Technical and Financial Reporting WP1 Technical and Financial Reporting Partners’Meeting Bologna, 26-27 April 2016

Key points The project has a duration of 36 month 2 Reporting Periods (M1-M12 and M13-M36) 3 Official Reports, to be delivered max 60 days after the end of the Reporting Period Periodic Report @ M12 Periodic Report @ M36 Final Report @ M36 The second periodic report and the final report are two be delivered distinctly (the Final Report DOES NOT substitute the second periodic report). Communication from the Coordinator will start approx one month before the end of the reporting period. Templates for reports submission will be provided in a shared Dropbox folder at the beginning of the project I-Media-Cities

Periodic Reports 1/3 Structure Technical report (Consisting of Part A and Part B) Financial report (Consisting of structured forms from the grant management system) I-Media-Cities

Periodic Reports 2/3 Technical Report Part A (structured tables from the GA system) Cover page publishable summary web-based tables covering issues related to the project implementation (e.g. work packages, deliverables, milestones, etc.) answers to the questionnaire about the economic and social impact Part B (free text) explanations of the work carried out by all beneficiaries and linked third parties during the reporting period an overview of the progress towards the project objectives I-Media-Cities

Periodic Reports 3/3 Financial Report Individual financial statements (Annex 4 GA) detailing the receipts of the action Explanation on use of resources Periodic summary financial statement, including request for interim payment I-Media-Cities

Individual Financial Statement I-Media-Cities

Individual Financial Statement I-Media-Cities

Final Report Structure Final technical report:: publishable summary of the entire project  Final financial report: final summary financial statement that is automatically created by the system and corresponds to the request for payment of the balance I-Media-Cities

Eligible Costs Real (based on invoices, no surcharge, no estimations) Incurred by the beneficiary within the project duration plus reporting period (60 days) Relevant to the project activities, as described in the DoW Recorded in your own accounting system and must be documented (invoices, tickets….) Eligible cost incurred from the official start date to the official conclusion date (but includes expense during the reporting period, 60 days after the closure of the project) Incurred by the beneficiary (not third party) Make reference to the project number and name in your order and invoices. * Keep invoices, tickets, contracts, etc. in your recording system and archives to be shown in case of an audit: do not send to coordinator. I-Media-Cities

Cost categories Personnel productive hours of staff cost (GROSS annual salary divided by the number of annual productive hours) staff must be hired by the partner Records to be kept (5 years) Other direct costs: Travels & subsistence Software licences, financial certificates (>325,000), etc. The costs for natural persons working under a direct contract with the beneficiary other than an employment contract are eligible personnel costs, if: The person works under the beneficiary’s instructions and premises - the result of the work carried out belongs to the beneficiary - costs are not significantly different from those for personnell performing similar tasks I-Media-Cities

Ineligible Costs Costs incurred outside project duration NO VAT, unless it is not recoverable: N.B: Keep all receipts and invoices for up to 5 years from project official end (but do not send to coordinator!) > More here > GA Art.6 I-Media-Cities

Indirect Costs Costs not identifiable as directly associated to the project (i.e. routine office costs) Flat rate 25% reimbursed Charged only on Personnel + Other Direct costs (therefore excl. Subcontracting and Third Parties) I-Media-Cities

Forms / Docs Examples > Periodic internal reporting > every 6 months I-Media-Cities

Payments Pre–financing + Interim payments cannot exceed 90% of the total budget Pre-payment: € 2.177.361,88 (= 60% total budget) Interim payment: Within 90 days from receiving the periodic report (M12), based on reimbursement rates. Max amount = 30% total budget (in this case) Payment of the balance: Within 90 days from the final report; [Final grant amount] – [Pre-financing + Interim] I-Media-Cities

Project Timeline I-Media-Cities M12: First Periodic report (Interim Payment) AND Progress report (D1.2) M24: Second Progress report (NO Interim payment) M36: Final periodic report and Final Report (payment of balance) I-Media-Cities

For further information please also refer to the Grant agreement, the H2020 online manual and the H2020 financial guidelines I-Media-Cities