Work meeting Interreg SYSIASS project 21 st April 2011 University of Essex 1 Part-financed by the...
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Transcript of Work meeting Interreg SYSIASS project 21 st April 2011 University of Essex 1 Part-financed by the...
1
Work meetingInterreg SYSIASS project
21st April 2011University of Essex
Part-financed by the European Regional Development Fund
2Part-financed by the European
Regional Development Fund
Agenda of the meeting• 09h45: Welcome • 10h00: Presentation of the work on each activity
– Activity 1• General presentation: Thierry Floquet • Technical presentations: Hugues Sert (ISEN/EC-Lille), Ben McElroy and Michael Gillham
(University of Kent)
– Activity 2• General presentation: Gareth Howells• Technical presentations: Paul Taylor (University of Kent)
– Activity 3• General presentation: Huosheng Hu• Technical presentations: to be determine
3Part-financed by the European
Regional Development Fund
Agenda of the meeting• 11h45: Communication (web site and press): David & Laurent• 12h30: Lunch
• 14h: Visit of Huosheng‘s laboratory• 15h: Financial aspects: Annemarie• 15h30: Discussions • 16h: End of the meeting
4Part-financed by the European
Regional Development Fund
Financial aspectsThe reporting periods are the following:
1st Reporting Period: 1st January year N - 30th June year NReporting deadline: 1st September year N
2nd Reporting period: 1st July year N - 31st December year NReporting deadline: 1st March year N+1
Next report dead line – September 1st 2011Dead line to send the files to LP: July 15th
Reporting period: February 1st 2009 – June 30th 2011
5Part-financed by the European
Regional Development Fund
Financial aspectsThe project progress report includes:
• A PROJECT Activity Report (PROJECT Level)• A PROJECT Financial Report (PROJECT Level)• X PARTNER Financial REPORTS (Partner Level):
According to the number of partners involved in the project
At Partner level, Payment claim for each single project partner (LP+ PPs) includes:
The Partner Financial report List of Expenditure FLC Control Checklist FLC Certificate of Validation of Expenditure FLC Designation certificate (only with the first claim or in case of
change of FLC) Communication plan (to be provided with 2nd claim)
6Part-financed by the European
Regional Development Fund
Financial aspects
6
JTS
LP
PP
1st Level Control
The project activity report*The project financial report*The partner financial report*The list of expenditureFLC ChecklistPartner FLC Certificate
*pre-filled by the JTS before each reporting period
The partner financial reportThe list of expenditureFLC ChecklistPartner FLC Certificate
The signed and filled in partner financial report The filled in list of expenditureFLC ChecklistPartner FLC Certificate
First Level Control
The signed and filled in partner financial report The filled in list of expenditureFLC ChecklistPartner FLC Certificate
Control (KPMG)
The signed and filled in partner financial report The filled in list of expenditureFLC ChecklistPartner FLC Certificate
Paper & electronic version
Project financial reportPartner financial reportsPartner FLC Certificates
Electronic version
Project financial reportPartner financial reportsList of expenditurePartner FLC CertificatesProject activity report
project financial reportpartner financial reports
7Part-financed by the European
Regional Development Fund
Financial aspects
1. Partner staff costs2. Administration costs (direct and indirect general
costs)3. External consultants and suppliers4. Travel and accommodation5. Equipment6. Investment7. Validation of expenditure
List of Expenditure
8Part-financed by the European
Regional Development Fund
Financial aspectsList of Expenditure
Costs are eligible if they fulfill the conditions below:
• Were previously identified in the approved application form• Are paid out by the partners listed in the application form• Are directly linked to the project implementation as described in the application
form• Are incurred and accounted in compliance with the Legal frameworks (EU,
national and Programme)• Are incurred within the eligibility period• Are correctly reported under the budget lines• Have been validated by the First level controllers on the basis of a sound
documentation
9Part-financed by the European
Regional Development Fund
Financial aspectsList of Expenditure: Partner staff cost
Eligible costs• Personnel costs :
Staff employed by the partner organisation AND working on the project
• In kind contribution: Please, read carefully the Annex 5 of the Programme Manual
Ineligible costs• Direct or indirect (overheads) administration costs (they are reported
in BL2)• Additional unjustified payments or voluntary remuneration
10Part-financed by the European
Regional Development Fund
Financial aspectsList of Expenditure: Partner staff cost
Eligibility rules• Be essential to the project• Be based on a written agreement• Calculation based on gross salary and payslips• Use of timesheets when reporting the cost indicating the hours
worked for the project (Timesheet template provided by the programme or others with similar contents)
Which documents must be provided to the first level controller?• Payslips, Timesheets• Employment/labour contracts• Any other document that the FLC might require for checking compliance with
national legislation
11Part-financed by the European
Regional Development Fund
Financial aspectsList of Expenditure: Travel and accommodation
Eligible costs
• Travel (within programme area, in areas defined in the AF)• Accommodation• Subsistence allowances
Ineligible costs
Costs for travels not foreseen in the Application Form which have not been approved by the JTS (If travels outside the area, request with justification should be given in advance to the JTS)
Cf. Programme Manual, 4.3.4
12Part-financed by the European
Regional Development Fund
Financial aspectsList of Expenditure: Travel and accommodation
Which documents must be provided to the first level controller?
• Agenda
• List of participants (template provided by the programme)
• Mission orders (if existing)
• Travel report or equivalent memo (template provided by the programme)
• Original tickets and all other original documentary evidence for the travel (i.e. boarding pass, invoices/other equivalent documents for accommodation, in the case of e-tickets without a standard flight ticket an e-mail with the booking number serves as a proof etc.)
• Any other document that the first level controller might require for checking compliance with national legislation
13Part-financed by the European
Regional Development Fund
Financial aspectsList of Expenditure: Equipment Cf. Programme Manual,
4.3.5Eligible costs:
• Non-exhaustive list of items in the Programme Manual• Depreciation allowances if the lifetime of the item is longer than the
project• Full cost of the item if its lifetime is shorter than the project• Cost not already included in another budget line• Item not purchased from another project partner within the same
project• Cost incurred during the eligible project duration• Expenditure respecting the relevant public procurement rules
Ineligible costs:
• Rent of equipment: leased equipment supported by regular invoices should be reported under budget line 3 ”External consultants and suppliers”, as a service supplied
• Equipment in the form of in-kind contribution• Equipment already paid through other international, national,
regional and EU funds
14Part-financed by the European
Regional Development Fund
Financial aspectsList of Expenditure: Equipment Cf. Programme Manual,
4.3.5
Which documents must be provided to the first level controller?
• Evidence of compliance to public procurement rules at EU and national level in the case of purchase of equipment
• Evidence of the sinking plan (depreciation plan) adopted for each item
• In the case of equipment only partially used by the project: the calculation method to attribute share of the depreciation allowance to the project
• For second hand equipment: the documentation listed above under the paragraph “Second-hand equipment”
• Any other document that the first level controller might require for checking compliance with national legislation
15Part-financed by the European
Regional Development Fund
Financial aspectsCurrent situation
Partner FLC Approval List of Expenditure at March 31st
LP OK OK
PP2 (EC Lille) ? Not sent
PP3 (University of Kent) OK Not sent
PP4 (University of Essex) In progress Sent to LP Amount OK
partition between activities NOK
PP5 (EKHUFT) In progress In progress