EGI-InSPIRE:Financial reports

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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. The fourth year report covers the period from 1st May 2013 to 30 April 2014.

Important change: Simplification of reporting in 'Use of resources' in FP7/CIP projects

--> "Other direct costs" equal or less than 15% of claimed personnel costs in the Form C: No details for costs need to be reported.

Otherwise cost items need to be reported in the Use of Resources by the beneficiary and they need to be justified as follows:

• By simple reference to the DoW, if the cost items have already been foreseen in the DoW
• By giving the following supporting information if the costs have not been foreseen in the DoW: reference to work package(s), item description, amount per item, nature of item, project relevance.

Please note: It does NOT waive the beneficiaries' contractual obligation to maintain adequate accounting records permitting direct reconciliation of the costs and receipts declared. These should be made directly available to the Commission upon request.

Contacts

Your contact at the Project Office:

• Céline Bitoune <celine.bitoune@egi.eu> Skype: celine.bitoune.egi
• Sjomara Specht <sjomara.specht@egi.eu> Skype: sjomara.specht.egi

• Stichting European Grid Initiative (EGI), 140 Science Park, 1098 XG Amsterdam, The Netherlands
• Tel: +31 (0)20 893 2007

Project Periodic Financial Reports

Financial Report YEAR 4

FINANCIAL REPORTING: 1/05/2013 - 30/04/2014

• Preparation to provide the justification of resource to the Project Office: Deadline Friday 02/06/2014
• Checking data by the Project Office: 19 May - 15 June 2014
• Recording data into NEF by the Project Office: 16-20 June 2014
• Review: Wed-Thurs 2-3 July 2014

Documents to Fill in

• FILE: PartnerXX-EGI-InSPIRE-Year4-Justification-of-Resource

AUDIT CERTIFICATES

• Audit certificate - Word template for Annex D
• FP7 Guidelines for CERTIFICATES ISSUED BY EXTERNAL AUDITORS (only Part II is relevant)

LIST of partners required and to which period it applies

• PY1-PY4: CESNET, CSC, CYFRONET, LIP, UI SAV (slovakia), TUBITAK
• PY2-PY4: CSIC
• PY3-PY4: CNRS, SARA BV, KIT, STFC
• PY4: EGI.eu, CERN

Financial Guidelines

• Condensed Guidelines to Financial Issues Related to FP7 Indirect Actions prepared for EGI-InSPIRE
• Frequently Asked Questions
• financialguide_en-18-03-2013.pdf

Financial Report YEAR 3

FINANCIAL REPORTING: 1/05/2012 - 30/04/2013

• Preparation to provide the justification of resource to the Project Office: Deadline Friday 31/05/2013
• Checking data by the Project Office: 20 May - 14 June 2013
• Recording data into NEF by the Project Office: 17-21 June 2013
• Review: Wed-Thurs 25-26 June 2013

Documents to Fill in

• FILE: PartnerXX-EGI-InSPIRE-Year3-Justification-of-Resource
• Audit certificate - Word template for Annex D

FORWARD TO YOUR AUDITOR this document - FP7 Guidelines for CERTIFICATES ISSUED BY EXTERNAL AUDITORS|FP7 Guidelines for certificates issued by external auditors (only Part II is relevant)

Financial Guidelines

• Condensed Guidelines to Financial Issues Related to FP7 Indirect Actions prepared for EGI-InSPIRE
  
• Frequently Asked Questions
  
• See also Guidance Notes on Project Reporting
  
• EC Financial Guideline dated 16 Jan 2012
  
• FP7 Grant Agreement - Annex II General Conditions V5 18 December 2009
  
• FP7 Guidelines for CERTIFICATES ISSUED BY EXTERNAL AUDITORS (only Part II is relevant)

YEAR 3 - FORM C SIGNATURE PROCESS

1- DOWNLOAD YOUR FORM C: YOU MUST BE LOGGED WITH YOUR SSO ACCOUNT
FORM Cs of a JRU are saved all together in a single PDF file under the name of the Lead Beneficiary. It is the responsibility of the Lead Beneficiary to forward it to his JRUs for signature.
NO NEED TO SIGN THE FORM C IF 0 COST!

2- Get it STAMPED and SIGNED in THREE original copies, one for the Commission and two for the project office. If the document is lost it will enable us to react very quickly;

3- IN ADDITION for Partners BE16-GRNET, BE21-INFN, BE35-CERN.
THREE original copies of the CFS. Pay attention that it is the final version issued/validated;

4- POST FORM Cs + CFS signed original copies to the Project Office by Monday 30 September 2013
Attn: Céline Bitoune and/or Sjomara Specht
Stichting European Grid Initiative (EGI)
140 Science Park, 1098 XG Amsterdam
The Netherlands

Financial Report YEAR 2

FINANCIAL REPORTING: 1/05/2011 - 30/04/2012

• Preparation to provide the justification of resource to the Project Office: Deadline Friday 25/05/2012
• Recording data into NEF by the Project Office: 11-15 June 2012
• Checking data by partners: 18-22 June 2012
• Submission to the Commission (NEF): Friday 22/06/2012
• Review: Wed-Thurs 27-28 June 2012

Documents to Fill in

• FILE: PartnerXX-EGI-InSPIRE-Year2-Justification-of-Resource
• Audit certificate - Word template for Annex D

FORWARD TO YOUR AUDITOR this document:
FP7 Guidelines for CERTIFICATES ISSUED BY EXTERNAL AUDITORS (only Part II is relevant)

Financial Guidelines

• Condensed Guidelines to Financial Issues Related to FP7 Indirect Actions prepared for EGI-InSPIRE
  
• Frequently Asked Questions
  
• See also Guidance Notes on Project Reporting
  
• EC Financial Guideline dated 16 Jan 2012
  
• FP7 Grant Agreement - Annex II General Conditions V5 18 December 2009
  
• FP7 Guidelines for CERTIFICATES ISSUED BY EXTERNAL AUDITORS (only Part II is relevant)

Financial Report YEAR 1

FORM C Signature process

1- Download your Form C:
The FORM Cs of a JRU are saved all together in a single PDF file under the name of the Lead Beneficiary. It is the responsibility of the Lead Beneficiary to forward it to his JRUs for signature.

TO DOWNLOAD YOUR FORM C YOU MUST BE LOGGED WITH YOUR SSO ACCOUNT

NO NEED TO SIGN THE FORM C IF COSTS ARE AT ZERO!

2- Get it STAMPED and SIGNED in three original copies, one for the Commission and two for the project office. If the document is lost it will enable us to react very quickly;


3- Request to your auditor 3 original copies of the CFS whenever it was applicable for your institute. Be careful that it is the final version that has been validated;

- Send these documents to the Project Office by Friday 28 Oct 2011
Attn: Céline Bitoune or Sjomara Specht
Stichting European Grid Initiative (EGI)
140 Science Park, 1098 XG Amsterdam
The Netherlands

Timelines

All beneficiaries are required to complete the following actions for himself and their JRUs

MAY 1st - 15th:

• Complete the Justification-of-Resource (FILE: PartnerXX-EGI-InSPIRE-Year1-Justification-of-Resource)
• Prepare the Certificate of Financial Statement (CFS) if required

--> the above must be checked by the PO

MAY 15th - 31st:

• Complete the financial statement (Form Cs) into NEF;
• Upload into NEF the Certificate of Financial Statement (CFS) if applicable;

--> In the NEF application, the 'signature' is provided by entering the name of the person authorised to validate a Form C for his or her organisation.

JUNE

• 1st - 10th: Submission to the PMB
• 11th - 15th: integrate comment of the PMB
• 17th: Submission to the Commission

JULY-SEPT 2011:

• Once the costs are validated by the Commission, a PDF version of the Form C as processed will have to be signed by each beneficiary and dispatched to the Commission through the coordinator.

Documents to Fill in

FILE: PartnerXX-EGI-InSPIRE-Year1-Justification-of-Resource
FILE: Form C into NEF - Financial Statement (to be filled in by each beneficiary)

Supporting documentations

• EGI-InSPIRE PR Guidance EGI-InSPIRE-PR_Guidance New!
• FAQ PAC meeting held in Amsterdam, Sept 2010
  
• Condensed Guidelines to Financial Issues Related to FP7 Indirect Actions prepared for EGI-InSPIRE
  
• Frequently Asked Questions
  
• See also Guidance Notes on Project Reporting

Financial Guidelines

• EC Financial Guideline dated 30 June 2010
• FP7 Grant Agreement - Annex II General Conditions V5 18 December 2009
• FP7 Guidelines for CERTIFICATES ISSUED BY EXTERNAL AUDITORS (only Part II is relevant)