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
UoR
Periodic Report 2Form C
UoR
Periodic Report nFinal Report
Form C UoRCFS
Deliv 1
Deliv 2
Deliv 3
Deliv x
Start
Period 1
Period 2
Period n
End
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
SESAM
Consortium
Clean Sky JU
General workflow
Phase « Active » means that the Grant Agreement has been signed
RD : Hyperlink to Reporting and Deliverables
(1) (2)
(3)
Access the Participant Portal
Electronic submission of Reports and Deliverables.
Access: http://ec.europa.eu/research/participants/portal
Reports & Deliverables
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
NEF
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).
NEF
SESAM
Deliverables - defining
The Deliverables List is imported automatically in SESAM.
The Coordinator uploads the Deliverables.
SESAM
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.
Benef.
Coordinator submits the Deliverable to Cleansky
Deliverables - submission
Benef.
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
(1)
(2)
(3)
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
(1)
(3)
(2)
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
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
Periodic Report – general information
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
Periodic Report – declaration
Periodic Report - content
Content:
Project Periodic Report – general information
Declaration by the scientific representative of the project coordinator
1. Publishable summary:Summary description of project context and objectivesDescription of work performed and main resultsExpected final results and potential impactsProject public website address
2. Core of the report
3. Deliverables and milestones tables
Periodic Report – publishable summary
Publishable summary and the attachment are published on CORDIS!!!
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:Project objectives for the periodWork progress and achievements during the periodProject management during the period
3. Deliverables and milestones tables
Mandatory !!!
Periodic Report – core of the report
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
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
(1)
(2)
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
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
Final Report – general information
Final Report - content
Content:
Project Final Report – general information
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
4.2. Use and dissemination of foreground
4.3. Report on societal implications
Publishable summary and the attachment are published on CORDIS!!!
Final Report – publishable summary
Final Report - content
Content:
Project Final Report – general information
4.1. Final publishable summary report
4.2. Use and dissemination of foreground:Publication ListList of applications for Patents, Trademarks, Registered designs, etcList of Dissemination ActivitiesExploitable Foregrounds List
4.3. Report on societal implications
Final Report – use and dissemination of foreground
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
Final Report – societal implications
Final Report – submission
Final Report EU Financial Contribution Distribution
Reports - Final Report EU Financial Contribution Distribution
(1)
(2)
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
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
4.2. Use and dissemination of foreground
4.3. Report on societal implications
Periodic Report
Declaration by the scientific representative of the project coordinator
1. Publishable summarySummary description of project context and objectivesDescription of work performed and main resultsExpected final results and potential impactsProject public website address
2. Core of the report
3. Deliverables and milestones tables
Final Report is complementary to Periodic Reports
Reports – publishable summary(1)
(2)
(3)
(3 a)
(3 b)
http://cordis.europa.eu/home_en.html
But it’s even easier…
Reports – publishable summary
Project: NEELEFFECTINTHESKY
Reports – publishable summary
CORDIS
SESAM
Access to the attachment
Reports – publishable summary
CORDIS
SESAM
(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 - [email protected]
GRA – Andrzej PODSADOWSKI - [email protected]
GRC – Sebastien DUBOIS - [email protected]
SAGE – Vittorio SELMIN - [email protected]
SFWA – Helmut SCHWARZE - [email protected]
SGO – Ruud DEN BOER - [email protected]
Support Project Officers:
Sebastiano ZILLI - [email protected]
Costin-Ciprian MIGLAN – [email protected]
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: [email protected]
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.
Good / bad practices encountered during the validation of cost claims
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.
Good / bad practices encountered during the validation of cost claims
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.
Good / bad practices encountered during the validation of cost claims
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
costs
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
costs
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
Help?
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
FORCE
• 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)
FORCE
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
Fill in Eligible COSTS (2)
+ Add a new line
X Remove a line
If only one row exists/remains then the “X” icon becomes disabled
Fill in Eligible COSTS (3)
Upon clicking on “Done” sum of detail lines is copied back to corresponding field of Form C
Fill in Eligible COSTS (4)
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
Adjustment Form Cs (2)
e.g. Project is in Period 3, create adjustment for Period 2
Adjustment Form Cs (3)
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
FSIGN
signs electronically the Form C
and submits to the Coordinator
FSIGN signs and submits to the Coordinator
(1)
(2)
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)
(1)
(2)
Legal Names ShortNames
Coordinator obtains overview of Form Csready for submission and confirms (2)
ShortNames
131
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
and
(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)
FORCE
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
FORCE
Workflow
Cleansky
Single Submission
"Electronic only Submission of Reporting"
OR
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
(2)
• Single Submission by Coordinator
• Forms C"Submitted to JU"
• Submission History
Financial Officers in Clean Sky JU:
ECO & SAGE – Maria Di Francesco- [email protected]
SFWA, SGO, GRA – Franky De Loof- [email protected]
GRC – Conrad Zeppelin- Conrad. [email protected]
Romain Borgat, Project controller- [email protected]
Elizabeth Gavin, Head of Administration and Finance- [email protected]
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