Difference between revisions of "EGI-Engage:Financial reports"

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(Project Periodic Financial Reports)
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** Project Review: Thursday 21 April 2016
** Project Review: Thursday 21 April 2016
** Declaration on the portal: 30/04/2016
** Declaration on the portal: 30/04/2016
** DOWNLOAD your FORM C [here https://documents.egi.eu/document/2824]
** '''DOWNLOAD your FORM C''' [ https://documents.egi.eu/document/2824 here]
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Revision as of 17:54, 2 June 2016

EGI-Engage project: Main page WP1(NA1) WP3(JRA1) WP5(SA1) PMB Deliverables and Milestones Quality Plan Risk Plan Data Plan
Roles and
WP2(NA2) WP4(JRA2) WP6(SA2) AMB Software and services Metrics Project Office Procedures

EGI-Engage Project Office: Contact details Contracts, Minutes Reimbursing procedures Project reporting Advance Payments Financial reports Project Administration Archive

The Project Periodic Financial Reports are submitted after each reporting period along with the Periodic activity report. The Project Office is in charge of collecting and consolidating the data from the Lead Beneficiary, who is in turn responsible for gathering the data within their JRUs.


Your contacts at the Project Office: Céline Bitoune

    • Email: celine.bitoune@egi.eu
    • Skype: celine.bitoune.egi
    • Address: Stichting European Grid Initiative (EGI), 140 Science Park, 1098 XG Amsterdam, The Netherlands
    • Telephone: +31 (0)20 893 2007

Project Periodic Financial Reports

1st Project Financial reporting: periods 1st March 2015 to 29 Feb 2016

  • Timeline for costs and efforts reporting is presented and approved in preparation of the first reporting period:
    • Preparation of your costs for Project Office: Deadline Friday 25/03/2016
    • Checking of data by the AMB: 21/03/16
    • Checking data by the Project Office: 21-25 March 2016
    • AMB review of report : 30/03/16
    • PMB review of draft report: 4/04/16
    • Submission date to reviewers: 11/04/16
    • Project Review: Thursday 21 April 2016
    • Declaration on the portal: 30/04/2016
    • DOWNLOAD your FORM C [ https://documents.egi.eu/document/2824 here]

FAQ - Financial Reports

Letter from the Directorate-General avoid-finance-errors:
In March 2012, the Directorate-General for Research and Innovation published the note 'How to avoid common errors identified in cost claims' for beneficiaries of the 7th Framework Programme (FP7). Its content remains valid for the ongoing FP7 projects. Most of these apply to H2020 rules which full details can be found in the Grant Agreement.

FAQ: Form C - How does a third party report costs in my H2020 project?

Beneficiaries and their linked third parties (listed in Article 14 of the Grant Agreement) must each complete their own financial statement as part of the periodic report. Information on reporting costs from other third parties, not listed in article 14, must be integrated in the financial statement of the beneficiary, and pop-up windows will open for providing additional explanations for the use of resources.

FAQ: Form C - Who can edit the financial forms and the explanation on the use of resources in the periodic reporting?

(Primary) Coordinator Contacts, Participant Contacts, Task Managers, Project Financial Signatories and Project Legal Signatories can edit all parts of their financial statements including the explanation on the use of resources.

FAQ: Forms C - electronic signature

Only one electronic signature per form C is possible in the system. The person executing this electronic signature must have collected the prior authorisations required by the internal rules of your organisation. The process for collecting and documenting these authorisations must be organised internally in your institution (e.g. via an internal paper process).

FAQ: Form C - Submission of Form C

The coordinator reviews all parts of the periodic report before submitting it to the Commission. If needed, the coordinator can send back a financial statement to a partner for further changes. In exceptional cases, the coordinator may submit the periodic report with a lacking financial statements from a partner (e.g. if a beneficiary cannot submit its individual financial statement on time). If this happens, the coordinator will be asked to confirm that (s)he is aware of this and that therefore the related costs of this partner will not be considered for the current interim payment. That beneficiary's costs will be considered 'zero' for the current reporting period, though they can declare their costs in the next financial report.

FAQ: Form C - Can the electronic financial statement forms ("forms C") be printed?

Yes. In addition, users are able to download the forms with the e-receipt in pdf format.

FAQ: Form C - partners' financial forms and the explanation on the use of resources overviews

For H2020, the summary of the use of resources is only available after the submission of the periodic report, as an attachment created by the IT system. The screen versions of both the summary of use of resources per beneficiary and the complete summary of use of resources for all beneficiaries will be soon available in H2020 as it is in FP7. Meantime this overview is available in Authore.

FAQ: CFS - certificate on the financial statement (CFS) for a Horizon 2020 grant

An audit certificate is required at the end of the project if the cumulative requested EU contribution is EUR 325 000 or more. It is based on reimbursement of actual costs and unit costs.

  • it is mandatory to use the model Certificate on Financial Statement (CFS) (Annex 5) in the H2020 model grant agreement
  • It excludes indirect costs and other costs based on lump sums or unit costs other than those for personnel costs; these costs don’t need to be covered by the certificate
  • Linked third parties must submit a certificate if they themselves (i.e. without taking into account costs claimed by the beneficiary in question) reach the EUR 325 000 threshold.
  • Within 60 days of the end of the last reporting period, coordinators must submit a final report including a CFS for each beneficiary and each linked third party that requested the contribution indicated above.

If a certificate is required, it must cover all costs declared as actual costs or average personnel costs. Incomplete certificates will be returned for correction.

FAQ: CFS - Preparation of the CFS over several accounting years

Should the auditor issue one Certificate on the Financial Statements (CFS) per reporting period or for several reporting periods or may he/she only issue a single CFS for the whole H2020 grant? You can use any of the three options. However, you should formally send the certificate on the financial statement(s) (CFS) to the Commission in the final reporting period only, even if the beneficiary/linked third party has reached the EUR 325 000 threshold in previous reporting periods and intermediate CFSs have been issued by the certifying auditor. The Commission will not accept certificates submitted at any other time (and costs incurred for such certificates will not be considered eligible, because they are not necessary). In such situation you will have to discuss with your auditor how to book your expenditure in the year that costs were incurred while the invoice will be paid in the year that the CFS is due.
If you submit several CFS at the end of the action all reporting periods must be covered.

FAQ: CFS - Which auditors can issue the Certificate on the Financial Statement (CFS) for Horizon 2020 grants?

All types of Beneficiaries and linked third parties are free to choose a qualified external auditor (including the statutory auditor) who is independent and qualified to carry out statutory audits of accounting documents (under the national legislation implementing the Directive 2006/43/EC of the European Parliament and of the Council of 17 May 2006 on statutory audits of annual accounts and consolidated accounts, amending Council Directives 78/660/EEC and 83/349/EEC and repealing Council Directive 84/253/EEC or similar national regulations).

  • Public bodies may alternatively choose an independent public officer who has been granted (by the relevant national authorities) the legal powers to audit the beneficiary/linked third party or choose a qualified external auditor.
  • International organisations may appoint an internal/external auditor in accordance with your internal financial regulations and procedures or choose a qualified external auditor.
  • an auditor authorised to issue Certificates on Financial Statements (CFSs) in one EU country can do for a beneficiary located in another country, provided that they follow the relevant national accounting rules and may issue a CFS.