1. The Interim Report – What you need to know…

2.  The Interim Report is due to be submitted in mid-November  The report covers the period from 1/10/2012 to 30/9/2013  Our next payment is predicated on the successful adoption of the report by the UK National Agency  A critical part of the report is the financial information  As a Partnership we need to have spent at least 70% of the grant received to date  The financial report is fairly straightforward to complete  Everyone needs to do their bit – if one partner fails to complete, no one gets paid!

3.  A copy of the financial report “personalised” for each organisation is now available on the SVN at:  \WP1_Management_Administrative_Financial\Interim Report  We have already completed the basic information including payments received  NB: to avoid confusion take note of and remember your partner number P0 NMEA P1 LCEB P2 University POLITEHNICA Bucharest P3 Canice Consulting P4 Mindshare P5 UPV P6 EBN P7 National Enterprise Network

4. The sections you need to complete:  A.3 – Staff Costs  A.4 – Travel and Subsistance  A.6 – Other Costs  A.7 – Sub-contracting Plus a separate Word document - “Financial Summary Sheet” where you need to input details about your organisation's VAT and subsistence policies: \WP1_Management_Administrative_Financial\Interim Report

5. A.3 – Staff Costs  Comprising actual salaries plus social security charges and other statutory costs  Produce a calculation that justifies your day rate (backed up by P11 or your equivalent) - upload to SVN  Do not exceed the EU day rates  Copies of time sheets (uploaded to SVN) need to accurately reflect the number of days you are claiming Carefully check your overall staff budget allocation! Make sure that you are on target to achieve spend!

6. A.4 Travel and Subsistence Travel : cost for a journey should include all costs and all means for travel from the point of origin to the point of destination – upload copies of boarding cards and receipts covering costs to SVN – be aware that anything over €750 will automatically be flagged on the sheet Subsistence: Per Diems: check the allowances for each country you have visited – do not exceed them The UK NA expects no more than 1.5 days duration on top of the number of meeting days. Subsistence rates cover accommodation, meals and all local travel costs at the place of destination abroad. Proof of attendance (sign-in sheet) and overnight accommodation (hotel bill) will be required to substantiate – upload to SVN Actuals: as above, but list all subsistence costs i.e. hotel, meals etc. in the table backed up by numbered copies of receipts on SVN When numbering receipts which are referenced in the table please use the convention e.g. NMEA 1, NMEA 2 etc. as I will be transferring all items to the “master” sheet, please use a word or two of English to make them identifiable

7. A.6 – Other Costs The only item in this budget heading is that for the exploitation event venue hire

8. A.7 – Sub-contracting  Invoices and subcontract agreements must be provided for ALL subcontracts – upload to SVN - must be clearly referenced to the worksheet and annotated including the euro exchange rate used for the claim  Brief description of the contract if in a language other than English  If any individual contract is valued at a cost of more than €12,500 evidence of three tenders must also be submitted – SVN  If in any doubt, contact Colin

9. Financial Reporting - General Points  If you haven’t already done so you need to start this process now!  Remember – we’re working in Euros! Use the conversion rate set on the date of your first payment, I added it against your organisation in the Financial Summary Sheet  Please make things as easy for Colin to follow as possible – use the folder structure that has been set up in the Interim Report folder on the SVN, don’t be afraid to create now folders  There is a very useful document called “Completing the Interim Report Financial Tables” at: \WP1_Management_Administrative_Financial\Interim Report  If in doubt, contact Colin

10. The Report Itself…..  As Programme Managers we, NMEA, are responsible for overseeing the completion and submission of the report – however, we require timely input from all partners to get it done on time  We may need some help re: the finer points of the WPs that you are in charge of, so please respond to information requests asap  With the above in mind I have copied a version of the report template into the Interim Report folder – take a few minutes (some time soon) to familiarise yourself with it  In the unlikely case of documents needing to be posted, please use priority services  We need all financial reporting along with the supporting documentation completed and uploaded to SVN by the end of w/c November 4 th – simply put, we cannot go past that deadline  This is very doable, although it can be time consuming – do not leave it until the last minute, especially if you haven’t completed this process before

11. Thank you!