SOTERIA Reporting

May 30, 2011

K.U.Leuven Research & Development

Myriam Witvrouw

Overview

1. Periodic report

2. Final report

3. Payments

1. Periodic Report

The periodic report for 1 November 1, 2010 – 31 October 31, 2011

Consists of: • An overview of the progress of work• An explanation of the use of the resources• A financial statement (Form C – Annex VI of the Grant

Agreement) from each beneficiairy

→ to be submitted through an online system: SESAM and FORCE

→ signed form C to be sent by the coordinator to the EC within 60 days after end of period

→ EC has 105 days to evaluate and execute corresponding payment

Consists of: • Publishable summary • Project objectives for the period• Work progress and achievements during the period (per

work package)• Deliverables and milestones tables (templates

available)• Project Management

All to be submitted online through SESAM

Overview of progress of work

• Work progress and achievements: = a concise overview of the progress of the work in line with the

structure of Annex I

- For all partners:

- send a summary of all your data to the respective WP leader of the WPs you are involved.

- template document ‘work progress’

Deadline: October 15

- WP leaders:

- to compile all data from your WP into a 2 page summary (based on structure of Annex I)

deadline: October 20

Overview of progress of work

• Deliverables and milestones:– Once a deliverable/milestone has been reached, this has to be

submitted online through SESAM

Overview of progress of work

• List of project meetings (dates, venues and minutes).

Deadline October 15

Explanation of the use of the resources

• Provide an explanation of personnel costs, sub-contracting and any major direct costs

• Indicate the relevant Work Package(s)• The total amount of direct costs must be the same as the direct costs

claimed in Form C • Reported costs must be in accordance with described tasks/scientific

work performed and person months in Annex I

A financial statement (Form C – Annex VI of the Grant Agreement) from each beneficiairy

• the form C needs to be submitted to the coordinator, through an online system: FORCE

• Deadline November 15

• After approval a signed copy of FORM C needs to be sent to the coördinator

Financial statement

Financial statement

Needs to be submitted online – through “Participants portal” - https://ec.europa.eu/research/participants/portal/

By clicking “Financial Reporting”, you will be redirected to FORCE, the Form C editor

Click to add form C

Choose the appropriate reporting period

Financial statement

To be filled in

Calculated automatically if indirect cost model is flat rate

Automatically calculated

Financial statement

Mandatory

• After saving the form C, it becomes a draft and can be adjusted by the beneficiary• After submitting the form C to the coordinator, it can’t be adjusted by the

beneficiary anymore • The coordinator will submit the form C to the EC. Afterwards, it can be signed by

the person authorised to sign the form C

Financial statement

Direct costs

Categories of direct costs:

Personnel

• Additional staff and permanent staff

• Time recording is necessary! (productive hours; and time allocated to activities: RTD, demo, management)

Travel and subsistence (please keep minutes + receipts) Consumables: directly related to the project – otherwise indirect

costs Equipment (depreciation + % usage!)

Indirect costs

Indirect costs: All costs that cannot be identified as attributed directly to the

project (the ‘running’ costs: electricity, heating, telephone, internet, computers, inkt cartridges…).

three methods for determing your indirect costs:

Special transition flat rate (60%) Standard Flat rate (20%) Real Indirect costs

will be calculated automatically in the form C when the method for determinating your indirect costs is a flat rate

Certificate on Financial statement (CFS)

– Mandatory when requested funding of beneficiary is above 375.000 Euro (not applicable for partners)

– CFS needed at the moment of reporting

– CFS provided by: • Independent qualified auditor • Public bodies, secondary and higher education establishments and research

organisations may opt for a competent Public Officer

– Costs claimed under Subcontracting under Management Activities

Please note: The Commission may, at any time during the implementation of the project, and up to five years after the end of the project, arrange for financial audits to be carried out.

Maximum EC-contribution

→ is related to the type of activity carried out in the project:

Research and Technological Development activities

• 50% of eligible costs for Industries• 75% of eligible costs for non profit public bodies,

secondary and higher education establishments, research organizations, SMEs

Demonstration activities: 50%

Management (+ CFS): 100%

Other activities (e.g. dissemination/training): 100%

2. Final Report

The final report for 1 November 1, 2008 – 31 October 31, 2011

Consists of: • Final Publishable summary report• Use and dissemination of results • Report on societal implications

→ to be submitted through an online system: CORDIS – SESAM

→ be sent by the coordinator to the EC within 60 days after end of period

→ EC has 105 days to evaluate and execute corresponding payment

Final Publishable summary report

Consists of 5 parts:

• An executive summary (max 1 page)• A summary description of project context and objectives

(max 4 pages)• A description of main results (max 25 pages)• Potential impact and main dissemination activities and

exploitation of results (max 10 pages)• Website address

All to be submitted online through SESAM

Use and dissemination of results (section 1)

Section 1 (public): Publications and dissemination activities

Use and dissemination of results (section 2)

Section 2 (public or confidential): Exploitable results and exploitation plans

Report on societal implications

Questions to be answered that assist the EC to obtain statistics regarding

• Ethics• Work force statistics• Gender aspects• Synergies with science education• Interdisciplinarity• Engaging with civil society and policy makers• Use and dissemination• Media and communication to the general public

Payments: Interim and final payments

Interim payments (after Year 1 and Year 2)

Payment equal to accepted EC-contribution for the reporting period Retention rate of 10% Maximum to be recieved before the end of the project = 85% of total EC-

contribution (taking into account 5% guarantee fund and 10% retention rate)

Final payment

= total accepted EC-contribution minus previous payments Transferred upon receipt from EC

Usefull links

• Guidance notes on project reporting:

ftp://ftp.cordis.europa.eu/pub/fp7/docs/project_reporting_en.pdf

• Guide to Financial Issues:

ftp://ftp.cordis.europa.eu/pub/fp7/docs/financialguide_en.pdf

• Guidance Notes on Audit Certification:

ftp://ftp.cordis.europa.eu/pub/fp7/docs/guidelines-audit-certification_en.pdf

• Manual force and ECAS:

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