1. ICE2ICE ADMINISTRATIVE MEETING COPENHAGEN, 03.05.18

2. AGENDA CONTENT OF THE FINANCIAL REPORT TEMPLATE FROM “COORDINATOR”
CONSOLIDATION OF THE FINANCIAL REPORT
MAIN COMMENTS FROM THE COMMISSION TO THE 36 MONTH REPORT
QUESTIONS AND ISSUES FROM THE BENEFICIARIES
IMPROVEMENT FOR REMAINING REPORTS
TIMELINE FOR REMAINING REPORTS
OTHER ISSUES

3. ERC - Financial Reporting
The Financial report comprises of:
Declaration by the Host Institution
Description of project management
Project achievements
Breakdown of direct costs and budget table follow-up
A financial statement/Form C
A certificate on the financial statements when the amount of the EU financial contribution is equal to or superior to EUR list of certificates due
Summary financial report
i) Workforce table (not part of the financial report)
The Corresponding Host Institution (UiB) will be responsible for consolidating and submitting the financial report, on the basis of input from the other beneficiaries

4. Declaration of honour
Completed by the
“coordinator”/CPI

5. 1. Project managment – input from all beneficiaries
Elaborate on how PI’s are respecting the requirement to devote 30% working time
Describe how relations between the PI and Host Institution were managed
Describe reasons for any delays and measures to catch up
Describe how expenses incurred have developed in comparison with the original budget breakdown, explain any over- or under- consumption and provide information on the various cost categories
In case of budget reallocations, explain these and record them in the budget follow-up table
Specify cost adjustments to previous periods
Summary of recommendations from auditors/technical reviews (if applicable)
Change in legal status of any beneficiary (if applicable)
TEMP-LATE
FROM
Hege

6. 2. Project acheivments – input from all beneficiaries
Give a global overview of the project’s implementation for the reporting period, elaborate on any problems incurred (delay, cancellation, postponement of activities/work) and how they have been addressed (no more than ½ page)
List publications, papers etc. so that ERCEA has a record, UNLESS they have been uploaded to SESAM

7. 4. Budget tables - 5. Form C - 6. CFS all beneficiaries
Breakdown of direct cost table (costs incurred in the period in question)
Budget follow-up table (updated budgets)
Form C
CFS – if costs reported in Form C =/> Euro

8. Template from «coordinator»
Information/guidelines – 1 page
Description of expenses – excel file
To receive the same input from all beneficiaries, easier to consolidate the report

9. Consolidation of the report
Everything has to add up!!!

11. Further checks Are any reported costs non-eligible?
Have costs and deviations been sufficiently explained?
Any use of subcontracting/third parties not included in Annex I?
Are any adjustments adequately explained?
Are any reallocations of budgets explained, and match the budget follow-up table
Is the CFS correct (correct template, correct amounts, correct selections)

12. Consolidation of the report
Takes time!
Input from beneficiaries needed well ahead of the reporting deadline from the ERC.
For month 36 report - Input from beneficiaries was very late – very little to no time for checks and cross checking
Result: Many comments from the ERC, interim payment deadline put on hold, delayed payment

13. Comments from the ERC to the 36 month report
Incorrect CFS
Tasks missing for personnel
Equipment/depreciation – connection to the Breakdown of costs table
Travel for team members / non team members
Explanations for deviations missing or not adding up
Explaining costs in adjustment Form C missing
Data in the report not corresponding to the budget tables.
Blue issues: Could most likely have been avoided if «coordinator» had sufficient time to consolidate the report.

14. Questions/issues from NBI and DMI
How to report travel costs – team and non-team members?
Travel costs should be reported per person, per travel (who, when, what, where, and amount), eg:
11th – 17th December 2017, Nils Nilsen, San Francisco USA, AGU Fall meeting, Euro 3200,-
Try to avoid pooling travels together, eg:
11th – 17th December 2017, Nils Nilsen, Kari Karlsen, Siv Sivertsen, San Francisco USA, AGU Fall meeting, Euro 9200,-
All members of the Ice2Ice team should be reported under travel team members, even if they do not receive salary from the ERC funds. Travel non team members only for external advisors etc.

15. Questions/issues from NBI and DMI
Other issues?
If the depreciation included in the Budget break-down table does not match the depreciation accounted for by the beneficiary, the difference can be reported and specified under «Other costs».

16. Improvements for coming reports
From «coordinator»
Read information/guidelines carefully and follow instructions
Improve reporting template? Unclear guidelines?
Submitting data on time (ref. plan in next slide)
From NBI / DMI?
No issues raised. Reporting template ok.
Comments and suggestions may be made to Hege at any time.

17. ICE2ICE - Financial reporting Deadlines 54 month report
By end of January 2019:
Internal status meetings between PI’s and administration
By 4th March:
Draft/preliminary template/report
Draft ERC Budget tables
Draft Form C completed in the portal if possible
Work force table (final)
By 25th March:
Form C signed and CFS uploaded in the portal
Summary of any changes to the draft/preliminary template/report
Deadline to the ERC – 31st March 2019