Financial Management WP 11 Patrick Farcy I Ifremer

Financial Management WP 11 Patrick Farcy I Ifremer I patrick. farcy@ifremer. fr Jerico 2 - Oslo I - 1 General Assembly. GA IJERICONorway

Tables of content Milestones M 24 report M 36 report preparation General Assembly 2 - JERICO - 2

1. Milestones Contract period : Ø 01/05/2011 30/04/2015 (48 months) Reporting periods : P 1 : 01/05/2011 31/10/2012 (18 months) P 2 : 01/11/2012 30/04/2014 (18 months) Ø P 3 : 01/05/2014 30/04/2015 (12 months) Intermediate reports : Ø One internal report 9 months after the beginning of the contract (31/01/2012), Ø One report at mid-term stage of the project (30/04/2013), with scientific and financial review to follow the. General Assembly 2 the WP 3 and progress of - JERICO - Ø Ø

Milestones M 24 report M 36 Report preparation General Assembly 2 - JERICO - 4

2. M 24 report (1) The M 24 report covers the period from November 1 st 2012 to May 31 st 2013 and the objectives are double : - to check out the project progress, both in terms of tasks done on each work package and on the status of expenses incurred by each partner for the project, - to be fully operational with the official interim reporting M 18. The financial statement has been done with one templates to fill in by each beneficiary (same as presented in the next slides). General Assembly 2 - JERICO - 5

2. M 24 report (2) Main remarks : 1 - The Templates have been filled in by all the partners apart two beneficiaries (IBWPAN and INGV) without any time or costs involved during the first nine months, 2 - No costs presented for Trans National Activity (WP 7 and WP 8) as no internal calls was set up during the period. 3 - Many messages and confusions about the indirect costs for the coordination activity : you must declare your proper actual Indirect Costs (with your method of calculation) without taking account the threshold of 7% reimbursement by the EC. When you will fill in your actual indirect costs in the FORM C Assembly 2 - JERICO - 6 General via the

Milestones M 24 report M 36 Report preparation General Assembly 2 - JERICO - 7

3. M 36 report preparation (1) Project officer in Brussels Revised & approved o reports i 3 - 2 Template nt sio s sm ran T 1 Template & Form C Filled out COORDINATOR (jerico@ifremer. fr) Beneficiary 2 Beneficiary 3 Beneficiary N General Assembly 2 - JERICO - 8

3. M 36 2 nd PERIOD REPORTING THE MANAGEMENT HAS SEND THE INSTRUCTIONS TO USE - FOR TECHNICAL REPORTING USE GOOGLE+ https: //docs. google. com/document/d/1 xv. T 7 swu. GSBKC 35 Slk. QLa. Jrcb 341 VIHOJD 8 s. Gp 9 pml 4/edit? usp=sharing - FOR FINANCIAL REPORTING SEE MY MAIL (FARCY) from 28 -4 -2014 12: 05 JERICO M 36 REPORTING TECHNICAL REPORTING DEAD LINE: END OF MAY FINANCIAL REPORTING AND DRAFT FORM C: 10 JUNE ACKNOLEDGE OF THE MANAGEMENT: 20 JUNE ALL FORM C SIGNED BY FSIGN: END OF JUNE CONSOLIDATION OF THE REPORT: 1 st WEEK OF JULY General Assembly 2 - JERICO - 9

3. M 36 report preparation Activity/financial reporting is a main contractual duty for all FP 7 Reports include : Periodic reports delivered to the EC 60 days after the end of each reporting period One final report at the end of the project, and on request, short progress reports within the main reporting periods. A Certificate on Financial Statements (CFS) is mandatory for every claim (interim or final) in the form of reimbursement of costs, when the accumulated amount of requested funding is equal or superior to 375 000 €. General Assembly 2 - JERICO - 10

3. M 36 report preparation Front page by Coordinator Reporting : who does what ? Declaration project coordinator by Coordinator 1. Publishable summary by Coordinator + WP leaders Scientific work progress 2. Project objectives of the period by Coordinator + WP leaders 3. Work progress, during period (WP) by Coordinator + WP leaders 4. WPs deliverables & milestones tables by Coordinator + WP leader Management & financial issues 5. Project management by Coordinator + Partners 6. Explanation of the use of the ressources by each partner 7. Financial statements (Forms C) Summary financial report table by each partner by Coordinator 8. Certificates on Financial statement List of certificates by each partner by Coordinator Using UE internet Participant Portal General Assembly 2 - JERICO - 11

3. M 36 report preparation Reporting : which documents ? FORM C for combination of Collaborative Project & Coordination and Support Action (CP & CSA) declined the costs by activity (RTD, coordination, support, management). One template from the coordinator to comply with EC requirements about reporting, based on tables presented on the project reporting EC guide : - explanation of use of resources by each beneficiary for the period with work package reference Two useful Guidelines in Cordis website : Financial issues : ftp: //ftp. cordis. europa. eu/pub/fp 7/docs/financialguide_en. pdf Project reporting : General Assembly ftp: //ftp. cordis. europa. eu/pub/fp 7/docs/project_reporting_en. pdf 2 - JERICO - 12

3. M 36 report FORM C Template to fill in by each beneficiary through the Participant portal website : General Assembly 2 - JERICO - 13

3. M 36 report preparation (6) Template for detailed costs : General Assembly 2 - JERICO - 14

Thank you for your attention General Assembly 2 - JERICO - 15