Transcript PREPARE Guide for financial report # 2

PREPARE
Final reporting period
Months 37-54
1 February 2013 to 31 July 2014
Reporting at the end of month 54
1. Periodic report covering months 37-54
1.a. Scientific & administrative report – Leif & Annegreet
• Deadline & tasks to be announced
1.b. Financial statement (Form C) – Ellen
• Deadline to coordinator: 22 August
2. Final report covering months 1-54
3. Deliverables
Deadline to EU: 29 September for periodic and final
reports
Experiences from last report
• Major difficulties regarding the financial reporting
– The financial guidelines and contract had not been read properly
– Problems getting correct Audit Reports (CFS) issued by auditors.
– Explanations and justifications for the use of resources were
insufficient.
– Indirect costs (office supplies, telephone, etc.) reported as direct costs
– Reported costs were not reflected in the scientific report
– Confusion regarding the roles in the Participant Portal in order to
submit Form C
• Result:
– we were not able to submit all documentation on time
– some partners costs were either rejected or suspended
For the next reporting… (1)
Please make sure to:
•
Read the contract, Description of Work (Annex I) and General conditions (Annex II) carefully.
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Read the Guide to Financial Issues relating to FP7 Indirect Actions and Guidance Notes on Project Reporting
carefully
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These documents explain your contractual obligations, ref. Annex II
http://ec.europa.eu/research/participants/data/ref/fp7/89556/financial_guidelines_en.pdf
http://ec.europa.eu/research/participants/data/ref/fp7/89692/project-reporting_en.pdf
Give clear and detailed explanations for the costs and activities during this period
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Be aware of provisions and expectations in the contract that need to be followed up
Activity not described in the DoW is not automatically funded and must be justified.
Deviations from DoW and their impact on other tasks must be explained
Anyone should be able to understand what costs you have incurred and why the costs were necessary for the project.
The scientific report should also include details about your involvement in the project. Pictures are nice to look at and can
document your activity.
Details & documentation = Good!
Report only eligible costs in the Form C.
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For a very brief overview, please consult https://wiki.uib.no/finance/index.php/EU_FP7_-_General_financial_rules
Indirect costs such as office supplies, electricity, telephone, etc. should be covered by the flat rate and need NOT be specified in
the Financial statement. You are expected to use the flat rate for indirect costs to cover these.
For the next reporting… (2)
Please:
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Complete electronic Form C/Use of resources in the Participant portal/FORCE and submit to coordinator, by 22 August.
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Complete excel table provided by the coordinator with person months and Use of resources per work package, by 22
August.
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This info is necessary for the scientific report
The costs on excel table must match the electronic Form C
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If a CFS (audit report) is required, contact your auditor as soon as possible. Make sure the auditor understands the task and
receives the relevant guidance documents. (only applicable to UiB according to plan)
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Keep the given deadlines given by the coordinator/financial project manager. If extensions are required please contact us as
soon as possible
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If you are away at any point in time during the reporting period (july-aug-sep), inform the coordinator and be sure to appoint a
person in charge whilst you are away.
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Make sure that the correct person(s) have the correct project roles in order to be able to complete Form C in the Participant
Portal and submit the form to the coordinator.
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Financial reporting guidelines and templates will be sent to you by e-mail when we approach the end of the project (31 July
2014).
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If any part of the previous reporting process was unclear or you feel a lack of information on the coordinators part, please
let us know so that we can improve (e-mail to Ellen).
Explanation on the use of resources
The system does not enforce any level of detail of the breakdown – however, the more details, the better
List of minimal requirements:
1. Personnel costs: The explanations should state the category of people included in these costs (manager, researcher,
etc). Per category, we should also have the name of the person, the work package, and person-months calculated.
As example : “<name>, researcher, WP 5, 1.5 PM”;
2. Durable equipment: In addition to explaining any equipment and why this was necessary for the project, we need in
the explanation a statement regarding depreciation – e.g. only depreciation was declared, and that it was
declared according to the national accounting rules/usual practice.
3. Traveling: The explanations should state the who, when, where and what for. In case of a participation to a
conference, they must specify if a presentation was done. This should be done per travel.
As example : “Athens, conference on Theme 1, 02/11/2010, <name> , one presentation at the conference.” Or,
“Rome, consortium meeting, 01/03/2012, <name>”;
4. Other: Other costs incurred in the context of the project should also be described in detail, preferably itemized.
5. Subcontracting: only subcontracts identified in the contract (Annex I DoW) can be declared. For the Prepare partners
this would be an audit certificate issued by an external auditor.
6. Adjustment Forms C : If you have any adjustments to the amounts reported in previous periods, please submit
separate adjustment Form Cs. Please remember that the adjusted costs need also to be explained.
As example: "Adjustment to personnel costs <name> due to recalculation of hourly rate, no changes to person months
reported." Or, "Adjustment to travel costs due to VAT incorrectly reported".
IMPORTANT
• No VAT
• Use correct exchange rate
Budget vs reported costs
Beneficiary
Budget (as in
Annex I DoW)
Reported and
accepted costs
Remaining for
final period
UiB
475 016,00
UCT*
750 452,00
UL
367 176,00
Mak*
301 181,00
MUH*
577 802,00
UM
211 049,00
UiO
158 352,00
UoS (terminated) 8 370,00
9 UNEXE
148 621,00
242 953,20
232 062,80
380 921,33
369 530,67
167 084,32
200 091,68
213 529,40
87 651,60
375 878,60
201 923,40
150 136,32
60 912,68
144 044,34
14 307,66
8 369,75
0,25
87 643,67
60 977,33
2 998 019,00
1 770 560,93
1 227 458,07
Total
* UCT, Mak and MUH have currently 37 kEUR in suspended or rejected costs.
Overall person month status
WP1
WP2
WP3
WP4
WP5
WP6
WP7
WP8
WP9
WP10
WP11
WP12
WP13
WP14
WP15
Total
Accummulate
d Person
Difference
months
actual vs
(period 1 & 2) Total Planned planned
50,6
31,0
19,6
31,3
31,0
0,3
21,3
55,0
-33,7
55,7
55,0
0,7
39,4
38,0
1,4
22,5
34,0
-11,5
16,0
26,0
-10,0
15,3
26,0
-10,7
33,8
63,0
-29,2
82,7
62,0
20,7
55,5
56,0
-0,5
17,4
56,0
-38,6
14,5
89,5
-75,0
18,0
-18,0
4,4
8,0
-3,6
460,5
648,5
-188,0
In case of unspent funds
• Please consider reporting the salary of permanent (scientific)
staff. Remember to keep proof of work (= timesheets)
• If your organisation cannot the entire budget, parts of it may
be reallocated to other project partners (if justified)
• Please let us know as soon as possible if you will have funds
available
Final report
Three separate parts:
1. A final publishable summary report (max 40 pages)
2. A plan for the use and dissemination of foreground (4
tables)
3. A report covering the wider societal implications of the
project (questionnaire)
1. Final publishable summary report
(Final report)
1.
an executive summary (1 page)
2.
a summary description of project context and objectives (4 pages)
3.
a description of the main S&T results (25 pages)
4.
the potential impact and the main dissemination activities and
exploitation of results/foregrounds (10 pages)
• Attachments without restrictions: Project logo, diagrams or
photographs illustrating and promoting the work of the project
(including videos, etc…), list of all beneficiaries with the
corresponding contacts
2. Use and dissemination of foreground
(Final report)
• Four tables:
• Section 2.A1: Scientific publications (content will be made publically
available)
• Section 2.A2: Dissemination activities (public or confidential)
2. Use and dissemination of foreground
(Final report)
• Section 2.B1: List of applications for patents, trademarks,
registered designs, etc.
• Section 2.B1: List of exploitable foreground
3. Report covering the wider societal
implications of the project
(Final report)
• Questionnaire covering gender equality actions (workforce
statistics), ethical issues, efforts to involve other actors.