Financial, Reporting and Practical issues

1. Financial, Reporting and Practical issues Per Mogensen, DASTI

2. Whyreport? 1. Contractual obligations to the Commission 2. Internal management

3. 1. Contractual obligations to the Commission When to report ICT-AGRI 2 timeline Month 18 1. Interim report Month 36 2. Interim report Month 48 Final report

4. 1. Contractual obligations to the Commission When do wegetpaid? Pre-financepayment (Within 45 days of project start) 2. Interim payment (Within 105 days of receipt of 36 monthreport) Final payment (Within 105 days of ...) 1. Interim payment (Within 105 days of receipt of 18 monthreport) ICT-AGRI 2 timeline Month 18 1. Interim report Month 36 2. Interim report Month 48 Final report

5. 1. Contractual obligations to the Commission Whatyouneed to do: Fill out and submit Form C via the Commission’s online portal (Participants portal). AssistCoordinator/WP leader by providinganyotherrequesteddocuments.This coulde.g. becontribution to a Deliverable. Deliverableswillbecollectedwhen due -following the DoW deadlines – NOT restricted to the 18-monthly reports. ICT-AGRI 2 timeline Month 18 Form C Month 36 Form C Month 48 Form C

6. 1. Contractual obligations to the Commission Whatyouneed to do: Fill out and submit Form C via the Commission’s online portal (Participants portal).Coordinatorwill send out reminder/templates etc. when the time comes... AssistCoordinator/WP leader by timelydelivering on anyotherrequests.This coulde.g. becontribution to a Deliverable. Deliverableswillbecollectedwhen due -following the DoW deadlines – NOT restricted to the 18-month reports. DL DL DL DL DL DL DL ICT-AGRI 2 timeline Month 18 Form C Month 36 Form C Month 48 Form C

7. 1. Contractual obligations to the Commission Whatyouneed to do: WP Leaders: Keep a closeeye on the deadlines for yourDeliverables.Coordinatorwill provide a template for reporting on Deliverables. WP Leadersareresponsible for collectingneeded input from partners and for producing a final reporton the deliverableready for upload to the Commission. DL DL DL DL DL DL DL ICT-AGRI 2 timeline Month 18 Form C Month 36 Form C Month 48 Form C

8. 1. Contractual obligations to the Commission

9. 1. Contractual obligations to the Commission

10. 1. Contractual obligations to the Commission

11. 1. Contractual obligations to the Commission

12. 1. Contractual obligations to the Commission

13. 1. Contractual obligations to the Commission

14. Eligible costs To be considered eligible costs must be: • Actually incurred (actual costs) - they must be real and not estimated, budgeted or imputed • Incurred by the beneficiary • Connected to the project • Incurred during the duration of the project, with the exception of costs relating to final reports and certificates on the financial statements • Determined according to the usual accounting and management principles and practices of the beneficiary identifiable and verifiable • Used for the sole purpose of achieving the objectives of the project and its expected results, in a manner consistent with the principles of economy, efficiency and effectiveness • Recorded in the accounts of the beneficiary and, in the case of any contribution from third parties, recorded in the accounts of the third parties • Indicated in the estimated overall budget annexed to the Grant Agreement.

15. Direct costs Direct costs are all those eligible costs which can be attributed directly to ICT-AGRI 2 and are identified by the beneficiary as such. This includes: • The cost of personnel working on ICT-AGRI 2 • Travel and subsistence allowances for staff taking part in project meetings • The costs of consumables and supplies provided they are identifiable and assigned to the project • Subcontracting • Conference fees

16. Indirect costs Indirect costs are all those eligible costs which cannot be identified by the beneficiary as being directly attributed to the project, but which can be identified and justified by its accounting system as being incurred in direct relationship with the eligible direct costs attributed to the project. Indirect costs, also called overheads, are all the structural and support costs of an administrative, technical and logistical nature which are cross-cutting for the operation of the beneficiary body's various activities and cannot therefore be attributed in full to the project.Indirect costs will be reimbursed at a rate of max. 7%.

17. Non-eligible costs • identifiable indirect taxes including value added tax • duties: mean the amount assessed on an imported or (less often) exported item, nearly equivalent to taxes, embracing all taxation or charges levied on persons or things [or the tax imposed on the importation, exportation, or consumption of goods]. • interest owed, • provisions for possible future losses or charges, • exchange losses, cost related to return on capital, • costs declared or incurred, or reimbursed in respect of another EU/Euratom project, (hereby avoiding double funding ) • debt and debt service charges, excessive or reckless expenditure

18. 1. Contractual obligations to the Commission Things to remember: The Pre-financepaid to you is NOTyoursuntil the project has ended.This meansthatyouwillbeasked to pay back the difference betweenwhatyou have receivedduring the project and whatyouhave claimed via Form C at the end of theproject. 15% of your budget is retaineduntil final payment.This meansthatyour 2. interim paymentmaybelessthan the reportedexpenditure. Youcanclaimcostsincurred up to 60 daysafter the final reportingperiod (After theend of ICT-AGRI 2). However, only for costsrelating to the final report. Youcanclaim a maximum of 7% for Indirectcosts. Youcanbeaudited up to 5 yearsAFTER the project has ended.So keepanyreceipts/ timeregistration etc. untilthen!

19. 2. Internal management

20. 2. Internal management When to report ICT-AGRI 2 timeline Internalreport Every 6 months

21. 2. Internal management How to report Usethe templates/online facilityprovided by Coordinator Theywillbeprovided by Coordinator in time for the first 6-month report

22. 2. Internal management Whatyouneed to do: All partners: a) Submit a financialreport to Coordinator This includes: Personnelcosts, Travel & subsistence and Otherdirectcosts b) Provide information to WP Leaders to support the Activity reports WP Leaderswilltellyouwhattheyneed 2. WP Leaders: Submit a WP Activity report Collect the needed data from relevant partners A template willbeprovided by Coordiantor

23. 2. Internal management Things to remember: Every 6 month: Fill in and submit the financialreport to Coordinator.Coordinatorwill send out invitations/reminders to fill in 6-month reports, templatesand other relevant documentsaftereach 6 monthperiod. If youare WP Leader: Collect relevant information from the WP participants andsubmit an Activity report for your WP to Coordinator.Coordinatorwill send out invitations/reminders to fill in 6-month reportstemplatesand other relevant documentsaftereach 6 monthperiod. Pay attention to comments in the reporting templates. And...*** Pleaserespects the deadlines! ***

24. For more information Please consult: • ICT-AGRI 2 Grant Agreement • ICT-AGRI 2 Consortium Agreement • Guidance Notes on Project Reporting • Guide to Financial Issues • Participant Portal – User’s guide • FP7 Grant Agreement - Annex II – General Conditions • … or ask the ICT-AGRI 2 Management Team

25. Any questions? ICT-AGRI 2 Management Team: • Niels Gøtke, Coordinator, DASTI (nigoe@fi.dk) • Iver Thysen, Manager, DASTI (ivth@fi.dk) • Per Mogensen, Manager, DASTI (perm@fi.dk)

26. Total Budget See also the DoW Payments Payments Overview