NOV-3733-SL-9715 Carbones KOM - May 10-11, 2010 – Toulouse, France 1 KICK-OFF MEETING May 10-11,...

NOV-3733-SL-9715 Carbones KOM - May 10-11, 2010 – Toulouse, France

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KICK-OFF MEETING

May 10-11, 2010


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1.1. Reporting and deliverablesReporting and deliverables

2.2. PaymentsPayments

3.3. EC ControlsEC Controls

4.4. Project visibility and disseminationProject visibility and dissemination

Project management / EC


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Deliverables identified in Description of Work of the Grant

Agreement: to be submitted according to the timetable

specified in the Deliverables list (pp. 23-25 of DoW).

Reporting towards EC – Deliverables


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Major aim of reporting: show EC that their subsidies Major aim of reporting: show EC that their subsidies are well used!are well used!

Contractual reporting, within 60 days of the end of Contractual reporting, within 60 days of the end of each reporting period (including the last reporting each reporting period (including the last reporting period). CARBONES has 3 reporting periods of 1 year period). CARBONES has 3 reporting periods of 1 year each (beginning on April 1st, 2010)each (beginning on April 1st, 2010) Activity reports Financial reports

Different from internal project reporting (internal Different from internal project reporting (internal project reporting required every 6 month)project reporting required every 6 month)

Reporting towards EC – Reports


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The periodic report comprises:The periodic report comprises:

An overview, including a publishable summary, of the progress of work towards the objectives of the project, including achievements and attainment of milestones and deliverables identified in the Description of Work;

An explanation of the use of the resources;

A Financial Statement (Form C) from each beneficiary + summary financial report for all beneficiaries together;

Financial statements should be accompanied by certificates (Form D), when appropriate.

Original copies signed to be sent by surface mail to Coordinator who sends them to EC

Reporting towards EC – Reports


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The only way of submission is The only way of submission is through SESAMthrough SESAM

Register in ECAS (Commission’s Register in ECAS (Commission’s Authentication Service):Authentication Service): https://https://webgate.ec.europa.eu/ecas/index.jspwebgate.ec.europa.eu/ecas/index.jsp

Once access granted, log in and submit documents via SESAM

What information should be submitted:

1. Deliverables

2. Publications

3. Patents (if relevant)

4. Periodic and final reports

• Additional information on SESAM see: http://webgate.ec.europa.eu/sesam/index.do

Submission of reports


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Requested by Coordinator - Every 6 month:

Task leaders submit their activity report to their WP leader within 10 days after the end of period

WP leaders submit their activity report to the Coordinator within 20 days after the end of period

Coordinator submits the consolidated activity report to EC within 30 days after the end of period (when applicable)

Internal reporting

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EC pays the Coordinator, who pays all Partners (bank account dedicated to the CARBONES project)

Coordinator pays Partners not later than 30 days after receipt of funds from EC

EC gives a first payment within 45 days after signature of grant agreement. This is the only pre-payment of the whole project

The other payments are due after the end of each reporting period

EC has 105 days after receiving the report to assess it and give the corresponding payment

Payments


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Financial Statements (Financial Statements (FORM C) are submitted via FORM C) are submitted via FORCE

FORCE is a web based tool to edit and submit Forms C Use your ECAS registration to enter FORCE

(https://webgate.ec.europa.eu/ecas/index.jsp)

Further information seeFurther information see:

ftp://ftp.cordis.europa.eu/pub/fp7/docs/presentation-force_en.pdf

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Submission of financial statements: FORCE


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Worth remembering - EC keeps:Worth remembering - EC keeps:

10% (retention rate) until acceptation of final report

5% for a guarantee fund (these 5% will be paid at the end of the project, if successful)

The CARBONES bank account is an interest-bearing account as provided for by EC. Interests generated must be declared and are subtracted from the amount paid by the Commission

Financial reports: EC uses them to check that 70% of Financial reports: EC uses them to check that 70% of the previous payment has actually been used the previous payment has actually been used (condition for the next payment)(condition for the next payment)

Subsidy may be reduced or suspended if work programme late, partially met, not or badly executed…

Payments


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After reception of the reports the REA may:After reception of the reports the REA may:

Approve the reports and deliverables: REA disburses the corresponding payments within 105 days of their receipt unless the time-limit, the payment or the project has been suspended;

Suspend the time limit if reports/deliverables have not been supplied, are incomplete, unclear or raise doubts concerning the eligibility of costs claimed.

Suspend the payment at any time for the amount intended for the beneficiary(ies) concerned: for details see Article II.5 of Annex II (General conditions) to the grant agreement;

Reject the reports and deliverables by giving an appropriate justification and, if appropriate, start the procedure for termination of the GA.

Approval of reports


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Final payment once EC has approved final report and Final payment once EC has approved final report and accountsaccounts

If final budget exceeds forecasted budget: no extra payment by EC. Only the maximum amount of subsidy provided for in the Grant Agreement shall be paid

If final budget lower than forecasted budget: EC applies the maximum subsidy rate (%) to the final budget

EC can call money back if total payments received by EC can call money back if total payments received by the project exceeds the final amount due by ECthe project exceeds the final amount due by EC

Remember: EC contribution = costs justified by partners & accepted by EC * funding rate

(within the maximum budget forecasted)

Remember: EC contribution = costs justified by partners & accepted by EC * funding rate

(within the maximum budget forecasted)

Payments


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Audits undertaken by EC: ANY TIME during the project and within 5 years AFTER the end of the project

Remember to keep ALL proofs of the expenses you’ve engaged (incl. transport tickets, transport invoices, attendees lists, work contracts, payrolls,…) for 5 years after the end of the project

Certifications on final statements: compulsory from 375 Keuros of subsidy (only 2 partners will have to provide them)

Commission's Research DGs have adopted a new and reinforced audit strategy. As a result the number of audits and participants audited will increase significantly. More information at:http://cordis.europa.eu/audit-certification/home_en.html

Controls by EC


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Independent experts are appointed as reviewers to: Independent experts are appointed as reviewers to:

give external advice to the REA on the project for the period concerned

assist the REA by recommending any reorientation that may be required

Controls by EC


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The aim of EC is to support research at large… Publicity is therefore a claim of EC (if not respected, EC may partly retain subsidies, or even ask for reimbursement)

CARBONES website + workshops = main elements of project dissemination

Logos of the EU and the project + mention that the project is supported by the EU are compulsory in all publication or communication ( : original logos only)

Project visibility and dissemination


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All publications shall include the following statement: “The research leading to these results has received funding from the European Community's Seventh Framework Programme ([FP7/2007-2013]) under grant agreement n°24316”

Remember every publication must be submitted 45 days before to the Coordinator and all Partners concerned (see Consortium Agreement)

During and after the project, the coordinator shall provide references and an abstract of all scientific publications relating to foreground at the latest two months following publication

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Project visibility and dissemination


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Carbones Consortium Agreement

Carbones Grant Agreement

FORCE users’ manual and 3 SESAM users’ manuals

EU Financial guidelines, EU Reporting guidelines

Templates:

Time recording sheet

Activity report (internal)

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Documents provided in the USB key


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Please ask us…Please ask us…

Need more details? Need more details?

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