ICE2ICE ADMINISTRATIVE MEETING COPENHAGEN, 03.05.18

1. ICE2ICEADMINISTRATIVE MEETINGCOPENHAGEN, 03.05.18

2. AGENDA • CONTENT OF THE FINANCIAL REPORT • TEMPLATE FROM “COORDINATOR” • CONSOLIDATION OF THE FINANCIAL REPORT • MAIN COMMENTS FROM THE COMMISSION TO THE 36 MONTH REPORT • QUESTIONS AND ISSUES FROM THE BENEFICIARIES • IMPROVEMENT FOR REMAINING REPORTS • TIMELINE FOR REMAINING REPORTS • OTHER ISSUES

3. ERC - Financial Reporting • The Financial report comprises of: Declaration by the Host Institution • Description of project management • Project achievements • Breakdown of direct costs and budget table follow-up • A financial statement/Form C • A certificate on the financial statements when the amount of the EU financial contribution is equal to or superior to EUR 375 000 + list of certificates due • Summary financial report i) Workforce table (not part of the financial report) • The Corresponding Host Institution (UiB) will be responsible for consolidating and submitting the financial report, on the basis of input from the other beneficiaries

4. Declaration of honour Completed by the “coordinator”/CPI

5. 1. Project managment – input from all beneficiaries • Elaborate on how PI’s are respecting the requirement to devote 30% working time • Describe how relations between the PI and Host Institution were managed • Describe reasons for any delays and measures to catch up • Describe how expenses incurred have developed in comparison with the original budget breakdown, explain any over- or under- consumption and provide information on the various cost categories • In case of budget reallocations, explain these and record them in the budget follow-up table • Specify cost adjustments to previous periods • Summary of recommendations from auditors/technical reviews (if applicable) • Change in legal status of any beneficiary (if applicable) TEMP-LATE FROM Hege

6. 2. Project acheivments – input from all beneficiaries • Give a global overview of the project’s implementation for the reporting period, elaborate on any problems incurred (delay, cancellation, postponement of activities/work) and how they have been addressed (no more than ½ page) • List publications, papers etc. so that ERCEA has a record, UNLESS they have been uploaded to SESAM

7. 4. Budget tables - 5. Form C - 6. CFS all beneficiaries • Breakdown of direct cost table (costs incurred in the period in question) • Budget follow-up table (updated budgets) • Form C • CFS – if costs reported in Form C =/> Euro 375 000

8. Template from «coordinator» • Information/guidelines – 1 page • Description of expenses – excel file • To receive the same input from all beneficiaries, easier to consolidate the report

9. Consolidation of the report Everything has to add up!!!

11. Further checks • Are any reported costs non-eligible? • Have costs and deviations been sufficiently explained? • Any use of subcontracting/third parties not included in Annex I? • Are any adjustments adequately explained? • Are any reallocations of budgets explained, and match the budget follow-up table • Is the CFS correct (correct template, correct amounts, correct selections)

12. Consolidation of the report • Takes time! • Input from beneficiaries needed well ahead of the reporting deadline from the ERC. • For month 36 report - Input from beneficiaries was very late – very little to no time for checks and cross checking • Result: Many comments from the ERC, interim payment deadline put on hold, delayed payment

13. Comments from the ERC to the 36 month report • Incorrect CFS • Tasks missing for personnel • Equipment/depreciation – connection to the Breakdown of costs table • Travel for team members / non team members • Explanations for deviations missing or not adding up • Explaining costs in adjustment Form C missing • Data in the report not corresponding to the budget tables. Blue issues: Could most likely have been avoided if «coordinator» had sufficient time to consolidate the report.

14. Questions/issues from NBI and DMI • How to report travel costs – team and non-team members? • Travel costs should be reported per person, per travel (who, when, what, where, and amount), eg: • 11th – 17th December 2017, Nils Nilsen, San Francisco USA, AGU Fall meeting, Euro 3200,- • Try to avoid pooling travels together, eg: • 11th – 17th December 2017, Nils Nilsen, Kari Karlsen, Siv Sivertsen, San Francisco USA, AGU Fall meeting, Euro 9200,- • All members of the Ice2Ice team should be reported under travel team members, even if they do not receive salary from the ERC funds. Travel non team members only for external advisors etc.

15. Questions/issues from NBI and DMI • Other issues? • If the depreciation included in the Budget break-down table does not match the depreciation accounted for by the beneficiary, the difference can be reported and specified under «Other costs».

16. Improvements for coming reports From «coordinator» • Read information/guidelines carefully and follow instructions • Improve reporting template? Unclear guidelines? • Submitting data on time (ref. plan in next slide) From NBI / DMI? • No issues raised. Reporting template ok. Comments and suggestions may be made to Hege at any time.

17. ICE2ICE - Financial reportingDeadlines 54 month report • By end of January 2019: • Internal status meetings between PI’s and administration • By 4th March: • Draft/preliminary template/report • Draft ERC Budget tables • Draft Form C completed in the portal if possible • Work force table (final) • By25th March: • Form C signed and CFS uploaded in the portal • Summary of any changes to the draft/preliminary template/report • Deadline to the ERC – 31st March 2019