Workshop for Partners on the Reporting Process Brussels, 7 th March 2014 10.00-17.00

transcript

Workshop for Partners on the Reporting Process

Brussels,7th March 2014

10.00-17.00

Agenda10:00 - 10:15 Registration and welcome coffee10:15 - 10:30 Introduction on the reporting process workshop

10:30 - 13:00 1st Part: Technical reporting + SESAM13:00 - 13.30 Questions and answers session 13:30 - 14:30 Lunch and coffee break

14:30 - 16:15 2nd Part: Financial Reporting + FORCE16:15 - 16:30 Coffee break16:30 - 17:00 Questions and answers session

1st Part: Technical reporting + SESAM

Content Reporting process Deliverables Periodic Report Dissemination Final Report EU Financial Contribution Distribution Common problems encountered in the reporting process

1st Part: Technical reporting + SESAM

Periodic Report 1Form C

Periodic Report 2Form C

Periodic Report nFinal Report

Form C UoRCFS

Deliv 1

Deliv 2

Deliv 3

Deliv x

Period 1

Period 2

Period n

60 days 60 days 60 days

Project steps

A project has: n periodsx deliverables60 days from every deadline to complete the reportingspecific reporting documents to be submitted every period

Period Report (technical)

The following documents have to be delivered (within 60 days) after each period:

Periodic Report (for the period in question)

Deliverables (to be uploaded at their due date, as stated in NEF)

Usage of Resources*

*Usage of Resources has moved from the Periodic Report to Form C, therefore, Financial and Technical reporting should be done together.

The following documents have to be delivered (within 60 days) at the end of the project:

Periodic Report (for the final period)

Final Report

Deliverables (all foreseen deliverables have to be uploaded before submitting the last Periodic Report)

Usage of Resources*

The technical reporting

Log on on the Participant Portal(with the Ecas account – appropriate Role already defined)

Go to the tab ‘MY PROJECTS’

For the concerned Project,click on (Reports and Deliverables)

Coordinator fills in the Reports and uploads the Deliverables

Coordinator submits the Reports and the Deliverables to Cleansky

The Project Officer checks the Reports and the Deliverables (possibility to request a Revision)

Participant Portal

Consortium

Clean Sky JU

General workflow

Phase « Active » means that the Grant Agreement has been signed

RD : Hyperlink to Reporting and Deliverables

(1) (2)

Access the Participant Portal

Electronic submission of Reports and Deliverables.

Access: http://ec.europa.eu/research/participants/portal

Reports & Deliverables

Deliverables

PO Views Deliverable(s)

2 STEPS

1) The Topic Manager validates the Deliverables

2) The Coordinator uploads and submits them to Clean Sky JU

Consortium Clean Sky JU

A new version has to be uploaded

Deliverables - workflow

Validation / Rejection

Ask for revision

PO Approval: Accept

Deliverables - defining

Deliverables are defined in NEF during the Negotiation process.

Modifying deliverables, throughout the life of the project, can be done via Amendments (when the NEF session is re-opened).

Deliverables - defining

The Deliverables List is imported automatically in SESAM.

The Coordinator uploads the Deliverables.

Deliverables - uploading

The Coordinator uploads the Deliverables.

Text Deliverables are uploaded as PDF documents.

Deliverables of other nature than reports (equipment, software, etc) should be uploaded as a document containing a product description, pictures, etc.

Note: temporary status

Benef.

Coordinator submits the Deliverable to Cleansky

Deliverables - submission

Benef.

Once submitted, the deliverable goes in the “Submitted deliverable” state.

If the Deliverable is accepted by the Project Officer, the status changes to “Accepted”

If the Deliverable is rejected by the Project Officer, the status changes to “Rejected” and a new version has to be uploaded.

Deliverables - acceptance

Reports

Publications, Patents, Dissemination Activities and ExploitableForegrounds

Reports

- PO assessement taking into account the Topic Manager’s feedback

- If needed : PO asks for a revision

2 STEPS1) After previous validation from the

Topic Manager, the Coordinator creates, saves, modifies and completes the Reports

2) The Coordinator submits the Reports to Clean Sky JU

Consortium Clean Sky JU

Report(s) have to be revised and resubmitted

Reports - workflow

- Display Report- Download Attachment

Periodic Report

Reports - Periodic Report

Periodic Report - selection

To be submitted within 60 days after the end of each Reporting Period (including the last Reporting Period)

Periodic Report - content

Content:

Project Periodic Report – general information

Declaration by the scientific representative of the project coordinator

1. Publishable summary

2. Core of the report

3. Deliverables and milestones tables

Content:

Periodic Report – general information

Content:

Periodic Report – declaration

Content:

1. Publishable summary:Summary description of project context and objectivesDescription of work performed and main resultsExpected final results and potential impactsProject public website address

Periodic Report – publishable summary

Publishable summary and the attachment are published on CORDIS!!!

Content:

2. Core of the report:Project objectives for the periodWork progress and achievements during the periodProject management during the period

Mandatory !!!

Periodic Report – core of the report

Content:

Periodic Report – deliverables and milestones

Click on the hyperlink to modify, submit …

A Periodic Report not submitted goes in an intermediate state – Draft.

Periodic Report – saving

An automatic email is sent to the Project Officer in Cleansky.

Periodic Report – submission

PublicationsPatentsDissemination ActivitiesExploitable Foregrounds

The Publications, Patents, Dissemination Activitiesand Exploitable Foregrounds List are part of the Final Report

Reports – Dissemination and Exploitation

Reports – Publications

Reports – Patents

Reports – Dissemination Activities

Reports – Exploitable Foregrounds

Final Report

Reports - Final Report

Final Report - selection

To be submitted within 60 days after the end of the project

Final Report - content

Content:

Project Final Report – general information

4.1. Final publishable summary report

4.2. Use and dissemination of foreground

4.3. Report on societal implications

Content:

Final Report – general information

Content:

4.1. Final publishable summary report:Executive SummarySummary description of project context and objectivesDescription of main S & T results/foregroundsPotential impact and main dissemination activities and exploitation resultsAddress of project public website and relevant contact details

Publishable summary and the attachment are published on CORDIS!!!

Final Report – publishable summary

Content:

4.2. Use and dissemination of foreground:Publication ListList of applications for Patents, Trademarks, Registered designs, etcList of Dissemination ActivitiesExploitable Foregrounds List

Final Report – use and dissemination of foreground

Content:

Final Report – societal implications

Final Report – submission

Final Report EU Financial Contribution Distribution

Reports - Final Report EU Financial Contribution Distribution

It has to be issued within 30 days after receipt of the final payment of the EU financial contribution

Final Report EU Financial Contribution Distribution

Common problems encountered when reporting

Content:

Periodic Report and Final Report are different – the two reports contain different information thus the need for a Periodic Report for the last period.

Publishable Summary is public – its content is published on Cordis, thus the need to making sure that it doesn’t contain confidential information.

The possible need of having an amendment – for certain issues preventing the reporting you may opt for an amendment.

The Final and Periodic Reports have different contents. The Periodic Report for the last period still needs to be submitted.

Final Report

4.1. Final publishable summary reportExecutive SummarySummary description of project context and objectivesDescription of main S & T results/foregroundsPotential impact and main dissemination activities and exploitation resultsAddress of project public website and relevant contact details

Periodic Report

1. Publishable summarySummary description of project context and objectivesDescription of work performed and main resultsExpected final results and potential impactsProject public website address

Final Report is complementary to Periodic Reports

Reports – publishable summary(1)

http://cordis.europa.eu/home_en.html

But it’s even easier…

Reports – publishable summary

Project: NEELEFFECTINTHESKY

CORDIS

Access to the attachment

CORDIS

(1) (2)

Amendments

For issues blocking the reporting process, you may apply for an amendment: The project accumulates delays and there is a need for an extension of duration. The Coordinator person is changed. The Reporting Periods are changed. The Annex I is changed.

However…

It is subject to Topic Manager and Project Officer approval. An amendment incurs bureaucracy and is time consuming. It has to be requested at the latest two months prior the end date.

For more information consult the CSJU GAPs amendments guide, available here:

http://www.cleansky.eu/sites/default/files/documents/csju-fp7_gaps_amendments_guide__external_version-1.pdf

Project Officers in Clean Sky JU:

ECO – Paolo TRINCHIERI - Paolo.Trinchieri@cleansky.eu

GRA – Andrzej PODSADOWSKI - Andrzej.Podsadowski@cleansky.eu

GRC – Sebastien DUBOIS - Sebastien.Dubois@cleansky.eu

SAGE – Vittorio SELMIN - Vittorio.Selmin@cleansky.eu

SFWA – Helmut SCHWARZE - Helmut.Schwarze@cleansky.eu

SGO – Ruud DEN BOER - Ruud.DenBoer@cleansky.eu

Support Project Officers:

Sebastiano ZILLI - Sebastiano.Zilli@cleansky.eu

Costin-Ciprian MIGLAN – Miglan.Costin-Ciprian@cleansky.eu

Clean Sky JU – operational team

For problems related to the Participant Portal: access rights, availability of buttons, etc.

For questions about the submission process.

Helpdesk :

For Consortium Digit eFP7 team

e-mail: ec-research-it-helpdesk@ec.europa.eu

Phone: +352 43 01 31 570

FP7 Helpdesk

Agenda10:00 - 10:15 Registration and welcome coffee10:15 - 10:30 Introduction on the reporting process workshop

10:30 - 13:00 1st Part: Technical reporting + SESAM13:00 - 13.30 Questions and answers session 13:30 - 14:30 Lunch and coffee break

14:30 - 16:15 2nd Part: Financial Reporting + FORCE16:15 - 16:30 Coffee break16:30 - 17:00 Questions and answers session

Questions and answers session

Lunch and coffee break

2nd Part: Financial Reporting + FORCE

Content Reporting periods Documents to be submitted Explanation of the Use of the Resources Payment types Identification of direct/indirect costs/ Special case of SME owners Certificate of financial statements (CFS) -Common mistakes Good / bad practices encountered during the validation of cost claims

2nd Part: Financial Reporting + FORCE

Reporting periodsDocuments to be submitted in original

(= signed paper version) Original* signed Form C All costs should be uploaded in Force.After electronic submission, the original signed document must follow by post immediately (except as below) Original* CFS when neededCompulsory when the reimbursement of costs is equal or superior to EUR 200,000 when cumulated with all previous payments for which a certificate on the financial statements has not been submitted and in any case at the end of the Project.* except if the Grant has been amended for the “Electronic submission only” or if it has been signed after the 01/01/2013. Explanation on the use of resources (Electronic) A short description of the tasks carried out with the breakdown is compulsory. Those explanations have to be reported into Force while preparing the form C. The WP references should be reported as well.

Please click on the organization name to edit the Form C that must be revised (no need to add an adjustment Form C)

How to revise a Form C on Force

Explanation of the Use of the Resources

Please provide an explanation of personnel costs, subcontracting and any major costs incurred by each beneficiary, such as the purchase of important equipment, travel costs, large consumable items, etc., linking them to work packages.

There is no standard definition of "major cost items". Beneficiaries may specify these, according to the relative importance of the item compared to the total budget of the beneficiary, or as regards the individual value of the item.

These can be listed in the following table (one table by participant):

Explanation of the Use of the Resources

TABLE 3.1 PERSONNEL, SUBCONTRACTING AND OTHER MAJOR COST ITEMS FOR BENEFICIARY 1 FOR THE PERIOD

Work Package

Item description Amount in € with 2

decimals

Explanations

Ex: 2,5, 8, 11, 17

Personnel direct costs

235000.00 € Salaries of 2 postdoctoral students and one lab technician for 18 months each

5 Subcontracting 11000.02 € Maintenance of the web site and printing of brochure

8, 17 Major cost item 'X' 75000.23 € NMR spectrometer11 Major cost item 'Y' 27000.50€ Expensive chemicals xyz for experiment abc

Remaining direct costs

15000.10€

Indirect costs

TOTAL COSTS 363000.85€

Entering the explanations on the use of resources

You must fill in at least one

major “Cost” item

The “Total” cost is automatically calculated on the basis

of the individual cost items.

Actual indirect costs are directly editable (without details).

Entering the explanations on the use of resources

Payment types

pre-financing in accordance with Article 6 (of GA)

interim payments of the JU financial contribution corresponding to the

amount accepted for each reporting period

final payment of the JU financial contribution corresponding to the

amount accepted for the last reporting period plus any adjustment

needed

The total amount of the pre-financing and interim payments for each project

shall not exceed 80% of the maximum JU financial contribution set out in Article 5 (of GA)

Identification of direct costs

Direct costs are the eligible costs which can be attributed directly to the project and are identified by the beneficiary as such, in accordance with its accounting principles and its usual internal rules.

With regard to personnel costs only the costs of the actual hours worked by the persons directly carrying out work under the project may be charged :

either the costs of the actual hours OR the average personnel costs, if this is its usual cost accounting practice and under certain conditions.

For SME owners and other natural persons who do not receive a salary: they must charge as personnel costs a flat rate based on the allowances used in the People Specific Programme ( see Annex II of the Grant Agreement for Partners, art. II.14. Eligible costs of the project )

SME owners and other natural persons who do not receive a salary shall charge as personnel costs a flat rate.

Useful calculator: « SME owners and natural persons without a salary: hourly rate calculation tool »

Available at :

http://ec.europa.eu/research/participants/portal/desktop/en/funding/reference_docs.html#fp7 (under << Financial issues>> SME owners and natural persons without a salary: hourly rate calculation tool )

Special case of SME owners

Identification of indirect costs

Indirect costs are all those eligible costs which cannot be identified by the beneficiary as being directly attributed to the project, but which can be identified and justified by its accounting system, as being incurred in direct relationship with the eligible direct costs attributed to the project.

Identification of the indirect costs, according to the validated methodology :

The actual indirect costs method – The beneficiary must have an analytical accounting system OR

Simplified method OR

The 20 % flat rate option of its total direct eligible costs, excluding its direct eligible costs for subcontracting and the costs of resources made available by third parties which are not used on the premises of the beneficiary.

Certificate of financial statements (CFS) (Annex VI – Form D of the Gaps)

The Certificate of Financial Statements has to be transmitted to the JU together with the Financial Statements (Forms C). The Certificate of the Financial Statements is composed of 2 separate documents:

1) The terms of reference (TORs) duly signed by the beneficiary and the auditor, representing in fact the engagement letter between the beneficiary and the auditor. The engagement letter must be dated and signed by both parties.

2) The independent Report of Factual Findings to be issued on the auditor's letterhead and dated, stamped and signed by the auditor .The report comprises of the general part (comparable with executive summary) and of a detailed description in table format describing the procedures performed by the auditor and the findings resulting there from. This table should be paraphed by the auditor.

A copy of all Form Cs , as submitted to the JU, should be attached to the CFS and should be stamped by the auditor !!!

Certificate of financial statements (CFS) Note to beneficiaries and CFS auditors

• The Procedures stated in the table of the CFS Report of factual findings (left hand column) should not be altered. The wording should be maintained literally.However the auditors may add further procedures, which they consider necessary

• The same applies in principle for the Standard factual findings and basis for exception reporting (right hand column of the table). However, out of the options provided in the model text the relevant ones have to be chosen and the text has to be used only where it is applicable. The model text of the findings and exceptions must NOT be simply COPIED/PASTED !!!

In Procedures and Findings/Exceptions, additional information is always welcome...

Term of Reference: not signed by both parties (beneficiary and auditor)

In addition, when the procedures performed by the auditors are not correctly reported and in particular: Procedure 1 related to the “personnel cost” : the auditor reports the hours worked for

the project while he has to report the average number of hours per year (regardless of the project)

Procedures 5 & 6 : subcontract. The auditor declared having performed the check while no sub-contract was reported.

Procedure 10 : check on indirect costs must be performed if the “real method” has been used. The common mistake is the missing information about the type of ratio used for the calculation of such costs.

Procedure 10 & 11 : indirect costs – when making use of a “simplified method” (procedure 11) the auditor should also confirm that the non eligible costs of procedure 10 have been excluded.

Procedure 12 : exchange rate. One of the two options has to be reported (not both).

Common Mistakes on Certificates of Financial Statements

CFS ! Make sure to use the latest version of Annex VI –

Form D available on the CSJU website:

http://www.cleansky.eu/content/homepage/reference-documents

Common Mistakes on Certificates of Financial Statements

Report of Factual Findings

Good practice:

In the section « Objective », amongst other information, the total declared costs to be certified are mentioned by the auditors together with the indication of the period(s) covered (current period and previous, if applicable,and any adjustmemts of previous period).

NB! Any statement from the auditors should always be based on full cost.

Cost claims audited are attached to the report and stamped/paraphed by the auditors.

Good / bad practices encountered during the validation of cost claims

Sub-contracting Bad practices:

1) procedures confirm the compliance with eligibility criteria for sub-contracting, although no such expenses have been charged to the audited project costs as per cost claim.

2) Inconsistent information provided in the procedures compared to exceptions noted on best value for money and factual findings in the report.

3) Unclear information provided in the report on work performed.

Sub-contracting Good practice:

Procedure 6 – Tendering Procedure

The objective of this procedure is to verify that the principles of best value for money, transparency and equal treatment is respected.It often happens that the beneficiary is unable to provide evidence of fair tendering.However, based on his findings the auditor should at least be able to confirm the principle of best value for money.

Exception: When tasks performed by the subcontractor are highly specialised in nature and there are relatively limited sources available for such services.However, prior approval of the project officer is requested and evidence should be provided if needed.

Sub-contracting Good practice:

Procedure 6 – Framework contract

Subcontracts concluded between a beneficiary and a subcontractor on the basis of framework contracts entered into force before the beginning of the project in accordance with the beneficiary’s usual management may be accepted.

Standard productive hours Problem area:

The standard productive hours and/ or actual productive hours are sometimes comparatively low.

No information is provided in those cases, why and whether the calculation of the individual actual cost rates is still reasonable.

No evidence is provided in the certificate to the JU, that the auditor questioned the proper calculation of the number of the productive hours used for determining the actual personal rates.

Part-time work should be mentioned by the auditor.

Problems encountered during the validation of cost claims – personnel costs

Mixing up procedures for actual personnel costs and average personnel costs

Problem area: Different procedures have to be applied depending on the method used for determining the personnel costs of the project. The auditor should be very careful in the terms used….The usage of terms such as “average productive hours” for allocating actual personnel costs to the project is often mixed up with the term “average personnel costs”. They are not equal!! The procedures to be applied are DIFFERENT….Bad practice: Application of elements of both procedures… the auditor should only use the procedures applicable for the method used!! No mixing!! It doesn’t make sense…

Problems encountered during the validation of cost claims - Personal

Actual personal cost -procedures to be performed by the auditor

Procedure n° 1 in full

NB. The average number of productive hours for the employees selected is equal to “Productive hours” which represent the (average) number of hours made available by the employee in a year (regardless of the work performed for the project) after the deduction of holiday, sick leave and other entitlements

The auditor should perform the procedure 1 and 4 (A, B or C) :

• Procedure n°1 should be performed in full if 4B is applicable:The auditor should base his work on the results of procedure 1 concerning calculation of standard productive hours.

• Procedure n°4 B (the common one) The auditor is requested to review the beneficiary's average personnel costingmethodology in the light of the 4 criteria set forth in the Commission decisionC(2011)714 on the simplification introducing the new acceptability criteria for averagepersonnel costs and based upon the information related to procedure n°1 Procedure n° 4A is for those having a Certificate of Methodology ex-ante

validated by the EC. In that case for the procedure n° 1, the auditor is requested to check only the part related to productive hours.

Procedure n°4 C is applicable only for SME owners and natural persons not receiving a salary

Average personal cost -procedures to be performed by the auditor

Indirect costs

Good practice:

Depending on the Indirect Cost Model (ICM) used by the beneficiary, the

auditor should complete the following procedures:

• Actual Indirect Costs: procedure n°10

• Simplified method: procedure n°10 (part) and 11

• Flat rate: Part of the 10 Bad practice:

In the basis for exception reporting relating to actual indirect cost, the cost driver is not presented.

Problems encountered during the validation of cost claims- indirect

Indirect costs

Good practice:

The auditor should obtain and review a detailed breakdown of Indirect costs (reconciled to the accounting records) and confirm that the costs indicated in the procedure 10 are not present.

In the standard factual findings the following sentence should be used by the auditor:

For each element of the breakdown, the auditor obtained the Beneficiary’s confirmation that it contained none of the ineligible costs specified (typical examples are leasing costs, loan charges, provisions for doubtful debt (but not normal accruals), local business and property taxes, customs duties, exchange losses from billing in a foreign currency).

Additional comments are welcome.

Procedure 10 & 11 Applicable for Simplified method

General issues – good/ bad practices audit fees

Audit fees Problem area:

Fees are not included in the eligible reported costs as management costs under subcontracting

Good practice: Audit fees should be declared as subcontracting costs in Management activity.

Average personnel costsNew procedures have been developed by the Commission for the CFS on APC with and without COMAV. The new provisions may be applied retrospectively for CSJU Gaps. However, the same method has to be used for all financial statements submitted from the beginning of the Gap.

Problem area:APC without COMAV:The auditors need to check the four basic criteria for the acceptability of average personnel costs without COMAV: • The average personnel cost methodology shall be the one declared by the

beneficiary as its usual cost accounting practice; as such it shall be consistently applied to all the participations of the beneficiary in the Framework Programme.

• The methodology shall be based on the actual personnel costs of the beneficiary as registered in its statutory accounts, without estimated or budgeted elements;

Problems encountered during the validation of cost claims - Average personnel costs

Single Submission/rejection

• In the coming weeks, the single submission will be implemented. This means that the technical AND the financial reports should be submitted electronically in the same time.

• In case one or both reports have an issue, both will be rejected for revision.

• A single rejection letter listing the correction/clarification to be provided will be sent automatically via e-mail.

Do not delay the payment : Please read carefully the reason and provide a full set of correction/clarification as requested.

Participant PortalForceFORM C EDITOR

FINANCIAL Reporting Tool http://ec.europa.eu/research/participants/portal

FORCE – Financial Reporting Tool

Suport / Help-desk

Login on the Participant Portal

FORCE, financial reporting tool

Workflow Electronic only (slides 8 47)

Workflow Eectronic + PAPER (slides 48 50)

SINGLE SUBMISSION (Force, Sesam, Front end) (slides 51 55)

Content

Hel Desk

Help DeskPARTICIPANT PORTAL

SUPPORT tab

Possibility to upload a screen shot

Login with your ECAS account

You are now logged in to the Participant Portal MY AREA

"My Projects"

Access the available tools for each project

• Web based tool to edit and submit Forms C

• Force : FORM C EDITOR

• The preparation of FP-7 FORM Cs with updated and correct contract information of each Beneficiary in the Project

• Printing of Forms C

• Electronic submission of FORM Cs to Cleansky + paper (for some projects – see further)

• Correction of Form Cs after revision asked by Cleansky

Key services

WORKFLOW 1

ELECTRONIC ONLY

for Grants signed after 01/01/2013and

Grants signed before

if AMENDMENT "ELECTRONIC only SUBMISSION

of reporting" is signed

Login with Ecas account (Appropriate Role has been defined)

Go to tab ‘MY AREA’Click "MY PROJECT(S)"

Click on 'Financial Reporting’

Beneficiaries fill in Form C andnotify the FSIGN (Financial Statement Authorised Signatory)

FSIGN signs electronically the Form C & submits it to the Coordinator

Coordinator submits all Form Cs to Cleansky

Checks Form Cs (possibility to request revision)

Consortium

Participant Portal

Cleansky

Coordinator / Beneficiaries

Add / Fill in Form C

Coordinator screenAdd Form C

(1)(2)

Beneficiary screenAdd Form C

FORM C (upper part) (1)

Fill in FORM C (lower part) (2)Declaration of Eligible costs

Mandatory fields

Data to be filled

* Clean Sky = 200.000€

Click on a cell and add inside a pop-up window, one or more detail lines for:• Cost• Explanation• Work Package

Fill in Eligible COSTS (1)

User can split total costs in sub-costs defining different description and work packages for each cell

+ Add a new line

Cost is a mandatory field

Total is calculated automatically

+ Add a new line

X Remove a line

If only one row exists/remains then the “X” icon becomes disabled

Upon clicking on “Done” sum of detail lines is copied back to corresponding field of Form C

Fill in other Costs

Edit Form Cs: after saving, the draft Form C remains editable (1) and can still be deleted

To edit, click on the hyperlink

of the Legal name

THIRD PARTIES

FORM C

Form C for Third Parties (1)

Third Party Form C (2)“Draft” status

Adjustment Form Cfor a previous Period

IF Requested by CLEANSY

Adjustment Form Cs (1)

Adjustment Form C

Legal names

Note: an Adjustment Form C can be filled to modify the data of a previous Period

At the end of the Project, one exception : possible to create an adjustment for the last period

e.g. Project is in Period 3, create adjustment for Period 2

Type only the DELTA (positive or negative Amount)

Coordinator / Beneficiaries

Save Form C Notify the Fsign (Financial Statement Authorized

signatory)

Save Form CNOTIFY FSIGN

(1) (2)

xxxxxxxxxxxxxx

signs electronically the Form C

and submits to the Coordinator

FSIGN signs and submits to the Coordinator

Coordinator

can reject the Form C of a Beneficiary

Coordinator rejects FORM C

After rejection status "draft" for BENEFICIARY

Coordinator

submits FORM(s) C to Cleansky

Coordinator selects Form Cs to be submitted (1)

Legal Names ShortNames

Coordinator obtains overview of Form Csready for submission and confirms (2)

ShortNames

Coordinator confirms in case Form Cs of all Beneficiaries were not submitted

SUBMIT FORM(s) C TO CLEANSKY (3)

Coordinator receives OK message

Note: Project Officers (Cleansky) will receive an automatic email

Submission History (1) Coordinator can view different submissions any time

Legal names

Submission History (2) Coordinator can view different submissions any time

E-receipt generated automatically for each

submitted Form C

in case of "Electronic only submission"

Open the submitted Form CE-receipt

AFTER Submission by Coordinator

Cleansky can ask for a revision

Revise Form C

Indicates that Cleansky asked to review Forms C

Revise a Form C: Edit and Resubmit

Open the submitted Form CPDF PRINT

Open the submitted Form CE-receipt

Open the submitted Form CUse of Resources

WORKFLOW 2

ELECTRONIC + PAPER

for Grants signed before 01/01/2013

(no Amendment about "Electronic only Submission of reporting")

Role of the Coordinator – Beneficiaries

Access Participant Portal (Financial Reporting)Beneficiaries fill in Form Cs & submit to CoordinatorCoordinator checks submissions done by Beneficiaries can reject a Form CCoordinator submits to CLEANSKY ( + Paper version)

Log on on with Ecas account Appropriate Role has been defined

Go to ‘MY AREA’ / MY PROJECTSFor the Project click on

Coordinator & Beneficiaries fill Form CCoordinator submits all Form Cs to Cleansky

Checks Form Cs (possibility to request revision)

Consortium

Participant Portal

Workflow

Cleansky

Single Submission

"Electronic only Submission of Reporting"

ELECTRONIC + PAPER SUBMISSION

FORCE / SESAM

• SESAM FRONT END • Conditions for SingleSubmission

The Periodic (Final) Report has to be created and finalised.It has the status "Ready for Submission" in Sesam Front End

• FORCE• Coordinator screen

• Conditions for SingleSubmission

Forms C are all "Submitted to Coord."

Scientific Report is "Ready for submission"

The Coordinator submits all the Form Cs and the Report(s) together (SINGLE SUBMISSION) to Cleansky

(1) Select all

• Single Submission by Coordinator

• Forms C"Submitted to JU"

• Submission History

Financial Officers in Clean Sky JU:

ECO & SAGE – Maria Di Francesco- Maria.Difrancesco@cleansky.eu

SFWA, SGO, GRA – Franky De Loof- Franky.Deloof@cleansky.eu

GRC – Conrad Zeppelin- Conrad. Zepellin@cleansky.eu

Romain Borgat, Project controller- Romain.Borgat@cleansky.eu

Elizabeth Gavin, Head of Administration and Finance- Elizabeth.Gavin@cleansky.eu

Clean Sky JU – financial team

http://www.cleansky.eu/sites/default/files/documents/ec_guidance_notes_beneficiaries_cfs_auditors_2013.pdf

1. Link to Commission guidelines for audit certification in FP7 – new version from July 2013:

2. Link to the guide on financial issues of CS Grants

http://www.cleansky.eu/sites/default/files/documents/guide_to_financial_issues_for_cs_gaps.pdf

Useful links

3. Link to Amendments Guide for Clean Sky Grant Agreements for Partners :

http://www.cleansky.eu/content/document/gaps-guidelines-amendments

Coffee break

Questions and answers session

Thank you all for attending