EACI, European CommissionAstrid Geiger, Head of Sector

Market Replication Eco-Innovation Unit

Ease (y)our life: Technical and Financial Tips

Ecoinnovators' Day – Brussels – 8 October 2012

Technical Financial

Cost categoriesAmendmentsBudget ShiftsProfitFrequent mistakes

2

Tips Overview

3

Good for your business

Good for our work environment

Photo: Edwina Alexander

ADVERTISE

Share your results

Media mentions International expansion New staff Turnover Environmental impacts Your own stories Deviations

5

Share your results

Update the Project Information Sheet (PIS) Keep your website updated Info material Your products for our showcase Feedback to policy making Use layman report Always include our logo! Invite us

6

7

TEMPLATES

Photo: mlhradio

8

Templates

Timesheet

Project information sheet

Business plan

Reporting and financial statement

Communication Guidelines

Financial guidelines

http://ec.europa.eu/environment/eco-innovation/managing-projects/

9

Intellectual Property Rights

IPR: anticipate

Consortium agreement?

Provide technical information to the EACI

Share information and disseminate project results

Free service from Enterprise Europe Network: http://www.iprhelpdesk.eu

10Photo: Donna Cymek

STAFF

11

Staff

Substantiate hourly rates Only "known" staff

Freelance ‘staff’: Work in your premises Take directions from you Outcome of work belongs to you

12

Photo: WilliamOlyOlson

SUBCONTRACTING

13

Subcontracting

Services not goods Only for limited parts:

Certain tasks / special expertise Transparent selection, ideally 3 offers Clear contracts and invoices

Not "between you" Don't lose touch

14

Photo: The University of Iowa Libraries

EQUIPMENT

Equipment

Inform us when:Renting equipmentSelling equipment

Depreciation must follow your national accounting rules

15

16

Photo: dsevilla

AMENDMENTS

17

Amendments

Amendments when changes of:BeneficiariesName, legal status or bank detailsAnnex I (if significant)Duration (exceptionally)Budget

100 amendments processed… Please help us to reduce them!

Budget Shifts

Two kinds

Within flexibility of grant agreement: budget shift table needed

Beyond flexibility: amendment

> One month before project ends to request amendment

Template & guidelines:http://ec.europa.eu/environment/eco-innovation/files/docs/impl/budget_transfer_request.xls

18

19

PROFIT

Careful with profit

400,000 (EU)

+

300,000 (you)

=

700,000 (total)

20

400,000

+

600,000

=

1,000,000

300,000 profit

-300,000

21

Photo: Deanna Wardin Photo: Gui Tavares

REMINDERS

22

Reminder: Frequent mistakes

Complete?

Correct reporting dates?

VAT excluded?

Invoices included (3 biggest)?

Hourly rates correct?

Audit report included?

Incurred costs, not budgeted?

Reminder: frequent mistakes

Project name on invoices?

Correct depreciation of equipment?

Report and book keeping coherent?

Costs foreseen?

Correct cost category?

Contributions in kind as co-funding?

Costs eligible?

23

24

In case of doubt

25

In case of doubt

The grant agreement: your reference

Financial guidelines

Contact us

26

THANK YOU