Financial, Reporting and Practical issues Per Mogensen, DASTI

Why report? 1. Contractual obligations to the Commission 2. Internal management

ICT-AGRI 2 timeline Month Interim report Month Interim report Month 48 Final report 1. Contractual obligations to the Commission When to report

1. Contractual obligations to the Commission ICT-AGRI 2 timeline Month Interim report Month Interim report Month 48 Final report 1. Interim payment (Within 105 days of receipt of 18 month report) Pre-finance payment (Within 45 days of project start) 2. Interim payment (Within 105 days of receipt of 36 month report) Final payment (Within 105 days of...) When do we get paid?

ICT-AGRI 2 timeline Month 18 Form C Month 36 Form C Month 48 Form C 1. Contractual obligations to the Commission What you need to do: 1.Fill out and submit Form C via the Commission’s online portal (Participants portal). 2.Assist Coordinator/WP leader by providing any other requested documents. This could e.g. be contribution to a Deliverable. Deliverables will be collected when due - following the DoW deadlines – NOT restricted to the 18-monthly reports.

ICT-AGRI 2 timeline Month 18 Form C Month 36 Form C Month 48 Form C 1. Contractual obligations to the Commission What you need to do: 1.Fill out and submit Form C via the Commission’s online portal (Participants portal). Coordinator will send out reminder/templates etc. when the time comes... 2.Assist Coordinator/WP leader by timely delivering on any other requests. This could e.g. be contribution to a Deliverable. Deliverables will be collected when due - following the DoW deadlines – NOT restricted to the 18-month reports. DL

ICT-AGRI 2 timeline Month 18 Form C Month 36 Form C Month 48 Form C 1. Contractual obligations to the Commission What you need to do: 3.WP Leaders: Keep a close eye on the deadlines for your Deliverables. Coordinator will provide a template for reporting on Deliverables. WP Leaders are responsible for collecting needed input from partners and for producing a final report on the deliverable ready for upload to the Commission. DL

1. Contractual obligations to the Commission

Eligible costs To be considered eligible costs must be: Actually incurred (actual costs) - they must be real and not estimated, budgeted or imputed Incurred by the beneficiary Connected to the project Incurred during the duration of the project, with the exception of costs relating to final reports and certificates on the financial statements Determined according to the usual accounting and management principles and practices of the beneficiary identifiable and verifiable Used for the sole purpose of achieving the objectives of the project and its expected results, in a manner consistent with the principles of economy, efficiency and effectiveness Recorded in the accounts of the beneficiary and, in the case of any contribution from third parties, recorded in the accounts of the third parties Indicated in the estimated overall budget annexed to the Grant Agreement.

Direct costs Direct costs are all those eligible costs which can be attributed directly to ICT-AGRI 2 and are identified by the beneficiary as such. This includes: The cost of personnel working on ICT-AGRI 2 Travel and subsistence allowances for staff taking part in project meetings The costs of consumables and supplies provided they are identifiable and assigned to the project Subcontracting Conference fees

Indirect costs Indirect costs are all those eligible costs which cannot be identified by the beneficiary as being directly attributed to the project, but which can be identified and justified by its accounting system as being incurred in direct relationship with the eligible direct costs attributed to the project. Indirect costs, also called overheads, are all the structural and support costs of an administrative, technical and logistical nature which are cross-cutting for the operation of the beneficiary body's various activities and cannot therefore be attributed in full to the project. Indirect costs will be reimbursed at a rate of max. 7%.

Non-eligible costs identifiable indirect taxes including value added tax duties: mean the amount assessed on an imported or (less often) exported item, nearly equivalent to taxes, embracing all taxation or charges levied on persons or things [or the tax imposed on the importation, exportation, or consumption of goods]. interest owed, provisions for possible future losses or charges, exchange losses, cost related to return on capital, costs declared or incurred, or reimbursed in respect of another EU/Euratom project, (hereby avoiding double funding ) debt and debt service charges, excessive or reckless expenditure

1. Contractual obligations to the Commission Things to remember: 1.The Pre-finance paid to you is NOT yours until the project has ended. This means that you will be asked to pay back the difference between what you have received during the project and what you have claimed via Form C at the end of the project. 2.15% of your budget is retained until final payment. This means that your 2. interim payment may be less than the reported expenditure. 3.You can claim costs incurred up to 60 days after the final reporting period (After the end of ICT-AGRI 2). However, only for costs relating to the final report. 4.You can claim a maximum of 7% for Indirect costs. 5.You can be audited up to 5 years AFTER the project has ended. So keep any receipts/ timeregistration etc. until then!

2. Internal management

ICT-AGRI 2 timeline Internal report Every 6 months When to report 2. Internal management

How to report Use the templates/online facility provided by Coordinator They will be provided by Coordinator in time for the first 6-month report

What you need to do: 2. Internal management 1.All partners: a) Submit a financial report to Coordinator This includes: Personnel costs, Travel & subsistence and Other direct costs b) Provide information to WP Leaders to support the Activity reports WP Leaders will tell you what they need 2. WP Leaders: Submit a WP Activity report Collect the needed data from relevant partners A template will be provided by Coordiantor

2. Internal management Things to remember: 1.Every 6 month: Fill in and submit the financial report to Coordinator. Coordinator will send out invitations/reminders to fill in 6-month reports, templates and other relevant documents after each 6 month period. 2.If you are WP Leader: Collect relevant information from the WP participants and submit an Activity report for your WP to Coordinator. Coordinator will send out invitations/reminders to fill in 6-month reports templates and other relevant documents after each 6 month period. 3.Pay attention to comments in the reporting templates. And... *** Please respects the deadlines! ***

For more information Please consult: ICT-AGRI 2 Grant Agreement ICT-AGRI 2 Consortium Agreement Guidance Notes on Project Reporting Guide to Financial Issues Participant Portal – User’s guide FP7 Grant Agreement - Annex II – General Conditions … or ask the ICT-AGRI 2 Management Team

Any questions? ICT-AGRI 2 Management Team: Niels Gøtke, Coordinator, DASTI Iver Thysen, Manager, DASTI Per Mogensen, Manager, DASTI

Payments Overview Payments Total Budget See also the DoW