1. Supported by www.res-h-policy.eu Project Administration Second Project Meeting London, 10/11 March 2009 Liv Becker / Veit Bürger, Öko-Institut e.V.

2. Project Administration www.res-h-policy.eu2 Project Administration - overview Reports to the EACI / Progress Report Deliverables Financial issues

3. Project Administration www.res-h-policy.eu3 Reports (1/5) -work package (WP) reports Every WP includes reports and documents as outcomes of the work in the respective WP Oeko circulated a template for the WP-reports on 27 November 2008

4. Project Administration www.res-h-policy.eu4 Reports (2/5) – Report to the EACI Technical Progress Report Reporting period Oct 2008 to Jun 2009 -Due within July 2009 Interim technical implementation Report Reporting period Oct 2008 to Mar 2010 -Due within Apr 2010 Final technical implementation Report Reporting period Oct 2008 to Mar 2011 -Due within May 2011

5. Project Administration www.res-h-policy.eu5 Reports (3/5) – Contents of Progress Report All deliverables which are due by end of June Summary slides and fact sheet (update with every report) See template provided from EACI for all administrative reports: http://ec.europa.eu/energy/intelligent/implementation/reporting_en.htm

6. Project Administration www.res-h-policy.eu6 Reports (4/5) –report template Report template from EACI asks for: -Progress Report Summary -Consortium management in the period -Progress of work plan in the period (Progress on work packages and performance indicators) -Work plan for the next period Table 2: First indicative state of advancement of hours spent (in %) since starting date per partner and per work package Table 3: Updated list of main persons in charge of the action

7. Project Administration www.res-h-policy.eu7 Deliverables until Progress Report

8. Project Administration www.res-h-policy.eu8 Payments (1/2) First Pre-Financing All beneficiaries received a pre-financing in Nov 2008. It is an equivalent of 30% of EU contribution to the budget of each partner Second Pre-Financing The second pre-financing is due after the approval of the interim report and interim financial statements -Expected June 2010 The aggregate amount of the first two payments shall represent 60% of the maximum EU contribution to the whole project budget

9. Project Administration www.res-h-policy.eu9 Payments (2/2) Payment of the Balance The final payment represents the balance of payments to the total of the EC contribution (75%) to the accepted eligible cost for the project It is due after the approval of the final report and final financial statements -Expected August 2011

10. Project Administration www.res-h-policy.eu10 Co-Financing EU financial contribution -max. 75% of the eligible costs Each partner needs to cover the missing 25% by co- financing (either from external or internal sources) What is the status of your co-financing?

11. Project Administration www.res-h-policy.eu11 Financial statements Each beneficiary has to provide an interim and a final financial statement -due with the interim report (Apr 2010) -and with the final report (May 2011) Financial statements should present the eligible costs actually incurred, following the structure of the estimated budget EACI provides templates for financial statements Detailed information will follow in time from Oeko before submission of the reports

12. Project Administration www.res-h-policy.eu12 Subcontracts Please follow Article II.9 – Award of contracts of the Grant Agreement Some partners (KAPE, EEG, CRES, LEI, ESV, ECN) will conclude subcontracts for translations and/or model runs -This has to be well prepared and made sure to meet the formal requirements

13. Project Administration www.res-h-policy.eu13 Budget transfers Budget transfers are possible -between different cost categories of one partner -between different partners For regulations concerning budget transfers see contract, article I.4.4 and budget transfer forms from EACI All transfers have to be approved by the EACI and need to be applied for (by registered letter) at the latest with the final report Partners who wish to do a budget transfer should discuss this with Oeko

14. Project Administration www.res-h-policy.eu14 Thank you for your attention