innovation programme requests you to share
information and disseminate project results
 Free service by the European Commission to assist with the
protection of IPR:
 For regulation of IPR within the consortium, a consortium
agreement might be set up.
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Thank you for your attention
Good luck and have fun!!
[email protected] (+32 2 29 98354)
[email protected] (Financial Officer, +32 2 29 95324)