B d Budget overview and cash flow i d h fl C Carolina Salas li S l 16 October 2008
Agenda AGENDA: Budget overview and Cash flow 1. Grant Agreement g 2. EC Payments 3. Eligible costs 4. 4 Non eligible costs N li ibl 5. Audit and controls 6. 6. PARTNER budget PARTNER budget 23
Grant Agreement PARTNER GRANT AGREEMENT: The EC Grant Agreement starting date is 1 st October 2008 Th The project duration is 48 months: j d i i 48 h From 1 st October 2008 ‐ To 30 th September 2012 Project coordinator is: Manjit Dosanjh (CERN) Project coordinator is: Manjit Dosanjh (CERN) The EC maximum contribution: Euro 5.601.450,00 (five million six hundred and one thousand four hundred and fifty euro) thousand four hundred and fifty euro)
EC payments EC PAYMENTS: The EC shall make the following payments: a) Pre ‐ financing a) Pre financing b) Interim payment: corresponding to the amount accepted for each reporting period c) Final payment: corresponding to the amount accepted for the last reporting period plus any adjustment needed.
EC payments EC PAYMENTS: Pre ‐ financing: 3.640.942,50 (three million six hundred and forty thousand nine hundred and forty ‐ two euro and fifty cents) � Should be paid to the coordinator within 45 days following the start date of the project j � The coordinator shall distribute the pre ‐ financing only to the beneficiaries. NEW! ‐ Guarantee Fund The 5% of the maximum EC financial contribution is transferred in the name of the beneficiaries by the EC from the pre ‐ financing into the Guarantee Fund. The GF amount is 280.072,50 (two hundred and eighty thousand seventy ‐ two Euro and fift cents) and fifty cents) Therefore , the total of pre ‐ financing should be: 3.360.870,00 euro
EC payments EC PAYMENTS: • H Hosting organisation receives pre ‐ financing from EC at project start ti i ti i fi i f EC t j t t t • Hosting organisation pays researcher • Costs must be declared to EC, using Financial Statement form ‐ C (Annex VI) • P Pre ‐ financing is followed by interim payments and final payment fi i i f ll d b i t i t d fi l t 27
Eligible costs Eligible costs The ELEGIBLE COSTS incurred for the implementation of the project shall meet the The ELEGIBLE COSTS incurred for the implementation of the project shall meet the following conditions in order to be considered eligible: a) they must be actual; b) they must be incurred by the beneficiary; c) they must be incurred during the duration of the project, d) they must be determined in accordance with the usual accounting and management principles and practices of the beneficiary; principles and practices of the beneficiary; e) they must be 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; f) they must be recorded in the accounts of the beneficiary; g) they must be indicated in the estimated overall budget in Annex I. See Annex II for details See Annex II for details
Eligible costs 1. Eligible expenses for the activities carried out by the RESEARCHERS A flat rate is set out in Annex I exclusively for the benefit of the researchers appointed under the fl l l f h b f f h h d d h project. This flat rate is set out on the basis of a full ‐ time appointment of the r esearchers under the project and is distributed as follows: 1. A monthly living and mobility allowance (category A – Form C) 2. Travel allowance (category B – Form C) 3. A single career exploratory allowance (category C – Form C) of €2000 if the researcher devotes his/herself to the initial training activities for at least one year d hi /h lf h i i i l i i i i i f l 4. A contribution to cover the costs related to the involvement of the researcher under the project (category D – Form C) is set out in Annex I. This contribution is managed by the hosting organisation for expenses related to the participation of the researchers in research and training activities. It consists of a fixed amount: f h h i h d i i i i i I i f fi d ∙ €600 per researcher ‐ month: for laboratory based research projects ∙ €300 per researcher ‐ month: for non ‐ laboratory based research projects See Annex III for details
Eligible costs: Form C Costs related to the researchers Exclusively for the benefit of the researcher: Living allowance (A), Mobility allowance (A), Travel allowance (B), Career exploratory allowance (C), Contribution to participation expenses (D) 30
Eligible costs 2. Eligible expenses for the activities carried out by the HOST ORGANISATION 1. A flat rate contribution (€ 600 researcher/month) to cover the expenses for the 1. A flat rate contribution (€ 600 researcher/month) to cover the expenses for the execution of the training activities and for the co ‐ ordination between participants (category E ‐ Form C). 2. A flat rate contribution (€ 300 per researcher/day) to cover the costs related to the ( p / y) organisation of international conferences, workshops and events (category F ‐ Form C). 3. Reimbursement of costs (maximum 7% of the total EC contribution) for management activities of the project (category G ‐ Form C). 4. Indirect costs (category H – Form C) refers to a flat rate payment (10% of the direct costs, excluding costs for subcontracting) See Annex III for details NOTE: By derogation from Article 4.2, transfers of budget from the allowances allocated for the activities carried out by the researcher to the amounts allocated for the activities carried out by the beneficiary are not allowed. 31
Eligible costs: Form C Cost related to the Beneficiary For the hosting organisation: 100% contribution to eligible costs of: Execution of partnership (E), (research, g g g p p ( ), ( , training, transfer of knowledge), Organisation of international conferences, workshops, events (F), Management, incl. audits (G); up to 7% of EC contribution for multi beneficiary, Overheads (H), 10% flat rate of direct costs, Other types of eligible expenses / specific conditions (I) 32
Example for breakdown of costs Marie Curie Actions Marie Curie Actions Model breakdown of the real cost categories Contract number: MTK . -CT-200 . - . . . . . . Contractor: . . . C Cost category F (Contribution to the research/training/transfer of knowledge programme expenses) t t F (C t ib ti t th h/t i i /t f f k l d ) Publication of vacant positions Vacancy Medium (newspaper, …) Cost TOTAL = 0,00 Euro Recruitment interviews Recruitment interviews Researcher's name Place of origin of the researcher Cost TOTAL = 0,00 Euro Teaching material Description Cost TOTAL = 0,00 Euro Consumables Description Cost TOTAL = 0,00 Euro Personnel Name External firm Cost TOTAL = 0,00 Euro Training courses Title of the course Researcher's name Number of days Place of the training Cost TOTAL = 0,00 Euro Conferences Title of the conference Researcher's name Number of days Place of the conference Cost 33 TOTAL = 0,00 Euro
Example for breakdown of costs Durable equipment Equipment Equipment Purpose Purpose Expected lifetime Expected lifetime Acquisition value Acquisition value Depreciation value Depreciation value TOTAL = 0,00 Euro Other costs Description Cost TOTAL = 0,00 Euro GRAND TOTAL = 0,00 Euro Cost category G (Management and audit) Description Cost TOTAL = 0,00 Euro Cost category I (Other types of eligible expenses/specific conditions) Description Cost TOTAL = 0,00 Euro 34
Non Eligible costs Non Eligible Costs The following NON ‐ ELEGIBLE COSTS may not be charged to the project: Х any identifiable indirect taxes, including VAT (value added tax); Х id tifi bl i di t t i l di VAT ( l dd d t ) Х duties; Х interest owed; Х provisions for possible future losses or charges; Х provisions for possible future losses or charges; Х exchange losses, cost related to return on capital; Х costs declared or incurred or reimbursed in respect of another EC project; Х debt and debt service charges, excessive or reckless expenditure. See Annex II for details
Audit and Controls Audit Certificate A certificate on the financial statements shall be submitted for claims of interim payments and final payments when the amount of the Community financial contribution claimed by a beneficiary under the form of reimbursement of costs is equal to or superior to EUR 375.000,00, when cumulated with all previous payments from which a certificate on the financial statements when cumulated with all previous payments from which a certificate on the financial statements has not been submitted. Certificates on the financial statements shall certify that the costs claimed and the receipts declared during the period for which they are provided as well as the declaration of the interest yielded (if any) by the pre ‐ financing meet the conditions required by the GA (see Annex VII – yielded (if any) by the pre financing meet the conditions required by the GA. (see Annex. VII Form D). Controls • Any time during the project up to five year after project end the EC could do a financial control to the beneficiaries • Originals or authenticates copies of all documents
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