Progress and Financial Reporting

Geoff Butters, MDR Partners

05 March 2012, KB, The Hague

Content

Progress reports

Financial reports

NB the word ‘beneficiary’ refers to a partner (benefitting from EU funding)

Progress & Financial reporting is part of WP 7: Project Management

MDR Partners is WP7 leader

• Geoff Buttersand Mary Rowlatt

• administrative management

• reporting to the EC

• performance monitoring

Progress reports

Progress reports

Need to be submitted by all consortium members at regular intervals, initially quarterly

• I will send out details in the next few weeks

Allows the project management team to keep track of the activities of the project by partner

Provide the project coordinator with the necessary information to report back to the Commission

Progress reports II

All partners need to give a concise overview of all eCloud related activities carried out:• Provide a summary of progress towards objectives and

details for tasks you are involved in

• Highlight clearly significant results

• If applicable, explain the reasons for deviations from the Description of Work (DoW) and their impact on other tasks as well as on available resources and planning

• If applicable, propose corrective actions

• Provide a statement on the use of resources, in particular highlighting and explaining deviations between actual and planned person-months used.

Progress reports III

Indicate any relevant changes that could affect the project (e.g. change of staff)

Reporting in bullet-points is acceptable

• BUT: Always make sure to report about your activities in a way that allows people outside your institution to completely understand what you did

Progress reporting templates will be provided

Please - keep to deadlines!

• Chasing after 33 partners is a very time-consuming job!

Financial reports

Content Project key figuresProject key figures

Budget breakdownBudget breakdown

Payment modalitiesPayment modalities

Cost categories Cost categories

Eligible and non-eligible costsEligible and non-eligible costs

Time recordingTime recording

ReportingReporting

Project key figuresProject key figures

Reference: 325091325091

Project runs under the “Competitiveness and Innovation Framework Programme”.

Start: 1 February 2013Start: 1 February 2013

€ € 4.75million 4.75million total budget,, € 3.8million € 3.8million EU contribution.

687687 Person MonthsPerson Months planned

Duration: 3636 months, 33 full reporting periods for the EC,

66 progress reporting periods (every 6 months).

Budget breakdownBudget breakdown

These are the amounts you should have already received

Payment modalitiesPayment modalities

Payment modalities

Project = 36 months:

First pre-financing already paid - you should have received it

56% of Community contribution was actually paid

Two further pre-financing payments after 12 and 24 months:based on annual financial statements being accepted

Pre-financing + interim pre-financing limited to 90% of maximum Community contribution (retention of 10%)

Final payment based on financial statements being accepted, = outstanding balance

Cost categories

Eligible and non-eligible costs

Cost categories

• 80% reimbursement of eligible costs

• Direct cost categories;

PersonnelPersonnel

Subcontracting (if already budgeted)

Other specific direct costs (including travel and subsistence)e)

• Submission of individual financial statements and summary financial report as part of Periodic Reporting

Eligible Costs

Stated in DoW (Indicative breakdown of the budget and the Community financial contribution between beneficiaries).

Must be:- Necessary for project. Actually incurred by beneficiary during project duration

(except costs for final reports and audits as well as for technical reviews).

Identifiable and verifiable, recorded in the beneficiary’s accounts. Reasonable and justified. Eligible costs for personnel are gross salary including employer

costs (i.e. social premiums, pension and other personnel costs)

If in doubt, contact me, Geoff Butters, MDR Partners : geoff.butters@mdrpartners.com

Non-eligible Costs

In particular [full list: Art. II.20(2) of the ICT PSP financial guidelines[full list: Art. II.20(2) of the ICT PSP financial guidelines1 :

Exchange rate losses. Resources made available to a beneficiary free of charge (e.g. third-

party contributions). Value of contributions in kind. Indirect taxes and duties, including VAT (unless the beneficiary can

show that it is unable to recover it). Entertainment or hospitality expenses, except those accepted by the

Commission as being absolutely necessary for carrying out the project. Any cost incurred or reimbursed in respect of, in particular, another

Community, international or national project.

Overhead or indirect costs are NOT eligible.

1ICT PSP Financial Guidelines.

Time recordingor Time writing

Time recording / writing

Working time charged must be recorded throughout the duration of the project (e.g. by timesheets)

… and be certified by someone in authority.

It is a precondition for the eligibility of your personnel costs!

The time-recording system should: certify the reality of the hours worked on a

given task, and record the Work Package number. (I will provide a timesheet template)

Level of Detail to be reported for the EC

for Personnel costs

the people that worked;

• their name and/or position / seniority;

• the WPs they worked on;

• the person-months per WP. (backed up by timesheets showing hours)

for Other costs (Travel costs only for most partners) -

• Travel costs should be divided into

• (1) plane/train/car fares, and

• (2) accommodation & subsistence.

• Who, or at least how many people, travelled;

• The reason (project meeting, a conference for dissemination, etc);

• Dates of travel (they must be within the reporting period);

• Where (City/town & Country);

Thank you

Geoff Butters

geoff.butters@mdrpartners.com

Mary Rowlatt

mary.rowlatt@mdrpartners.com