1 Emerging communities for collective innovation: ICT Operational tool and supporting methodologies for SME Associations 2010 January, 21 22

2  INTRODUCTION TO THE PROJECT  PROJECT BUDGET  PAYMENTS  REPORTING  NEXT STEPS  CONTACTS  INTRODUCTION TO THE PROJECT  PROJECT BUDGET  PAYMENTS  REPORTING  NEXT STEPS  CONTACTS

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5 SMEAGs and SMEs Partners SMEAGs and SMEs Partners RTD Performers

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7 SMEAGs and SMEs Partners RTD Performers

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9 Max. community financial contribution For management Activities as Coordinator of the Project Subcontracting to RTD

10 Subcontracting to Legal Expert and UEAPME Subcontracting to Legal Expert and UEAPME

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COORDINATOR Will transfer the EC contribution according to the approval of reports by the Commission and the provisions of payment in article 5.3 of CA. COORDINATOR Will transfer the EC contribution according to the approval of reports by the Commission and the provisions of payment in article 5.3 of CA. 12 REA (EUROPEAN COMMISSION) According to the Grant Agreement will distribute a pre-financing, an intermediate and a final payment. REA (EUROPEAN COMMISSION) According to the Grant Agreement will distribute a pre-financing, an intermediate and a final payment. SMEAGs and SMEs PARTNERS The Coordinator does not forward the EC contribution to SME and SMEG, if they will not respect the payments to the RTD performers. SMEAGs and SMEs PARTNERS The Coordinator does not forward the EC contribution to SME and SMEG, if they will not respect the payments to the RTD performers. RTD PARTNERS For each payment, the RTD performers must send an invoice (for pre-financing, intermediate and final payments art. 5.3 CA) for the respective work carried out under the Project to SMEs and SMEAGs, in order to receive the required amounts. RTD PARTNERS For each payment, the RTD performers must send an invoice (for pre-financing, intermediate and final payments art. 5.3 CA) for the respective work carried out under the Project to SMEs and SMEAGs, in order to receive the required amounts.

Excl. VAT

14 M1M2M3M4M5M6M7M8M9M10M11M12M13M14M15 UNIUD30%10%5% UNIROMA130%5% CYBION5% 10%5%10% SINGLOG5% 10%5%10% UNIMAN30%5% UL30%5% From CE65% PAYMENTS DURING THE 1ST PROJECT PERIOD (1ST-15TH MONTH) For each payment, RTD Performers must send an invoice. summary invoice At the end of the first period, the RTD performers must provide a summary invoice of all costs incurred during the first 15 months and all pre-funding.

15 INTERMEDIATE PROJECT PAYMENT INTERMEDIATE PROJECT PAYMENT M16M17M18M19M20M21M22 UNIUD15% UNIROMA 1 15% CYBION15% SINGLOG15% UNIMAN15% UL15% From CEreview Max 25% After the successful review by the European Commission/REA, the SMEs and SMEAGs must pay the net amount reported into the RTD performers’ invoices. The SMEs and SMEAGs cannot pay the defaulted RTD performer according to the technical evaluation by the Executive Committee.

16 PAYMENTS DURING THE 2ND PROJECT PERIOD (16TH-36TH MONTH) M23M24M25M26M27M28M29M30M31M32M33M34M35 M36 M42* UNIUD 5% 10% UNIROMA1 5% 15% CYBION 10% 5% 20% SINGLOG 10% 5% 20% UNIMAN 5% 15% UL 5% 15% From CE fi nal f unding summary invoice The RTD performer, that carries out the task regularly, could required further pre-funding by sending to SMEs and SMEAGs new invoices. At the end of the project (36th month) the RTD performer must provide a summary invoice of all costs incurred during the last 21 months and all pre-funding for this period. After the successful review by the European Commission/REA, the SMEs and SMEAGs must pay the net amount reported into the RTD performers’ invoices. The SMEs and SMEAGs cannot pay the defaulted RTD performer according to the technical evaluation by the Executive Committee.

17 The project is divided into two reporting periods:  P1 : from month 1 to month 15  P2 : from month 16 to month 36 The project is divided into two reporting periods:  P1 : from month 1 to month 15  P2 : from month 16 to month 36 P1  MONTH 15: review meeting and the submission of technical/financial report to European Commission.  After successful reviews by the European Commission, the Coordinator will receive the intermediate payment (max. EUR ,00 = 85% of EC contribution – pre-financing)  After the receipt of intermediate payment, Coordinator will verify regularity in payments among Partners and will distribute it in accordance with the budget allocation.  MONTH 15: review meeting and the submission of technical/financial report to European Commission.  After successful reviews by the European Commission, the Coordinator will receive the intermediate payment (max. EUR ,00 = 85% of EC contribution – pre-financing)  After the receipt of intermediate payment, Coordinator will verify regularity in payments among Partners and will distribute it in accordance with the budget allocation. REPORTING PERIODS P2  MONTH 36: review meeting and the submission of technical/financial report to European Commission.  After successful reviews by the European Commission, the Coordinator will receive the final payment (Guarantee Fund + remaining % of EC contribution)  After the receipt of final payment, Coordinator will verify regularity in payments among Partners and will distribute it in accordance with the budget allocation.  MONTH 36: review meeting and the submission of technical/financial report to European Commission.  After successful reviews by the European Commission, the Coordinator will receive the final payment (Guarantee Fund + remaining % of EC contribution)  After the receipt of final payment, Coordinator will verify regularity in payments among Partners and will distribute it in accordance with the budget allocation.

18 SMEAG s and SMEs Partners FINANCIAL STATEMENTS At the end of P1 and P2, SMEAG s and SMEs Partners should provide FINANCIAL STATEMENTS to the Coordinator FORM C (Annex VI of the GA) Costs incurred during the project must be included in FORM C according to the different typology of Activities.

19 MANAGEMENT ACTIVITIES Related to the management, project coordination, implementation, reporting and administrative tasks MANAGEMENT ACTIVITIES Related to the management, project coordination, implementation, reporting and administrative tasks RTD ACTIVITIES Research and technological development including scientific coordination RTD ACTIVITIES Research and technological development including scientific coordination DEMONSTRATION ACTIVITIES To prove the viability of new tachnologies DEMONSTRATION ACTIVITIES To prove the viability of new tachnologies OTHER ACTIVITIES Dissemination, business modeling, intellectual property activities, promotion OTHER ACTIVITIES Dissemination, business modeling, intellectual property activities, promotion

20 FINANCIAL STATEMENTS  Certificates on the Financial Statement (CFS – Annex VII GA) are required whenever the amount of the EC Contribution, claimed by a beneficiary under the form of reimbursement of costs (FORM C) is equal or superior to EUR ,00.  Each partners is responsible for its own financial statements and the declared costs must be justify by supported documents. The Commission may, at any time during the implementation of the Project, and up for five from the end of the project, arrange for financial audits.  Any report and deliverable shall be in English. FINANCIAL STATEMENTS  Certificates on the Financial Statement (CFS – Annex VII GA) are required whenever the amount of the EC Contribution, claimed by a beneficiary under the form of reimbursement of costs (FORM C) is equal or superior to EUR ,00.  Each partners is responsible for its own financial statements and the declared costs must be justify by supported documents. The Commission may, at any time during the implementation of the Project, and up for five from the end of the project, arrange for financial audits.  Any report and deliverable shall be in English.

21 Costs incurred during the project must be included according to the different typology of Activities Each partner is responsible for its own financial statements and the declared costs must be justify by supported documents. The Commission may, at any time during the implementation of the Project, and up for five from the end of the project, arrange for financial audits.

22 In order to be considered for reimbursement, costs incurred by the beneficiaries in the course of project, must satisfy the eligibility criteria actual incurred by the Partner incurred during the project identifiable and verifiable used for the project and its expected results, with the principles of economy, efficiency and effectiveness recorded in the accounts of the Partner have been indicated in the estimated overall budget – Annex I

Must be justify by documentary evidences (contracts, timesheets, paysheets, invoice, ….) 23 No justifications are required DIRECT COSTS Personnel Other Travel and Subsistence Durable Equipment Consumables Computing DIRECT COSTS Personnel Other Travel and Subsistence Durable Equipment Consumables Computing INDIRECT COSTS Also called overheads are justified as related to direct costs excluded Subcontracting INDIRECT COSTS Also called overheads are justified as related to direct costs excluded Subcontracting

24 full name of beneficiary; full name of the employee; title of RTD project ; project account number; time period concerned (for instance on daily, weekly, monthly basis) according to the beneficiary's normal practice; amount of hours claimed on the RTD project. All hours claimed must be able to be verified in a reliable manner; full name and a signature of a supervisor (person in charge of the project). full name of beneficiary; full name of the employee; title of RTD project ; project account number; time period concerned (for instance on daily, weekly, monthly basis) according to the beneficiary's normal practice; amount of hours claimed on the RTD project. All hours claimed must be able to be verified in a reliable manner; full name and a signature of a supervisor (person in charge of the project).

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26 For all Partners: deliver FORM A – GRANT AGREEMENT deliver FORM A – GRANT AGREEMENT sign the Addendum of Consortium Agreement sign the Addendum of Consortium Agreement For SMEs and SMEAGs Partners: transmit references of bank account to transfer the pre-financing payment transmit references of bank account to transfer the pre-financing payment For all Partners: deliver FORM A – GRANT AGREEMENT deliver FORM A – GRANT AGREEMENT sign the Addendum of Consortium Agreement sign the Addendum of Consortium Agreement For SMEs and SMEAGs Partners: transmit references of bank account to transfer the pre-financing payment transmit references of bank account to transfer the pre-financing payment

27 WORKGROUP Responsible First nameLast name Phone number Members First nameLast name Phone number Representative members Steering Committee First nameLast name Phone number Executive Committee First nameLast name Phone number Exploitation Committee First nameLast name Phone number Administration and Financial Committee First nameLast name Phone number

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