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Aleksandra Wesolowska aleksandra.wesolowska@ec.europa.eu Tel +352 / 4301 34411

FLAVIUS Kick-Off Meeting Information Society and Media DG Unit E1 Language Technologies, Machine Translation Luxembourg. Aleksandra Wesolowska aleksandra.wesolowska@ec.europa.eu Tel +352 / 4301 34411. Overview of the presentation. ICT-PSP Call 3 evaluation results

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Aleksandra Wesolowska aleksandra.wesolowska@ec.europa.eu Tel +352 / 4301 34411

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  1. FLAVIUS Kick-Off MeetingInformation Society and Media DGUnit E1 Language Technologies, Machine TranslationLuxembourg Aleksandra Wesolowska aleksandra.wesolowska@ec.europa.eu Tel +352 / 4301 34411 FLAVIUS kick-off meeting 07-06-2010 Paris

  2. Overview of the presentation • ICT-PSP Call 3 evaluation results • Definition of the grant agreement • Amendments to the grant agreement • Funding rate, overheads • Payments • Financial statements and Certificates on Financial statements • Eligible & non-eligible costs • Coordinator’s and partners’ duties • Reporting • Dissemination of results • Reviews FLAVIUS kick-off meeting 07-06-2010 Paris

  3. ICT-PSP “Multilingual Web” Call 3 evaluation results • 22 submitted proposals – 32 M€ requested funding • 9 projects retained (8 pilot B’s, 1 Thematic Network)– funding 14 M€ • Short abstracts available at: http://cordis.europa.eu/fp7/ict/language-technologies/portfolio_en.html FLAVIUS kick-off meeting 07-06-2010 Paris

  4. Grant Agreement (GA) • Core text: GA parameters, special clauses • Annex I = Description of Work = Technical Annex • including overall budget breakdown • including Appendix X: common reporting, meetings, dissemination etc. • Annex II = General Conditions • Annex III: Forms A (accession forms of beneficiaries) • Annex IV: Forms B (request of accession of new partners) • Order of precedence (Art. 12) is: special conditions (Art. 8)  core text Annex II Appendix X  Annex I FLAVIUS kick-off meeting 07-06-2010 Paris

  5. Amendments to the Grant Agreement (Art. II.9) • Any substantial change of contract requires a duly processed amendment • Identify and communicate amendment needs as early as possible • Coordinator requests amendments on behalf of the consortium • There is no tacit approval of amendments (absence of rely = rejection) FLAVIUS kick-off meeting 07-06-2010 Paris

  6. Funding rate, overheads • All types of activities and all types of beneficiaries: 50 % of eligible costs (Art. 5) • Participants have to cover the other 50 % • Indirect costs (=overheads): max. 30 % of personnel costs (Art. II.22.2) • flat rate applied mechanically • lower percentage is possible FLAVIUS kick-off meeting 07-06-2010 Paris

  7. Payments • Pre-financing (Art. 6) • 796.000 € • no Guarantee Fund as in FP7 • distributed only to partners who have acceded to the GA (except LW srl & Qype) • Two intermediate payments • annual reporting periods (Art. 4) • up to 90 % of total contribution (Art. 6) • staged payment to Overblog in TVTrip (Annex I and CA) • Final payment • settles the balance (eligible funding – payments made) • may include costs incurred up to 60 days after end of project under conditions of Art. II.20.1 FLAVIUS kick-off meeting 07-06-2010 Paris

  8. Financial statements • To be submitted within 60 days after the end of the reporting period (Art. II.4) • Include a full set of complete Financial Statement Forms • If cumulated EC contribution > 325 000 €, certificate on financial statement by external auditor (Art. II.4.7) • Remember to record and declare receipts (Art. II.24) • Obligation to provide clarifications requested by the EC (Art. II.4.1.ii) • Possibility to suspend part or full payment, if the work does not comply with the work plan or if suspected irregularities etc. (Art. II.5.3.d) • Interest yielded by the pre-financing • must be identifiable (Art. 6) and declared in the Financial Statements (Coordinator) – remains EC property (Art. II.27) FLAVIUS kick-off meeting 07-06-2010 Paris

  9. Financial Statement by beneficiary FLAVIUS kick-off meeting 07-06-2010 Paris

  10. Certificate on financial statements (Art. II.4.7) • if cumulated EC contribution > 325 000 € • submitted together with claims of interim payments and final payments • can be requested at any time during the project on the basis of analysis of risks • done by external auditor chosen by the beneficiary • auditor qualified to carry out statutory audits of accounting documents • Guidance document: http://ec.europa.eu/information_society/activities/ict_psp/documents/certification_financialstatements.pdf FLAVIUS kick-off meeting 07-06-2010 Paris

  11. Eligible & non-eligible costs (Art. II.20) • Eligible costs (Art. II.20.1): • indicated in the budget table of Annex I • necessary for the project and actual • incurred by the beneficiary • incurred during the duration of the project - exception in Art. II.20.1(2) • identifiable and verifiable • recorded in the accounts of the beneficiary • compliant with usual accounting principles, tax & social legislation • reasonable, justified and economic • Non-eligible costs (Art. II.20.2) • among others: resources made available to a beneficiary free of charge, unnecessary or ill-considered expenses, marketing, sales and distribution costs for products and services, indirect tax and duties (e.g. VAT) … FLAVIUS kick-off meeting 07-06-2010 Paris

  12. Coordinator’s duties (Art. II.2) - highlights • The Coordinator is in charge of the technical, financial and administrative coordination of the project • (a) transmits to the EC all documents and correspondence relating to the project • … • (e) reviews the reports and deliverables to verify consistency with the project tasks before transmitting them to the EC • (f) monitors the compliance by beneficiaries with their obligations under this GA • (g) informs the other beneficiaries and the EC of any event liable to substantially affect the project FLAVIUS kick-off meeting 07-06-2010 Paris

  13. Partners’ duties (Art. II.2.2, II.3) • Article II.2.2 • (b) carry out the project jointly and severally vis-à-vis the Community, taking all necessary and reasonable measures to ensure that the project is carried out in accordance with the terms and conditions of the GA • … • (d) allow the Commission to take part in meetings concerning the project • Article II.3 • (b) inform the other beneficiaries and the Commission through the Coordinator in due time of … FLAVIUS kick-off meeting 07-06-2010 Paris

  14. Reporting • Defined in Art. II.4 • after each reporting period (M12, M24, M30) • progress report, including a publishable summary • explanation of the use of resources • financial statements, including a report on the distribution of the Community financial contribution between beneficiaries • guidelines on reporting and the related templates: http://ec.europa.eu/information_society/activities/ict_psp/participating/project_management/index_en.htm • submitted in one paper copy and one electronic copy through the coordinator • progress report enables monitoring of work progress and substantiates cost claims • detailed overview of work completed/launched, deviations from work plan, plans for the next phase FLAVIUS kick-off meeting 07-06-2010 Paris

  15. Reporting and dissemination(Appendix X) • project Fact sheet suitable for Web publishing • within 1 month, maintained and updated • project Website • within 3 months, maintained and updated • project Presentation (PowerPoint, HTML) with key features of the project • within 3 months, maintained and updated • Public Showcase (Web enabled or DVD based) • at project’s end • 6-monthly reports • month 6, month 18 • annual public reports for web publishing • 15th November each year FLAVIUS kick-off meeting 07-06-2010 Paris

  16. Dissemination - website • register an .eu domain for the project website • register the domain for at least 2 years beyond the project’s end • keep the website simple to understand • split internal/public website • talk to local media • make it lively & interesting • acknowledge EU funding FLAVIUS kick-off meeting 07-06-2010 Paris

  17. Dissemination • Visible reference to EC funding • All publications and other dissemination material shall • include the following statement: “the project has received funding from the Union’s ICT Policy Support Programme as part of the Competitiveness and Innovation Framework Programme.” • display the European emblem: http://europa.eu/abc/symbols/emblem/download_en.htm • state that it reflects only the author’s views … • Commission is authorised to publish any publishable report or other publishable deliverable submitted to it FLAVIUS kick-off meeting 07-06-2010 Paris

  18. Reviews • annual reviews (M15, M27, M33) • two external experts chosen and paid by the EC • review meeting of one day • written conclusions within 1 month FLAVIUS kick-off meeting 07-06-2010 Paris

  19. Conclusion • All beneficiaries: read and understand the entire grant agreement • The Coordinator is the key link between the Consortium and EC • Communicate problems/changes early • It is your project turn it into a success • Make your project visible in media, conferences Good Luck with FLAVIUS! FLAVIUS kick-off meeting 07-06-2010 Paris

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