www.jpi-culturalheritage.eu 1
JHEP Coordination Action in support of the implementation
of a Joint Programming Initiative (JPI) on Cultural Heritage and Global Change:
a new challenge for Europe
JHEP – WP 1 Management and Coordination 5th meeting
Roma, 24 October 2013
Patrizia Bianconi – JHEP Project Management
JHEP 5th Meeting Rome, 24 October 2013
www.jpi-culturalheritage.eu 2
DISTRIBUTION OF THE FINANCIAL
CONTRIBUTION
Expected EC grant per partner
General Conditions
Procedures for Transfer of Funds
Amounts to be transferred
JHEP 5th Meeting Rome, 24 October 2013
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JHEP PARTNERS BUDGET
No.
Part.
Beneficiaries
Co.
month/man
Personnel costs
Travel
and subsist
ence
OTHER DIRECT COSTS
Total
direct other cost
Total direct cost
Indirect costs
TOTAL
Operational costs
JHEP Meetin
g
GB Meetin
g
EB Meetin
g
SC Meetin
g
AB Meeting
Workshop (X4)
P1. MIBAC IT 84,33 481.800,00 31.750 52.000 14.000 96.000 35.000 36.000 18.000 251.000 764.550 53.518,50 818.068,50
P2. AHRC UK 57,00 227.700,00 8.750 5.000 14.000 7.000 36.000 20.000 80.000 316.450 22.151,50 338.601,50
P3. RCE NL 31,00 85.700,00 8.750 14.000 7.000 20.000 41.000 135.450 9.481,50 144.931,50
P4. RPF CY 10,00 40.000,00 7.000 14.000 7.000 21.000 68.000,0 4.760,00 72.760,00
P6. MCC FR 18,00 90.000,00 7.000 14.000 7.000 21.000 118.000,0 8.260,00 126.260,00 P7. HC IE 62,00 210.000,00 7.000 70.000 14.000 7.000 40.000 131.000 348.000,0 24.360,00 372.360,00
P8. BELSPO BE 14.000 7.000 21.000 21.000,0 1.470,00 22.470,00
P9. MSHE PL 14.000 7.000 21.000 21.000,0 1.470,00 22.470,00
P10
. ANCS RO 14.000 7.000 21.000 21.000,0 1.470,00 22.470,00 P11
. MESCS SI 14.000 7.000 21.000 21.000,0 1.470,00 22.470,00
P12. MINECO ES 4,00 11.800,00 1.750, 14.000 7.000 21.000 34.550,0 2.418,50 36.968,50
Total 266,30 1.147.000 72.000 125.000 14.000
236.000
105.000 72.000 18.000 80.000 650.000 1.869.002 130.830 1.999.830,00
JHEP 5th Meeting Rome, 24 October 2013
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Expected EC grant total per partner after
amendment
IT MIBAC 818.068,50
UK AHRC 338.601,50
NL RCE 144.931,50
CY RPF 72.760,00
FR MCC 126.260,00
IE HC 372.360,00
BE BELSPO 22.470,00
PL MSHE 22.470,00
RO ANCS 22.470,00
SI MESCS 22.470,00
ES MINECO 36.968,50
JHEP 5th Meeting Rome, 24 October 2013
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General Conditions
The financial contribution of the European Commission to the
Project shall be distributed to the Partners by the Coordinator
according to:
the Consortium Budget as included in the Grant
the approval of reports by the European Commission,
and
the schedule of transfer of funds specified in the Grant,
according to the rules specified in section 3.3.7.
JHEP 5th Meeting Rome, 24 October 2013
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Procedures for Transfer of Funds
After receiving the EC grant, the Coordinator shall:
notify the Partners of the date and composition of the
amount transferred to its bank account, giving the relevant
references.
transfers of funds to Partners will be handled according
to the schedule to be shown.
In no case during the period corresponding to Transfer of
funds, the total funding received by each Beneficiary may
exceed 85% of the maximum EU contribution (100% - 5%
Guarantee fund -10% Retention).
JHEP 5th Meeting Rome, 24 October 2013
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Amounts ALREADY transferred
According the CA (I)
1. Pre-financing:
Amount to be received by the Commission =
61,67% of the total amount = 1.233.295,15 Euro
Upon receipt by the Coordinator of the pre-financing from
the Commission, the Coordinator shall distribute the
shares for Reporting Period 1.
Each Partner already received the 25% of its share
immediately after the reception of the Pre-Financing
from the Commission.
JHEP 5th Meeting Rome, 24 October 2013
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Amounts to be transferred
According the CA (II)
2. Pre-financing:
After receiving the Internal Report at month 9, the Coordinator
provided the Partners with an additional pre-financing, equal to
the amount spent by each Partner in the first 9 months.
If a Partner spends more than 25% of its share before Month 9,
it will submit to the Coordinator an additional Internal Report,
and it will immediately receive the additional 25% of Pre-
financing. The same rule will be applied at months 18 and 27,
until the total amount of Pre-financing will be distributed to the
Partners, according to their share.
JHEP 5th Meeting Rome, 24 October 2013
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Amounts to be transferred following 9 month
internal financial reporting
JHEP 5th Meeting Rome, 24 October 2013
Coordination Management Other Total
EXPECTED
EC GRANT
Total funding
during the
project (85%)
MAX Advance
Payment from
UE (61%)
Advance
Payment
Month 0
(25%)
Amounts
accounted at
9 months
Amount you
received at 9
months
Amounts
accounted
at 18
months
1 MIBAC IT 450.100,00 460.450,00 0,00 910.550,00 818.068,50 695.358,23 481.704,37 195.275,00 313.737,09
2 AHRC UK 361.740,00 18.000,00 0,00 379.740,00 338.601,50 287.811,28 184.103,45 74.632,50 65.224,27 65.224,27 146.295,94
3 RCE NL 147.919,20 14.620,80 0,00 162.540,00 144.931,50 123.191,78 64.667,16 26.215,00 40.382,99 40.382,99 47.452,36
4 RPF CY 68.400,00 13.200,00 0,00 81.600,00 72.760,00 61.846,00 44.871,09 18.190,00 11.047,89 11.047,89 31.183,31
5
TUBITA
K TK 0,00 0,00 0,00 0,00 0,00 0 81.163,89 0 0 0,00
6 MCC FR 127.200,00 14.400,00 0,00 141.600,00 126.260,00 107.321,00 77.864,54 31.565,00 2.288,65 2.288,65 31.302,07
7 HC IR 401.071,20 16.528,80 0,00 417.600,00 372.360,00 316.506,00 229.634,41 93.090,00 67.680,17 67.680,17 141.875,78
8 BELSPO BE 25.200,00 0,00 0,00 25.200,00 22.470,00 19.099,50 13.857,25 5.617,50 1.522,71 1.522,71 4.123,31
9 MSHE PL 25.200,00 0,00 0,00 25.200,00 22.470,00 19.099,50 13.857,25 5.617,50 0 0 370,43
10 ANCS RO 25.200,00 0,00 0,00 25.200,00 22.470,00 19.099,50 13.857,25 5.617,50 721,009 721,009 757,46
11 MESCS SI 25.200,00 0,00 0,00 25.200,00 22.470,00 19.099,50 13.857,25 5.617,50 2.808,30 2.808,30 5.395,61
12 MICINN ES 39.300,00 2.160,00 0,00 41.460,00 36.968,50 31.423,23 13.857,25 5.617,50 3.954,41 3.954,41 4.883,76
TOTAL 1.696.530,40 539.359,60 0,00
2.235.890,
00 1.999.830,00
www.jpi-culturalheritage.eu 10
Amounts to be transferred (III)
3. Interim payment:
Following the approval of Reporting Period 1 from the
Commission.
Amount to be received by the Commission =
actual costs of partners = ??????? Euro
The distribution of the Interim Payment to the Partners will
be based on the actual costs documented by the Partners
in their Internal Reports, until a maximum amount of 85%
of their share.
JHEP 5th Meeting Rome, 24 October 2013
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Internal PERIODIC TECHNICAL
REPORTS FOR
WPs and TASKs LEADERs
Operative commencement date of the contract : 01 October 2011
1st Report (within 60 days) 30 June 2012
2nd Mid-Term Assessment report to EUROPEAN COMMISSION
(within 60 days) 31 March 2013
3th Report (within 60 days) 31 December 2013 FINAL PROJECT REPORT
(within 60 days) 30 September 2014
JHEP 5th Meeting Rome, 24 October 2013
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PERIODIC ADMINISTRATIVE REPORTS
FOR ALL PARTNERS
• 30 June 2012 – Internal Adm. Report
• 31 March 2013 (within 60 days) - 1° ADMINISTRATIVE REPORTING TO EC
• 31 December 2013 – Internal Adm. Report
• 30 September 2014 (within 60 days) - FINAL ADMINISTRATIVE REPORTING
JHEP 5th Meeting Rome, 24 October 2013
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The Periodic Administrative Report is composed of 2 different documents :
Financial Statements FORM C
and
Use of resources table
PERIODIC ADMINISTRATIVE REPORTS
FOR ALL PARTNERS
JHEP 5th Meeting Rome, 24 October 2013
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ATTENTION !!!!
Now the ‘Use of resources’ table is no longer part of the periodic report but has been integrated into the online FORM C.
This is a technical change only, not a change in the concept!
The same data will have to be provided
PERIODIC ADMINISTRATIVE REPORTS
FOR ALL PARTNERS
JHEP 5th Meeting Rome, 24 October 2013
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CONTENTS OF USE OF RESOURCES:
The 'resources' tables provide information on the reported costs in the columns "Work Package", "Explanation" and "Cost".
Personnel costs are to be detailed by specifying at least the number of person months for each category of
personnel.
All subcontracting costs are to be described.
Other direct costs are to be divided into the subcategories durable equipment, travel costs, consumables and other.
PERIODIC ADMINISTRATIVE REPORTS
FOR ALL PARTNERS
JHEP 5th Meeting Rome, 24 October 2013
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Travel costs:
Who travel ?
When ?
Where ?
Travel costs for Mangment: GB meeting, StC meeting
Travel costs for Coordination: WP travel, JPI-Co Work meeting,..
…catering, printing, etc
CONTENTS OF USE OF RESOURCES
OTHER COSTS
JHEP 5th Meeting Rome, 24 October 2013
www.jpi-culturalheritage.eu 2nd Meeting
Rome, 22nd March 2012
www.jpi-culturalheritage.eu
IN ADDITION TO THE ELECTRONIC SUBMISSION
signed paper originals in 2 copies
must be sent to the Coordinator
- The Forms CThey must be the print-outs of the electronic Forms C. They may not show any watermarks. This is why the Forms C should not be printed until they have been submitted electronically to the Commission by the coordinator
- The Certificates on the Financial Statements, if required.
PERIODIC ADMINISTRATIVE REPORTS
FOR ALL PARTNERS
JHEP 5th Meeting Rome, 24 October 2013
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SCHEDULE OF NEXT PROJECT MEETINGS
JHEP 5th Meeting Rome, 24 October 2013
www.jpi-culturalheritage.eu
NEXT PROJECT MEETINGS
2nd HERITAGE PLUS Meeting = 26 March 2014
JHEP StC Meeting = 27 March 2014
JPICH GB Meeting = 28 March 2014
will be in Rome
JHEP 5th Meeting Rome, 24 October 2013
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www.jpi-culturalheritage.eu
3th Meeting Rome, 18 October 2012
www.jpi-culturalheritage.eu
1st day – Work Package Groups Meeting = It’s an
operative meeting. Must participate who have a scientific
and operative role for the implementation of the WPs (WP
Leader, Task Leader, + invited by WP Leader)
2nd day - Steering Committee Meeting = Must
participate the JHEP WPs leader + the members of JPICH
Executive Board nominated by countries
3th day - Governing Board Meeting = Must participate the
person nominated by countries for Governing Board of JPI
CH + WPs Leader
WHICH MEETING FOR WHO??
3th Meeting Rome, 18 October 2012