Equity Action Final Coordination Meeting

1. Equity Action Final Coordination Meeting Preparing the Final ‘Request for the Balance of Payments’

2. Good news! • All partners have recently reviewed their budgets in preparation for the final request for amendment which was submitted by January 14th. Each partner should therefore have a very good record of what the likely actual costs of the EA will be. • No further amendments to budget are possible … however I believe we have done all we can to make sure costs agreed and necessary for the completion of Equity Action are eligible.

3. Good news! • The payments made and agreed before Christmas (released 19th December) … should now be with you. • I will concentrate on those partners who have not yet received their payments next week.

4. Key Dates • The contract ends on 14th February 2014. • No payments which relate to activities after that date are eligible (except costs associated with producing the final report, i.e. staff costs) • Payments may be made after that date however the invoice should be clear it is for work before 15th February.

5. Key Dates • My objective is to complete the financial and narrative report by 15th March. • I want to allow plenty of time in case there are any unforeseen problems. • We are awaiting the response to the final amendment. It would be better if we were able to submit once that has been approved – but it should not hold us up.

6. Responsibility Asper the cooperation agreement: • It is your responsibility to manage your own budget. • It is your responsibility to make sure that you have the necessary supporting paperwork for all expenditure reported. • It is the coordinator’s responsibility to submit the total expenditure for all partners and the documentation needed in that submission – submitted as a single package – so any delay from a partner delays the whole submission. AND DELIVERABLES. • This is the payment which is most closely scrutinised by the EAHC – previous payments were in effect prepayments.

7. Format for reporting • The previous requests for expenditure which you have submitted for years 1, 2 and projected year 3- have broadly been in the format required in the final report (and have asked about VAT, timesheets, salary slips etc so that you have the necessary paper work to hand).

8. Having paperwork to hand • The Executive Agency may ask for a sample of documentation relating to expenditure to be sent to them. • They may decide to audit a particular partner (or the project as a whole may be audited at a later date up to 5 years (EAHC, European court of auditors, Parliament and Council, Anti-fraud office) • Please have your EA expenditure file in order. All invoices and payments: clearly identified as Equity Action in the project lifespan 15 Feb 2011 – 14 Feb 2014 Evidenced both by supporting documentation and leaving your bank account – actual payments Signed and authorised and referenced in whatever way your organisation keeps its financial records

9. VAT and non-Eurozone exchange rates • VAT is not eligible unless you have an attestation issued by your national VAT administration stating that you are not able to recover VAT (and this is sent with the individual certificate of cost). • Any conversion of actual costs into Euros must be made at the monthly accounting rate established by the Commission and published on its website on 1st March 2014 (first day of month following action) • See http://ec.europa.eu/budget/contracts_grants/info_contracts/inforeuro/inforeuro_en.cfm

10. What you need to send • Individual certificate of costs signed by your authorised representative (see Template no 2 – page 10). • Figures in the format of Template number 4 so that I can send these in and produce consolidated statement (Template number 3) • Copies of invoices related to equipent (don’t think this applies) • Copies of invoices related to sub-contracting

11. What you need to have but not to send! • Time sheet and salary slips • Invoices related to Travel costs • Invoices related to subsistence allowance • Invoices related to consumables • Invoices related to other costs • Evidence of sub-contracting – conforming to EC standards (tendering).

12. What the Commission will pay • The actual costs are assessed at the time of the financial report – and we will be told how much is eligible for each partner. • Double limit for partners • Maximum absolute amount as in contract and cooperation agreement • % agreed in contract per partner

13. Overheads • Sorry – it is an odd percentage – as I didn’t want to preference those organisations with a lot of subcontracting (such as ourselves) • Please use the % given in the contract to submit your claim.

14. Final Payment • As quickly as possible following payment from EC – and legal obligation within 45 days from date on which the bank account is credited and amount agreed by EAHC.

15. Be Not Afraid! • Sabrina and I will send out templates and guidance documents in the next two weeks. • You can call me. • Email: Chris.Brookes@ukhealthforum.org.uk • Direct Dial: +44 (0) 20 7832 6925