Presentation on theme: "FP7 Grant Agreement Amendments: basic principles and processing"— Presentation transcript:
1 FP7 Grant Agreement Amendments: basic principles and processing FP7 Grant Agreement NegotiationsA Directorate F initiative for coordinators from theFP7-HEALTH-2010-single-stage call and NCPsBrussels, 16th April 2010Gaia Fantechi, Ph.D. Deputy Head of the Administration and Finance Unit Health Directorate, DG Research
2 What is an amendment?Legal act to modify commitments of the GA (core text and Annex I only)Same authorised persons, written documentExchange of letters : content must clearly demonstrate the agreement of the parties, the 2 letters form the amendmentEqual rules and procedures for all funding schemes
3 When is it necessary?General rule: whenever a party wants to introduce a change to the core GA and/or Annex I (DoW), which depends on the agreement of the partiesTypical & most common cases: non-accession to GA, addition or termination of participation of beneficiaries, change of coordinator, extension of project duration, modification of Annex I-DoW, change of banking details, change to coordinator’s contact details, …
4 Amendments: How to proceed? Who:legal representative of the coordinator as identified in the GAHow:Model letter mandatory (ref. Amendment guide available on CORDIS) with correct reference to GA number to be amendedSent to the address of article 8.1Including all necessary supporting documentsWhen :In due time (usually before end of project)
5 Main noveltiesAmendment requests containing more than one modification to GA can be treated separately provided the request letter explicitly states soCoordinator can accept on behalf of the Consortium an amendment proposed by the CommissionPossibility for the Commission to make a counter-proposal to the Consortium request (no need for the Consortium to resubmit a request). The acceptance should be received by the Commission within 60 days.
6 Main noveltiesIn case of addition of new beneficiary to GA, PIC (Participant’s Identification Code) must be available & valid.If new beneficiary not yet registered in URF, it must do so before submission of amendment
7 Main noveltiesWhat about changes that do not depend on the agreement of the parties and which do not require an amendment signed by the legal representatives ?Information letters
8 Main novelties: information letters Information letters to be used in case of:Universal transfer of rights & obligations (except coordinator)Change of legal name or legal details of beneficiariesChange of legal status (eg. SME which is no longer an SME) and mistake in indirect cost calculationAdvantages of Information letters:Lighter procedureDirectly from the beneficiary to the Commission (via its LEAR)One letter per beneficiary & not per GA
9 Amendments: What is the procedure? Preliminary informal contacts between coordinator and EC Project officer before formal submission are necessary for :-sending valid requests (to be treated within 45 days) . For this the EC Project officer liases also with Administration&Finance Unit F.6-F.6 to open a new NEF amendment session for coordinator which needs to submit eg. new signed GPFs with amendment request
11 Information letters: Procedure Beneficiary informs URF (via LEAR)URF validates changes &informs Administration & Finance Units.sends a registered confirmation to the beneficiaryAdministration & Finance Units inform GA coordinators
12 To summarize… URF EC Change of name and legal details of a beneficiary Universal transfer of rights and obligations(except if COO! Then modification of banking details,contact, possibly necessity of addition of special clause…)3. Changes in accounting system of beneficiaries,in legal status under FP7 rules and mistakes in indirectcost calculation4. Other (see art. II.3 (f)) eg. Any event which might affect implementation5. Change of COO’s legal representativeURFEC
13 Information and updates Amendments Guide for FP7 GA:ftp://ftp.cordis.europa.eu/pub/fp7/docs/amendments-ga_en.pdfResearch enquiry helpdesk (legal & financial issues):IT helpdesk
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