EHEROES EC Grant Agreement Negotiations June 1, 2011 K.U.Leuven Research & Development Myriam...
-
date post
18-Dec-2015 -
Category
Documents
-
view
215 -
download
1
Transcript of EHEROES EC Grant Agreement Negotiations June 1, 2011 K.U.Leuven Research & Development Myriam...
eHEROES
EC Grant Agreement
NegotiationsJune 1, 2011
K.U.Leuven Research & Development
Myriam Witvrouw
18/04/233
eHEROES Project will be funded
Negotiations with the EC Administrative Scientific Meeting with the Project Officer Deadline for first submission: May 26, 2011
Administrative/contractual Online via NEF system Grant Preparation Forms (GPFs) Demo
What to expect now?
18/04/234
GPFs
Form A1: general information about the project Form A2.1: Legal data (linked to PIC) Form A2.2: Status of the organization (linked to PIC) Form A2.3: Authorized representatives Form A2.4: Contact persons Form A2.5: Signature page Form 3.1: What it costs? Can only be completed by
coordinator Indirect cost method Budget/Funding
Administrative/Contractual
18/04/235
Continuous interactive process between EC & consortium
Opening NEF session: https://webgate.ec.europa.eu/nef/frontoffice/login
Collecting partner data Project number: 244635 Participant access key
Submission by the coordinator Control & comments by EC Opening new NEF session
Administrative/Contractual
18/04/236
Grant Agreement - GA GA = contract: core grant agreement and annexes signed between Commission & Coordinator beneficiaries (partners) accede to the GA by signing “Form A”,
countersigned by the Coordinator Coordinator and beneficiaries are bound by the rights and obligations of
the GA Core Grant Agreement
Article 1: Beneficiaries
Article 2: Scope
Article 3: Duration of project
Article 4: Reporting periods
Article 5: Maximum EC contribution
Article 6: Pre-financing and contribution to Guarantee Fund
Article 7: Special Clauses
Article 8: Communication
Article 9: Applicable Law
Article 10: Application of the GA provisions
Article 11: Entry into Force
Administrative/Contractual
7
Administrative/Contractual
eHEROES Grant Agreement details (284461): Start: March,1st, 2012 Duration: 36 months Reporting periods: 2
P1: M1 – M18 P2: M19 – M36 EC max contribution: 1.999.721 EURO
Pre-financing: x EURO Guarantee Fund: 99.986,05 EURO = 5% of funding
Partners need to sign their accession form (FORM A) after the EC has signed the GA
18/04/23
18/04/238
Annexes to the Grant AgreementAnnex I: Technical Annex; Description of Work
Annex II: General Conditions
Part A: Implementation of the project
Part B: Financial Provisions
Part C: Intellectual Property, Use and Dissemination
Annex III: Specific to funding scheme (not applicable here)
Annex IV: Form A: accession form for each partner
Annex V: Form B: accession form for new partners
Annex VI: Form C: financial statement/funding scheme
Annex VII: Form D: Forms of Reference for Certificate of Financial Statements Form E: Terms of Reference for Certificate on the methodology
Administrative/Contractual
18/04/239
Scientific
Proposal Annex I of the Grant Agreement
Taking into account the comments in the Negotiation Mandate
Subcontracting/Third Parties involved?
These should be mentioned in Annex I in order to make their costs eligible.
Budget needs to be in accordance with person months as stated in Annex I
Scientific
12
Financial Rules (1)
Eligible costs: Actual Incurred during duration of project Recorded in the accounts of beneficiary In accordance with the usual accounting and management
principles Used for the sole purpose of achieving the objectives of the
project
Non-eligible costs: Identifiable indirect taxes, including VAT Provisions for possible future losses or charges Etc.
18/04/23
13
Financial Rules (2)
Eligible costs = direct + indirect costs
Direct costs Personnel
Additional staff and permanent staff Time recording is necessary! (productive hours; and time allocated to activities:
RTD, demo, management)
Travel and subsistence please keep minutes + receipts travelling outside EU: Approval EC before booking
Consumables Equipment (depreciation!) Subcontracting (according to rules given in Annex II; CFS)
18/04/23
14
Financial Rules (3)
Indirect costs Incurred in direct relationship with direct eligible costs Costs of administrative, technical, logistical nature Can not be attributed in full to the project 7%
18/04/23
18/04/2315
Financial Aspects
Pre-financing This money remains property of the EC Includes amount to be transferred to the Guarantee Fund usually between 120-160% of average of EC funding per
reporting period
Interim payments Based on Financial Statements (Form C);
amounts justified and accepted
Retention Retention of 10% of EC contribution
Final payment
Direct costs
Categories of direct costs:
Personnel
• Additional staff and permanent staff
• Time recording is necessary! (productive hours; and time allocated to activities: RTD, demo, management)
Travel and subsistence (please keep minutes + receipts) Consumables: directly related to the project – otherwise indirect
costs Equipment (depreciation + % usage!)
18/04/23 16
Indirect costs
Indirect costs: All costs that cannot be identified as attributed directly to the
project (the ‘running’ costs: electricity, heating, telephone, internet, computers, inkt cartridges…).
three methods for determing your indirect costs:
Special transition flat rate (60%) Standard Flat rate (20%) Real Indirect costs
will be calculated automatically in the form C when the method for determinating your indirect costs is a flat rate
18/04/23 17
Maximum EC-contribution
→ is related to the type of activity carried out in the project:
Research and Technological Development activities
• 50% of eligible costs for Industries• 75% of eligible costs for non profit public bodies,
secondary and higher education establishments, research organizations, SMEs
Demonstration activities: 50%
Management (+ CFS): 100%
Other activities (e.g. dissemination/training): 100%
18/04/23 18
Certificate on Financial statement (CFS)
– Mandatory when requested funding of beneficiary is above 375.000 Euro (not applicable for partners)
– CFS needed at the moment of reporting
– CFS provided by: • Independent qualified auditor • Public bodies, secondary and higher education establishments and research
organisations may opt for a competent Public Officer
– Costs claimed under Subcontracting under Management Activities
Please note: The Commission may, at any time during the implementation of the project, and up to five years after the end of the project, arrange for financial audits to be carried out.18/04/23 19
18/04/2321
Consortium Agreement
Consortium Agreement - CA, to govern:
– The internal organisation of the consortium – The distribution of the Community financial contribution – Additional rules on dissemination and use including intellectual
property rights arrangements, as appropriate – The settlement of internal disputes– Liability, indemnification and confidentiality agreements
between the participants
18/04/2322
Links and Documents
• Useful Links: – CORDIS – homepage FP7:
http://cordis.europa.eu/fp7/home_en.html
• Useful documents: – Grant Agreement + Annex II– Guide to Financial Issues– Guidance Notes for beneficiaries and auditors– Guidance Notes on Project Reporting