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Electronic-only submission of FP7 financial statements (forms C)

Electronic-only submission of FP7 financial statements (forms C). NEXT. NEXT. Forms C – current situation. Electronic preparation and submission of forms C via the participant portal

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Electronic-only submission of FP7 financial statements (forms C)

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  1. Electronic-only submission of FP7 financial statements (forms C) NEXT

  2. NEXT Forms C – current situation • Electronic preparation and submission of forms C via the participant portal • After submission, print-out of pdf version; signature by representative of the beneficiary, sending by post to the coordinator • Coordinator sends package by post to Commission • Commission checks paper version against electronically submitted data

  3. Form C preparation Commission Coordinator Form C Participant C Participant B Form C Form C (Form C: including upload of scanned copy of certificates, if applicabe)

  4. Form C submission Commission Coordinator Form C Scnt Rpt Form C Participant C Participant B Form C

  5. Form C submission Commission Coordinator Form C Scnt Rpt Form C Form C Participant C Participant B

  6. Electronic proof of submission Commission E- proof E- proof Form C Scnt Rpt Form C Form C E- proof Coordinator Participant C Participant B

  7. Electronic proof of submission Commission Form C Scnt Rpt Form C Form C Coordinator Participant C Participant B E- proof E- proof E- proof LEAR A LEAR B LEAR C

  8. Electronic proof of submission • pdf document containing all information submitted (for coordinator: full periodic report; for partners: form C and scanned copy of certificates (if applicable)) • Containing credentials (ECAS account) of submitter • Digitally signed by Commission - integrity • Certified time-stamp • “Court-proof”: • for the beneficiary: proof that exactly this information was submitted at that time and received by the COM • for the COM: proof that exactly this information was submitted at that time

  9. Electronic proof of submission

  10. Persons (IAM roles) involved • Submission from participant to coordinator: any (!) participant contact (PaCo) in the organisation • Submission from coordinator to COM: any (!) coordinator contact (CoCo) in the organisation • Need for review of internal working methods and approval processes for forms C in participant organisations

  11. Transition from current approach • Modification of model grant agreements • Immediately applicable to grants signed after modification • Application to grants signed before: information to all ongoing grants plus special screen when pressing Submit button • Ad-hoc offline appeal possibility (with time limit), if form C submission seems erroneous

  12. Transition from current approach • Modification of model grant agreement: • Article 8 – Communication • 1. Any communication or request concerning the grant agreement shall identify the grant agreement • number, the nature and details of the request or communication and be submitted to the following • addresses: • For the Commission: European Commission • DG [name] • [B-1049 Brussels • [Belgium] [Luxembourg] • For the coordinator: [name of contact person] • [contact address] • 2. For information or documents to be transferred by electronic means, the following addresses shall • be used: • For the Commission: • For the coordinator:

  13. Transition from current approach • Modification of model grant agreement: • II.2. Organisation of the consortium and role of coordinator • … • 3. The coordinator shall: • … • e) monitor the compliance by beneficiaries with their obligations under this grant • agreement. • f) [obligation with regard to identity and access management] • … • 4. Beneficiaries shall fulfil the following obligations as a consortium: • … • e) allow the Commission to take part in meetings concerning the project. • f) [obligation with regard to identity and access management] • II.3. Specific performance obligations of each beneficiary • … • o) [obligation with regard to identity and access management]

  14. Transition from current approach • Special screen when pressing Submit button: • Since xx.xx.xxxx, the paper signature of FP7 financial statements is replaced by a secured electronic submission via the Participant Portal. Pressing the “Submit” button below will trigger a legally valid submission of your form C. An electronic proof of submission, in the form of a pdf document containing all submitted information, digitally signed by the Commission, will be made available to you, to the LEAR of your organisation and to the coordinator of the project. • I confirm that the ECAS account xyz linked to e-mail address aaa@bbb.cc is my personal account • I confirm that I am authorised to submit FP7 financial statements (forms C) for my organisation SUBMIT

  15. Discussion • How is form C approval currently organised in your organisation (actors involved, work flow)? • What is your opinion on the proposed new approach? • What changes would be necessary to the processes in your organisation? • Questions on technical details

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