1. Budget & Finance

2. OUTLINESOUTLINES Part 1 : The Eden project in figures Part 2 : Financial relations within the 6th FP 2 1. Roles in the financial process 2 2. Format of the financial reports 2 3. Reminder of important financials rules 2 4. Duration and dates of the project

3. Budget & Finance Part 1 : The Eden project in figures TOTAL BUDGET – PARTICIPATION FROM CONTRACTORS

4. Budget & Finance Part 1 : The Eden project in figures BUDGET ALLOCATION BY COST MODEL

5. Budget & Finance ELIGIBLE COSTS / REQUESTED TO EC Part 1 : The Eden project in figures

6. Budget & Finance BUDGET & ACTIVITIES Part 1 : The Eden project in figures

7. Budget & Finance Part 2 : Financial relations within the 6th FP 2 1. Roles in the financial process 2 1.1 Role of the coordinator The coordinator : - submits all cost statements to the Commission - receives all the credit transfers from the Commission - transfers the sum to be paid to each partner - liaises between the Commission and the Consortium

8. Budget & Finance Part 2 : Financial relations within the 6th FP 2 1. Roles in the financial process 2 1.2 Role of the contracting parties The contractors : - provide cost statements in the required format - provide an audit certificate to certify the costs claimed - ensure EC’s auditors have free access to all the information - keep the original of all documents (up to 5 Years after Eden) - perform budget monitoring to keep to the budget

9. Budget & Finance Part 2 : Financial relations within the 6th FP 2 2. Format of the financial reports 2 2.1 FORM C Box 1:

10. Budget & Finance Part 2 : Financial relations within the 6th FP 2 2. Format of the financial reports 2 2.1 FORM C Box 2:

11. Budget & Finance Part 2 : Financial relations within the 6th FP 2 2. Format of the financial reports 2 2.1 FORM C Boxes 3 - 4

12. Budget & Finance Part 2 : Financial relations within the 6th FP 2 2. Format of the financial reports 2 2.1 FORM C Boxes 5 - 6

13. Budget & Finance Part 2 : Financial relations within the 6th FP 2 2. Format of the financial reports 2 2.1 FORM C Box 7:

14. Budget & Finance Part 2 : Financial relations within the 6th FP 2 2. Format of the financial reports 2 2.1 FORM C Box 8:

15. Budget & Finance Part 2 : Financial relations within the 6th FP 2 2. Format of the financial reports 2 2.2 AUDIT CERTIFICATE The audit certificate is mandatory : - from each contractor - for each reporting period (12 months) Can be delivered by : - an independent external auditor - a competent public officer (for Public bodies) Its aim is to certify : - the costs claimed - that accounts give a true and fair view of the financial aspects of the project ( Proposed model for an audit certificate )

16. Budget & Finance Part 2 : Financial relations within the 6th FP 2 3. Reminder – Important financial rules PERSONNEL COSTS Personnel may include: - Permanent employees - Temporary employees Costs of personnel that can be charged to the project are determined : - by remuneration level - by working time to be charged - follow-up of working time is required - an estimation of hours worked is not sufficient

17. Budget & Finance How to justify Personnel costs Charged on the project

18. Budget & Finance Part 2 : Financial relations within the 6th FP 2 4. DURATION AND DATES OF THE PROJECT 2 4.1 Breakdown by reporting periods - official beginning of the EDEN project : November the 1 st 2004. Reporting periods StartEnd P 101/11/200431/10/2005 P 201/11/200531/10/2006 P 301/11/200631/10/2007 P 401/11/200731/10/2008 P 501/11/200831/10/2009

19. Budget & Finance Part 2 : Financial relations within the 6th FP 2 4. DURATION AND DATES OF THE PROJECT 2 4.2 OPERATIONAL TIMETABLE FOR THE 1st REPORTING PERIOD December, the 31st 2004 : 1st advance from Brussels January 2005 : 1st transfer to partners (85% first 18 months budget) NEXT DATE ! November, the 25th 2005 the latest : - FORM C - Audit certificate by mail (Registered post) and by e-mail (Olivier.pierre@cirad.fr).Olivier.pierre@cirad.fr

20. Budget & Finance Part 2 : Financial relations within the 6th FP 2 4. DURATION AND DATES OF THE PROJECT 2 4.3 OPERATIONAL TIMETABLE FOR THE 1st REPORTING PERIOD December, the 8th 2005 : transmission to EC. - the 47 FORM C - the 47 Audit certificates - consolidated FORM C - report on the distribution between contractors for Period 1 December, the 15th 2005 : deadline for receipt of complete files by EC January, the 26th 2006 : evaluation of the reports by EC March, the 15th 2006 : deadline for payment of 2nd advance by EC April, the 8th 2006 : 2nd advance from coordinator to partners.