|EGI-Engage project:||Main page||WP1(NA1)||WP3(JRA1)||WP5(SA1)||PMB||Deliverables and Milestones||Quality Plan||Risk Plan||Data Plan|
|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: firstname.lastname@example.org
- 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
- Short Guideline to H2020 financial rules is available on the wiki: https://wiki.egi.eu/wiki/EGI-Engage:Project_reporting_Authore_-_Report_costs
- Timeline for costs and efforts reporting is presented and approved in preparation of the first reporting period:
- Project office to check of actual costs and efforts: between 20-25/03/16
- AMB review: 30/03/16
- PMB review: 4/04/16
- Submission date to reviewers: 11/04/16
- Online submission: M+60 days to be confirmed
FAQ - Financial Reports
FAQ: 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: 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: 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: 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: 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: 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 excludes indirect costs and other costs based on lump sums or unit costs other than those for personnel costs and don’t need to be covered by the certificate like the amount paid as pre-financing.
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: Preparation of the CFS over several accounting year
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.