PACMANA Study on Particle Accelerator Components’ Metrology and

Alignment to the Nanometre scale

Gregory CavalloEU-fin (DG-RPC-EUT)

Nov. 20th 2013

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Overview

EU Projects at CERN – Financial Management

- Duration: 4 years- Start date: 1st September 2013- End date: 31st August 2017

- Total EU contribution: 2,671,412.70 EUR

Innovative Doctoral programmes (IDP): One participant (CERN) offers an "innovative" doctoral training i.e. with an international, public-private sector and interdisciplinary dimension. The training can be completed with the participation of associated partners (other universities, research centres, private sectors, etc.)

- Early-Stage researchers:10 researchers360 months

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Cost Categories

• The EC contribution is distributed in 5 categories of costs:• Living allowance• Mobility allowance• Contribution to the research/training transfer of knowledge

programme expenses• Management activities, including Audit Certificate • Contribution to overheads

• Reference document is the Work Programme 2013.http://ec.europa.eu/research/participants/portal/ShowDoc/Extensions+Repository/General+Documentation/All+work+programmes/2013/People/m-wp-201301_en.pdf

EU Projects at CERN – Financial Management

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Cost Categories

• Project budget

EU Projects at CERN – Financial Management

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Cat.1 & 2: Monthly Living and Mobility Allowance

• Gross salary paid directly to the researchers

• Determined at recruitment date - will not change during the contract life

• Correction factor of the host organization will apply on both monthly living and mobility allowance (See Work Programme 2013)• Correction factor for Switzerland = 119.6%

• This allowance is the minimum value paid (mandatory !)

EU Projects at CERN – Financial Management

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Cat.1 & 2: Monthly Living and Mobility Allowance

• Monthly living allowance (col. 1)

38,000 € x 119.6% x 10 x 3 = 1,363,440 €• Monthly mobility allowance (col. 2)

No family : 700 € / month

With family : 1000 € / monthAverage used on official budget: 850 € / month

850 € x 119.6% x 360 = 365,976 €

EU Projects at CERN – Financial Management

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Cat.3: Contribution to the research/training transfer of knowledge programme expenses

• Fixed contribution: 1,200 EUR per researcher-month

• “Contribution managed by the host organisation to contribute for expenses related to the participation of researchers to training activities; expenses related to research costs; execution of the training/partnership project and contribution to the expenses related to the co-ordination between participants.”

EU Projects at CERN – Financial Management

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Cat.3: Contribution to the research/training transfer of knowledge programme expenses

• What for?– Costs of performing the project

– Publication of vacant positions

– Training costs and execution of the training project

– Research costs

– Organization of conferences

– Conference attendance

– Co-ordination between different parties including network meetings

– PhD fees

– Secondments

– Etc.

EU Projects at CERN – Financial Management

EU Projects at CERN – Financial Management 9

Cat.3: Contribution to the research/training transfer of knowledge programme expenses

• Expenses already identified

– Total budget for category 3 (1,200 x 360) 432k €

– PhD fees (est.) 60k €

– Secondments (est.) 75k €

– Remainder 297k €

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Cat.3: Contribution to the research/training transfer of knowledge programme expenses

• The costs of the Associated Partners can be reimbursed through invoices to the beneficiaries. The cost of the invoice paid by the beneficiaries is then covered by the EU contribution under the cost category relevant for the activity/ies carried out by the Associated Partner.

• Associated partner may invoice CERN as a normal supplier. CERN shall create a proper order, as any other purchase;

• CERN may pay for the travel costs and substistence;• Subsistence for Geneva: 150 CHF per day

• There is no pre-financing, interim not final payment to be transferred to the Associated Partners.

EU Projects at CERN – Financial Management

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Cat.4 & 5: Management activities and overheads

• Management activities (cat. 4)• Maximum 10% of total Contribution• Real costs (not a flat rate)• Used to cover costs for managing the project• Audit certificates

• Overheads (cat. 5)• 10% of the direct eligible costs (except subcontracting)

EU Projects at CERN – Financial Management

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Financial reporting to EC• When ?

• 1st reporting period: September 2013 – August 2015• 2nd reporting period: September 2015 – August 2017

CERN (EUfin) will submit the cost statement to the EC and obtain the audit certificate

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Question on Finance• Cordis

• Find a document:• http://ec.europa.eu/research/participants/portal/page/fp7_documentation

• Marie Curie 2013 Work Programme:• http://ec.europa.eu/research/participants/portal/ShowDoc/Extensions+Repository/Gener

al+Documentation/All+work+programmes/2013/People/m-wp-201301_en.pdf

• Marie Curie Actions website:• http://ec.europa.eu/research/mariecurieactions/manage.htm

• CERN:• EU projects financial management:

• nicolas.friedli@cern.ch

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Conclusion

Thank you for your attention