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IDARI Project Meeting Tartu, June 2005 Martin Greimel Scientific Officer

IDARI Project Meeting Tartu, June 2005 Martin Greimel Scientific Officer Directorate-E ‘Biotechnology, Agriculture and Food Research’ European Commission Research Directorate-General. Scientific Officer. Evaluation of proposals Contract negotiation Project management and monitoring

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IDARI Project Meeting Tartu, June 2005 Martin Greimel Scientific Officer

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  1. IDARI Project Meeting Tartu, June 2005 Martin Greimel Scientific Officer Directorate-E ‘Biotechnology, Agriculture and Food Research’ European Commission Research Directorate-General

  2. Scientific Officer • Evaluation of proposals • Contract negotiation • Project management and monitoring • Specific tasks on Unit level • Interservice consultation, reports • Cost Technical Committee • Preparation of FP7 • Organisation of Workshops, conferences, etc.

  3. Periodic Reports • Please obey strictly the forms outlined in the Guidelines for drawing up Reports!!!! • Project progress summary • Progress report based on the technical annex • Summary with discussion • Description of workpackages • Role of participants • Cost Statements Guidelines for reports

  4. Final Report • Final summary • Final progress report • Introduction • Material and methods • Results • Discussion and conclusions • Exploitation and dissemination of results • Policy related benefits • Literature cited • Technological Implementation Plan Guidelines for reports

  5. Cost Statements • Contractors including Coordinator • Cost statement in national currency and euro (form E-1) • Coordinator • Integrated cost statement for the whole project in euro (form E-2) • Summary statement of amounts transferred to contractors in euro (form E-3) Article 4(2) of Annex II

  6. Cost Basis • Full costs • Commission contribution of up to 50% of eligible costs • Actual overheads declared • If the accounting system of the organisation allows it • Full costs with fixed overheads • Commission contribution of up to 50% of eligible costs • Overheads fixed at 80% of personnel costs • If the accounting system of the organisation allows it • Additional costs • Commission contribution of 100% of additional eligible costs • Overheads limited to 20% of eligible costs (excluding subcontracts) Articles 22(1-2) and 24 of Annex II

  7. Eligible Direct Costs • Personnel • Durable equipment • Subcontracting • Travel and subsistence • Consumables and Computing • Protection of knowledge • Other specific costs • Administrative and financial coordination Article 23 of Annex II

  8. Personnel Costs • Full cost contractors • Actual employment costs or • Average employment costs • Of all personnel working on the contract • Additional cost contractors • Actual employment costs under • Temporary contracts for Community RTD projects • Temporary contracts for doctorates • Contracts dependent upon external funding • No permanent staff Article 23(1) of Annex II

  9. Other Categories of Direct Costs (1) • Travel and subsistence • For personnel working on the project • Prior written approval required if outside EU or Associated States • Consumables • Including software licenses • May be included in overheads for full cost contractors • Computing • May be included in overheads for full cost contractors Article 23(4,5,6) of Annex II

  10. Other Categories of Direct Costs (2) • Administrative and financial coordination • Limited to the coordinator • All cost categories except subcontracting • Other specific costs • Prototypes or equipment fabricated • Use of large testing equipment and simulators • Costs for setting up financial guarantees requested by the Commission Article 23(8,9) of Annex II

  11. Eligible Indirect Costs (Overhead Costs) • Full cost contractors • To be calculated in accordance with normal accounting conventions of the company • If accepted by the Commission • Full cost flat rate contractors • Up to 80% of the eligible personnel costs • Additional cost contractors • Up to 20% of the direct costs excluding subcontracting Article 24 of Annex II

  12. Transfer of Costs • Transfer between contractors • If agreed by each of the contractors, and • If not more than 20% of the allocated amount • Except costs for protection of knowledge • Transfer between categories of cost within the budget of one contractor • If not more than 20% of the allocated amount • Except costs for protection of knowledge • Any other cases only on prior written approval by the Commission (incl. reallocation to cost categories not negotiated in the TA) Article 22(5) of Annex II

  13. General Guidelines • Coordinator is responsible for submission of reports and contact with Commission • Report and cost statements each 12 months • Plenary meetings each 6 or 12 months • Keep Euro accounts • Keep good records of expenditure (audits) • Make the project known

  14. Request permission for Inform about Ask advice substantial changes to budget allocation or technical annex extension in time travel outside EU delays changes of addresses and phone numbers patent applications under-performing partners when contract amendments are necessary Contacts with the Commission

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