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JERICO PROJECT

JERICO PROJECT. The contract management Overview By Dominique Guéguen / Ifremer. Tables of content. Milestones Project funding The project management Pre-financing Further payments Project reporting Costs. Milestones Project funding The project management Pre - financing

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JERICO PROJECT

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  1. JERICO PROJECT The contract management Overview By Dominique Guéguen / Ifremer PARIS – Maison de la recherche - 24 & 25 May 2011

  2. Tables of content • Milestones • Project funding • The project management • Pre-financing • Further payments • Project reporting • Costs PARIS – Maison de la recherche - 24 & 25 May 2011

  3. Milestones • Project funding • The project management • Pre-financing • Furtherpayments • Project reporting • Costs PARIS – Maison de la recherche - 24 & 25 May 2011

  4. 1. Milestones • Contract period : • 01/05/2011 30/04/2015(48 months) • Reporting periods : • P1 : 01/05/201131/10/2012(18 months) • P2 : 01/11/201230/04/2014(18 months) • P3 : 01/05/2014 30/04/2015(12 months) • Intermediate reports : • One internal report 9 months after the beginning of the contract (31/01/2012), and one report at mid-term stage of the project (30/04/2013), with scientific and financial review to follow the progress of the WP and Tasks. PARIS – Maison de la recherche - 24 & 25 May 2011

  5. Milestones Project funding • The project management • Pre-financing • Furtherpayments • Project reporting • Costs PARIS – Maison de la recherche - 24 & 25 May 2011

  6. 2. Project funding (1) EUROPEAN COMMISSION COORDINATOR Partner 1 Partner 2 Partner N PARIS – Maison de la recherche - 24 & 25 May 2011

  7. 2. Project funding (2) Budget allocated= 8 931 707 euros UE maximum contribution= 6 500 000 euros The details of the financial contribution of EC per activity and by beneficiary is presented in the annex 1 « DOW » of the grant agreement, in a table of the estimated breakdown of budget and financial contribution of EC (page 6). PARIS – Maison de la recherche - 24 & 25 May 2011

  8. Milestones • Project funding The project management • Pre-financing • Furtherpayments • Project reporting • Costs PARIS – Maison de la recherche - 24 & 25 May 2011

  9. 3. The project management Responsibilities of the coordinator : • Ensuring the overall coordination of the project and its financial management, • Supervising the activities carried out by the other beneficiaries, • Taking the entire responsability of the project towards the EC scientific officer. Therefore,the coordinator is responsible: • For the submission of reports (scientific and financial) of all the beneficiaries in the contract, • For the distribution of the Community financial contribution to all the other beneficiaries. PARIS – Maison de la recherche - 24 & 25 May 2011

  10. Milestones • Project funding • The project management Pre-financing • Furtherpayments • Project reporting • Costs PARIS – Maison de la recherche - 24 & 25 May 2011

  11. 4. Pre-financing (1) One pre-financing : 55 % of the total EC contribution to the project have been transferred to the coordinator. Amount received by Ifremer= 3 575 000 euros Corresponding to pre-financing of 3 900 000 euros and deduction of 5% of the EC grant transferred directly by EC to the guarantee fund and kept aside up to the end of the project. Ifremer will also deduct from this amount, the part of the EC contribution for the costs of the support activity(access costs of WP 7 and 8), for the beneficiaries contributing to this activity. The part of the pre-financing corresponding to access costs, will be paid : - after the return of the questionnaire to the coordinator for WP7, - after the internal calls according to the infrastructures chosen by the selection committee, for WP8. Two votes (for WP7 and WP8) will be proposed at the end of this morning to approve this procedure. PARIS – Maison de la recherche - 24 & 25 May 2011

  12. 4. Pre-financing (2) The coordinator will distribute the pre-financing only to those beneficiaries : • Who have signed and returned to the coordinator the Form A of the grant agreement, • Who have filled and returned to the coordinator the financial identification’s form corresponding to their bank account details. Each beneficiary will receive the table explaining the calculation of the pre-financing and deduction of the access costs. PARIS – Maison de la recherche - 24 & 25 May 2011

  13. Milestones • Project funding • The project management • Pre-financing Furtherpayments • Project reporting • Costs PARIS – Maison de la recherche - 24 & 25 May 2011

  14. 5. Further payments Interim payments : • Transferred by EC after evaluation and approval of submitted periodic reports (max.105 days from the end of the period) • Calculated on the basis of declared costs and on reimboursement rates • 10% of EC total Grant withheld until the approval of final report Final payment : • After approval of final reports. • Difference between total EC contribution and amounts already paid + reimbursement of 5% contribution to the guarantee fund. PARIS – Maison de la recherche - 24 & 25 May 2011

  15. Milestones • Project funding • The project management • Pre-financing • Furtherpayments Project reporting • Costs PARIS – Maison de la recherche - 24 & 25 May 2011

  16. 6. Project reporting (1) Project officerin Brussels Revised & approved reports 3 - Transmission to 2- Templates & Form C Filled out 1- Templates & Form C COORDINATOR Partner 2 Partner 3 Partner N PARIS – Maison de la recherche - 24 & 25 May 2011

  17. 6. Project reporting (2) Activity/financial reporting is a main contractual duty for all FP7 Reports include : • Periodic reports delivered to the EC 60 days after the end of each reporting period (12 or 18 months), • One final report at the end of the project, and on request, • short progress reports within the main reporting periods. A Certificate on Financial Statements(CFS) is mandatory for every claim (interim or final) in the form of reimbursement of costs, when the accumulated amount of requested funding is equal or superior to 375 000 €. PARIS – Maison de la recherche - 24 & 25 May 2011

  18. 6. Project reporting (3) Reporting : who does what ? PARIS – Maison de la recherche - 24 & 25 May 2011

  19. 6. Project reporting (4) Reporting : which documents ? • FORM C for combination of Collaborative Project & Coordination and Support Action (CP & CSA) declined the costs by activity (RTD, coordination, support, management). • Two templatesfrom the coordinator to comply with EC requirements about reporting, based on tables presented on the project reporting EC guide: • one for explanation of use of resources by each beneficiary for the period with work package reference, • one for the details costs per beneficiary and per WP. Twouseful Guidelines in Cordiswebsite : Financial issues :ftp://ftp.cordis.europa.eu/pub/fp7/docs/financialguide_en.pdf Project reporting : ftp://ftp.cordis.europa.eu/pub/fp7/docs/project_reporting_en.pdf PARIS – Maison de la recherche - 24 & 25 May 2011

  20. 6. Project reporting (5) Template of form C : PARIS – Maison de la recherche - 24 & 25 May 2011

  21. 6. Project reporting (6) Template for explanation of use of resources : PARIS – Maison de la recherche - 24 & 25 May 2011

  22. 6. Project reporting (7) Template for details costs : PARIS – Maison de la recherche - 24 & 25 May 2011

  23. Milestones • Project funding • The project management • Pre-financing • Furtherpayments • Project reporting Costs PARIS – Maison de la recherche - 24 & 25 May 2011

  24. 7. Costs Eligible costs : • Actual costs : they must be real, not estimated and incurred during the duration of the project, • They have to be presented in euros on Form C, • Durable equipement : only portion of the equipment used on the project may be charged, they must be purchased for the purpose of the contract and depreciated (with each partner’s usual accounting practice) in each relevant periodic report. Indirect costs : • They are calculated in accordance with the method chosen by each partner, • For RTD: calculated in accordance with the method chosen by each partner, • For Coordination : the reimbursement is limited to a maximum of 7% of the direct eligible costs, excepted subcontracting, • For Support : they are included in the unit cost, • For management : calculated in accordance with the method chosen by each partner. Financial Contribution by activity : • RTD : 75% of the total costs, • CSA : 100% with the Indirect costs limited to 7% of eligible costs, • Management : 100% of the total costs. PARIS – Maison de la recherche - 24 & 25 May 2011

  25. Thank you for your attention PARIS – Maison de la recherche - 24 & 25 May 2011

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