European Commission DG for Fisheries and Maritime Affairs Research & scientific analysis SSP Kick-off meeting The 6 th Framework Programme Project: “COBECOS” Contract N°044153

European Commission DG for Fisheries and Maritime Affairs Research & scientific analysis 2 Contract n Core of contract n Annex I – Workprogramme (TA) n Annex II – General conditions n Annex III – Not applicable n Annex IV – Form A (accession to the contract) n Annex V – Form B (new contractors) n Annex VI – Form C (financial statement)

European Commission DG for Fisheries and Maritime Affairs Research & scientific analysis 3 Core of the contract n Participants n Total EC contribution n Duration n Reporting periods and payments n Audit certificates period n Special conditions n Amendments

European Commission DG for Fisheries and Maritime Affairs Research & scientific analysis 4 Core of the contract Reports and Deliverables Reports and Deliverables The project is divided into 2 reporting periods The project is divided into 2 reporting periods For each period : a payment (2 pre-financing + final) For each period : a payment (2 pre-financing + final) Payments to the coordinator who should transfer to the contractors ASAP Payments to the coordinator who should transfer to the contractors ASAP The consortium decides on the allocation between the contractors (consortium agreement) The consortium decides on the allocation between the contractors (consortium agreement)

European Commission DG for Fisheries and Maritime Affairs Research & scientific analysis 5 Example for COBECOS (based on the estimated breakdown) Total EU grant: EUR 1,400, months 12 Total EC grant 1,400,000 € 840,000280, ,000 Pre-financing I pre-financing: 85% (840, ,000) = 952,000 (92,000 for JRC) II pre-financing: 85% (560, ,000) = 238,000 Total pre-financing max total pre-financing 1,120,000 => max II pre-financing 168,000 (1,120,000 – initial prefinancing) periods 20% = 280,000

European Commission DG for Fisheries and Maritime Affairs Research & scientific analysis 6 Core of the contract Amendments Amendments The request shall be submitted by the coordinator on behalf of the consortium (-> agreement of the consortium) The request shall be submitted by the coordinator on behalf of the consortium (-> agreement of the consortium) and should be submitted in writing by means of registered mail and should be submitted in writing by means of registered mail -> SEE GUIDELINES of AMENDMENTS !!!!

European Commission DG for Fisheries and Maritime Affairs Research & scientific analysis 7 Annex I – Workprogramme (TA) Annex I – Workprogramme (TA) Technical content Participants and subcontractors Workplanning and timetable Budget per participant and activity (Research and Management)

European Commission DG for Fisheries and Maritime Affairs Research & scientific analysis 8 Annex II – General conditions A. Implementation of the project n Implementation and Deliverables n Termination of the contract and responsibilities B. Financial provisions n General financial provisions n Controls and audits C. Intellectual property rights

European Commission DG for Fisheries and Maritime Affairs Research & scientific analysis 9 Annex II – General conditions n Implementation and Deliverables Obligations Reports and deliverables Subcontractor Confidentiality

European Commission DG for Fisheries and Maritime Affairs Research & scientific analysis 10 Annex II – General conditions n Implementation and Deliverables Obligations Commission Coordinator Contractors

European Commission DG for Fisheries and Maritime Affairs Research & scientific analysis 11 Annex II – General conditions Reports & Deliverables Within 45 days after each reporting period the consortium will submit the following reports to the Commission: n a periodic activity report (+ 3 questionnaires) n a periodic management report (justification of the costs and resources, Forms C, summary financial report) n periodic report on the financial distribution between contractors n suppl. report required by any Annex to the contract n an audit certificate (final period) n a final report covering the contract period (additional to the activity report for the last period)

European Commission DG for Fisheries and Maritime Affairs Research & scientific analysis 12 ANNEX II – General conditions Subcontractors Tasks clearly identified in Annex I Tasks clearly identified in Annex I Must be awarded to the bid offering best value for money (price/quality) under conditions of transparency and equal treatment Must be awarded to the bid offering best value for money (price/quality) under conditions of transparency and equal treatment If not in Annex I : can only be minor services, non-core elements If not in Annex I : can only be minor services, non-core elements The subcontractor must be a legal entity The subcontractor must be a legal entity A subcontract can only cover a limited part of the project & must be justified A subcontract can only cover a limited part of the project & must be justified The contractor maintains full responsibility for carrying out the project, and retains the intellectual property generated (if any). The contractor maintains full responsibility for carrying out the project, and retains the intellectual property generated (if any).

European Commission DG for Fisheries and Maritime Affairs Research & scientific analysis 13 Annex II – General conditions n Implementation and Deliverables Confidentiality During the life of the project, unless other agreements are made between the consortium

European Commission DG for Fisheries and Maritime Affairs Research & scientific analysis 14 COLLECTIVE Technical and financial responsibility ANNEX II – General conditions Termination of the contract and responsibilities The rule of the financial responsibility of the consortium shall be applied as a last resort and will be in proportion to the contractors share and may not exceed the value of the contribution.

European Commission DG for Fisheries and Maritime Affairs Research & scientific analysis 15 Eligible costs 1.actual, economic and necessary for the project 2.incurred during the duration of the project 3.recorded in the contractor’s accounts 4.Must be determined in accordance with the usual accounting principles of the contractor 5.Costs of third parties’contributions subject to the conditions set out in article II.19.1e – Annex II ANNEX II – General conditions B. Financial provisions

European Commission DG for Fisheries and Maritime Affairs Research & scientific analysis 16 Non-Eligible costs 1.VAT 2.Exchange losses 3.Provisions for possible future losses or charges 4.…… ANNEX II – General conditions

European Commission DG for Fisheries and Maritime Affairs Research & scientific analysis 17 Receipts n Financial transfers or their equivalent from third parties n Contributions in kind from third parties n Income generated by the project itself ! The EC contribution : eligible costs - receipts ANNEX II – General conditions

European Commission DG for Fisheries and Maritime Affairs Research & scientific analysis 18 Interest yielded by pre-financing When completing the form C the coordinator should declare the interest generated by the pre-financing it has received from the Commission When completing the form C the coordinator should declare the interest generated by the pre-financing it has received from the Commission ! The EC contribution : eligible costs - interests ANNEX II – General conditions

European Commission DG for Fisheries and Maritime Affairs Research & scientific analysis 19 Audit certificate ANNEX II – General conditions Private bodies : External auditor independent & qualified Public bodies : competent public officer not involved in the processing of the Form C Costs for the Audit certificates under subcontract included in the Management activity To be submitted by each contractor

European Commission DG for Fisheries and Maritime Affairs Research & scientific analysis 20 ANNEX II – General conditions Audit certificate Audit certificate should certify : 1. Eligible costs Direct  ex. personnel (contract, actual costs, working time records), equipment, travel and subsistence, consumables Indirect  FC 2. Cost reporting model and its correct application 3. Interest 4. Receipts 5. Conversion rate used 6. The price of the audit certificate

European Commission DG for Fisheries and Maritime Affairs Research & scientific analysis 21 ANNEX II – General conditions Control and Audits 1. On several aspects –Scientific –Financial –Accounting and management principles 2. Arranged by and carried out by : –External reviewers/auditors –Commission services + European Court of Auditors + OLAF (European Anti-Fraud Office) 3. Up to 5 years after the end of the project

European Commission DG for Fisheries and Maritime Affairs Research & scientific analysis 22 Annex II – General conditions n Intellectual property rights Knowledge Ownership Protection Use and dissemination Access rights

European Commission DG for Fisheries and Maritime Affairs Research & scientific analysis 23 Annex IV – Form A (accession to the contract) To enter the contract as contractor 3 signed copies Signed by the coordinator and the contractor

European Commission DG for Fisheries and Maritime Affairs Research & scientific analysis 24 Annex V – Form B (new contractors) Signed by the new contractor and the coordinator New CPFs including the new partner and the new repartition of budget New Technical Annex

European Commission DG for Fisheries and Maritime Affairs Research & scientific analysis 25 Form C – Financial Statement n Period n Resources n Declaration of eligible costs n Costs per Activity (Research and Management n Receipts n Interest (coordinator) n Request of Financial Contribution n Audit certificates n Conversion Rates n Certification and signatures (Person responsible for the work and Financial Officer)

European Commission DG for Fisheries and Maritime Affairs Research & scientific analysis 26 Sources of Information n FP6: n FP6: Main documents Main documents Financial Guidelines Financial Guidelines Audit Certificate Guidance Notes Audit Certificate Guidance Notes Project Reporting in FP6 Project Reporting in FP6 Guide to IPR for FP6 projects Guide to IPR for FP6 projects Guidelines on Amendments to FP6 contracts Guidelines on Amendments to FP6 contracts n DG Research: n DG FISH: n DG FISH: Scientific Officer: Scientific Officer: Financial