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==Project Periodic Financial Reports==
 
<br>
 
 
The '''Project Periodic Financial Reports''' are submitted after each reporting period along with the Periodic activity report.  
 
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.'''<br><br>
+
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.
  
[[Important change]]: '''Simplification of reporting in 'Use of resources' in FP7/CIP projects'''<br>
+
''' The fourth year report covers the period from 1st May 2013 to 30 April 2014.'''
 
+
==Important changes==
--> "Other direct costs" equal or less than 15% of claimed personnel costs in the Form C: [[no details for costs need to be reported]]
+
The '''Simplification of reporting in 'Use of resources' in FP7/CIP projects''' means that if "Other direct costs" are equal to or less than 15% of claimed personnel costs in the Form C then <span style="color: red">no details for costs need to be reported.</span>
  
 
Otherwise cost items need to be reported in the Use of Resources by the beneficiary and they need to be justified as follows:
 
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 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.<br>
+
*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:   The application of above principles only affects reporting and in particular does NOT waive the beneficiaries' contractual obligation to maintain adequate accounting records permitting direct reconciliation of the costs and receipts declared in respect of the project with the corresponding financial statements and supporting documents. These should be made directly available to the Commission upon request, in particular within the context of financial audits and controls.
+
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 contacts at the Project Office:
 +
* Céline Bitoune
 +
** Email: [mailto:celine.bitoune@egi.eu celine.bitoune@egi.eu]
 +
** Skype: celine.bitoune.egi
 +
* Sjomara Specht
 +
** email: [mailto:sjomara.specht@egi.eu sjomara.specht@egi.eu]
 +
** Skype: sjomara.specht.egi
 +
===Other details===
 +
* Address: Stichting European Grid Initiative (EGI), 140 Science Park, 1098 XG Amsterdam, The Netherlands
 +
* Telephone: +31 (0)20 893 2007
  
'''Your contact at the Project Office:<br>'''
+
==Project Periodic Financial Reports==
* Céline Bitoune <celine.bitoune@egi.eu>    Skype: celine.bitoune.egi
+
===Financial Report YEAR 5===
* Sjomara Specht <sjomara.specht@egi.eu>    Skype: sjomara.specht.egi
+
FINANCIAL REPORTING: 1/05/2014 - 31/12/2014
 +
* '''Preparation''' to provide the justification of resource to the Project Office: Deadline Friday 23/01/2015
 +
* '''Checking''' data by the Project Office:  26 Jan - 6 Feb 2015
 +
* '''Recording''' data into NEF by the Project Office: 26 Jan - 6 Feb 2015
 +
* '''Review''': Friday 13 Feb 2015
  
<br>
+
====Documents to Fill in====
Stichting European Grid Initiative (EGI)<br>
+
* FILE: [https://documents.egi.eu/document/2379 template YEAR5 Justification-of-resource]
140 Science Park, 1098 XG Amsterdam, The Netherlands<br>
 
Tel: +31 (0)20 893 2007
 
  
<!-- Categories-->
+
====Financial Guidelines====
[[Category:Project administration]]
+
* [https://wiki.egi.eu/w/images/3/3d/Financial_guidelines_under_the_FP7_2010.pdf Condensed Guidelines to Financial Issues] Related to FP7 Indirect Actions prepared for EGI-InSPIRE
__NOTOC__
+
* [http://ec.europa.eu/research/index.cfm?pg=faq&lg=en Frequently Asked Questions]
 +
* [https://documents.egi.eu/document/1143 financialguide_en-18-03-2013.pdf]
  
<br><br>
+
=====FORM C SIGNATURE PROCESS=====
 +
#[https://documents.egi.eu/document/2476 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!
 +
#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;
 +
#*IN ADDITION''' for Partners '''INFN, EGI.eu.''' '''THREE original copies of the CFS'''. Pay attention that it is the final version issued/validated;
 +
#POST FORM Cs + CFS signed original copies by '''Friday 15 May 2015''' attention of Céline Bitoune and/or Sjomara Specht to the EGI.eu offices (see [[#Contacts]] above)
  
==Financial Report YEAR 4==  
+
===Financial Report YEAR 4===
'''FINANCIAL REPORTING: 1/05/2013 - 30/04/2014'''<br>
+
FINANCIAL REPORTING: 1/05/2013 - 30/04/2014
 
* '''Preparation''' to provide the justification of resource to the Project Office: Deadline Friday 02/06/2014
 
* '''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
 
* '''Checking''' data by the Project Office: 19 May - 15 June 2014
Line 43: Line 59:
 
* '''Review''': Wed-Thurs 2-3 July 2014
 
* '''Review''': Wed-Thurs 2-3 July 2014
  
<br>
+
====Documents to Fill in====
'''Documents to Fill in'''
+
* FILE: [https://documents.egi.eu/document/2201 PartnerXX-EGI-InSPIRE-Year4-Justification-of-Resource]
 
 
* FILE: PartnerXX-EGI-InSPIRE-Year4-Justification-of-Resource<BR><BR>
 
  
'''AUDIT CERTIFICATES''':
+
=====AUDIT CERTIFICATES=====
 
* Audit certificate - [https://documents.egi.eu/document/1143 Word template for Annex D]
 
* Audit certificate - [https://documents.egi.eu/document/1143 Word template for Annex D]
* FP7 Guidelines for [https://documents.egi.eu/secure/RetrieveFile?docid=197&version=1&filename=guidelines-audit-certification_en.pdf CERTIFICATES ISSUED BY EXTERNAL AUDITORS] (only Part II is relevant) <br>
+
* FP7 Guidelines for [https://documents.egi.eu/secure/RetrieveFile?docid=197&version=1&filename=guidelines-audit-certification_en.pdf 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, UI SAV (slovakia), TUBITAK
 +
* PY2-PY4: CSIC
 +
* PY3-PY4: CNRS, SARA BV, KIT, STFC
 +
* PY4: EGI.eu, CERN
  
'''Financial Guidelines'''
+
====Financial Guidelines====
+
* [https://wiki.egi.eu/w/images/3/3d/Financial_guidelines_under_the_FP7_2010.pdf Condensed Guidelines to Financial Issues] Related to FP7 Indirect Actions prepared for EGI-InSPIRE
* [https://wiki.egi.eu/w/images/3/3d/Financial_guidelines_under_the_FP7_2010.pdf Condensed Guidelines to Financial Issues] Related to FP7 Indirect Actions prepared for EGI-InSPIRE<br>
+
* [http://ec.europa.eu/research/index.cfm?pg=faq&lg=en Frequently Asked Questions]
* [http://ec.europa.eu/research/index.cfm?pg=faq&lg=en Frequently Asked Questions]<br>
 
 
* [https://documents.egi.eu/document/1143 financialguide_en-18-03-2013.pdf]
 
* [https://documents.egi.eu/document/1143 financialguide_en-18-03-2013.pdf]
<br>
 
  
<br><br>
+
=====FORM C SIGNATURE PROCESS=====
 +
#[https://documents.egi.eu/document/2313 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!
 +
#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;
 +
#*IN ADDITION''' for Partners '''CESNET, CSC, UI SAV, TUBITAK, CSIC, STFC, EGI.eu.''' '''THREE original copies of the CFS'''. Pay attention that it is the final version issued/validated;
 +
#POST FORM Cs + CFS signed original copies by Monday 27 October 2014 attention of Céline Bitoune and/or Sjomara Specht to the EGI.eu offices (see [[#Contacts]] above)
  
==Financial Report YEAR 3==  
+
===Financial Report YEAR 3===  
'''FINANCIAL REPORTING: 1/05/2012 - 30/04/2013'''<br>
+
'''FINANCIAL REPORTING: 1/05/2012 - 30/04/2013'''
 
* '''Preparation''' to provide the justification of resource to the Project Office: Deadline Friday 31/05/2013
 
* '''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
 
* '''Checking''' data by the Project Office: 20 May - 14 June 2013
Line 69: Line 94:
 
* '''Review''': Wed-Thurs 25-26 June 2013
 
* '''Review''': Wed-Thurs 25-26 June 2013
  
<br>
+
====Documents to Fill in====
'''Documents to Fill in'''
 
 
 
 
* FILE: [https://documents.egi.eu/document/1759 PartnerXX-EGI-InSPIRE-Year3-Justification-of-Resource]
 
* FILE: [https://documents.egi.eu/document/1759 PartnerXX-EGI-InSPIRE-Year3-Justification-of-Resource]
 
* Audit certificate - [https://documents.egi.eu/document/1143 Word template for Annex D]
 
* Audit certificate - [https://documents.egi.eu/document/1143 Word template for Annex D]
 +
** FORWARD TO YOUR AUDITOR''' this document - FP7 Guidelines for [https://documents.egi.eu/secure/RetrieveFile?docid=197&version=1&filename=guidelines-audit-certification_en.pdf CERTIFICATES ISSUED BY EXTERNAL AUDITORS] (only Part II is relevant)
  
'''FORWARD TO YOUR AUDITOR''' this document:
+
====Financial Guidelines====
<br> FP7 Guidelines for [https://documents.egi.eu/secure/RetrieveFile?docid=197&version=1&filename=guidelines-audit-certification_en.pdf CERTIFICATES ISSUED BY EXTERNAL AUDITORS] (only Part II is relevant) <br> <br>
 
 
 
'''Financial Guidelines'''
 
 
 
* [https://wiki.egi.eu/w/images/3/3d/Financial_guidelines_under_the_FP7_2010.pdf Condensed Guidelines to Financial Issues] Related to FP7 Indirect Actions prepared for EGI-InSPIRE<br>
 
* [https://wiki.egi.eu/w/images/3/3d/Financial_guidelines_under_the_FP7_2010.pdf Condensed Guidelines to Financial Issues] Related to FP7 Indirect Actions prepared for EGI-InSPIRE<br>
 
* [http://ec.europa.eu/research/index.cfm?pg=faq&lg=en Frequently Asked Questions]<br>
 
* [http://ec.europa.eu/research/index.cfm?pg=faq&lg=en Frequently Asked Questions]<br>
Line 86: Line 106:
 
* FP7 Grant Agreement - [ftp://ftp.cordis.europa.eu/pub/fp7/docs/fp7-ga-annex2_en.pdf Annex II General Conditions V5 18 December 2009]<br>
 
* FP7 Grant Agreement - [ftp://ftp.cordis.europa.eu/pub/fp7/docs/fp7-ga-annex2_en.pdf Annex II General Conditions V5 18 December 2009]<br>
 
* FP7 Guidelines for [https://documents.egi.eu/secure/RetrieveFile?docid=197&version=1&filename=guidelines-audit-certification_en.pdf CERTIFICATES ISSUED BY EXTERNAL AUDITORS] (only Part II is relevant)
 
* FP7 Guidelines for [https://documents.egi.eu/secure/RetrieveFile?docid=197&version=1&filename=guidelines-audit-certification_en.pdf CERTIFICATES ISSUED BY EXTERNAL AUDITORS] (only Part II is relevant)
<br>
 
<br>
 
  
==YEAR 3 - FORM C SIGNATURE PROCESS==
+
=====FORM C SIGNATURE PROCESS=====
 +
#[https://documents.egi.eu/document/1951 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!
 +
#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;
 +
#*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;
 +
#POST FORM Cs + CFS signed original copies by Monday 30 September 2013 attention of Céline Bitoune and/or Sjomara Specht to the EGI.eu offices (see [[#Contacts]] above)
  
'''1- [https://documents.egi.eu/document/1951 DOWNLOAD YOUR FORM C]:''' YOU MUST BE LOGGED WITH YOUR SSO ACCOUNT'''<br>
+
===Financial Report YEAR 2===  
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.<br>
 
'''NO NEED TO SIGN THE FORM C IF 0 COST!'''<br><br>'''
 
'''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;<br><br>
 
'''3- IN ADDITION''' for Partners '''BE16-GRNET, BE21-INFN, BE35-CERN.'''
 
<br>'''THREE original copies of the CFS'''. Pay attention that it is the final version issued/validated;<br><br>'''
 
'''4- POST FORM Cs + CFS signed original copies to the Project Office by Monday 30 September 2013'''<br>
 
Attn: Céline Bitoune and/or Sjomara Specht<br>
 
Stichting European Grid Initiative (EGI)<br>
 
140 Science Park, 1098 XG Amsterdam<br>
 
The Netherlands<br>
 
<br>
 
<BR><BR>
 
<br>
 
 
 
==Financial Report YEAR 2==  
 
 
'''FINANCIAL REPORTING: 1/05/2011 - 30/04/2012'''<br>
 
'''FINANCIAL REPORTING: 1/05/2011 - 30/04/2012'''<br>
 
* '''Preparation''' to provide the justification of resource to the Project Office: Deadline Friday 25/05/2012
 
* '''Preparation''' to provide the justification of resource to the Project Office: Deadline Friday 25/05/2012
Line 114: Line 125:
 
* '''Review''': Wed-Thurs 27-28 June 2012
 
* '''Review''': Wed-Thurs 27-28 June 2012
  
<br>
+
====Documents to Fill in====
'''Documents to Fill in'''
 
 
 
 
* FILE: [https://documents.egi.eu/document/1113 PartnerXX-EGI-InSPIRE-Year2-Justification-of-Resource]
 
* FILE: [https://documents.egi.eu/document/1113 PartnerXX-EGI-InSPIRE-Year2-Justification-of-Resource]
 
* Audit certificate - [https://documents.egi.eu/document/1143 Word template for Annex D]
 
* Audit certificate - [https://documents.egi.eu/document/1143 Word template for Annex D]
 +
** FORWARD TO YOUR AUDITOR this document: FP7 Guidelines for [https://documents.egi.eu/secure/RetrieveFile?docid=197&version=1&filename=guidelines-audit-certification_en.pdf CERTIFICATES ISSUED BY EXTERNAL AUDITORS] (only Part II is relevant)
  
'''FORWARD TO YOUR AUDITOR''' this document:
+
====Financial Guidelines====
<br> FP7 Guidelines for [https://documents.egi.eu/secure/RetrieveFile?docid=197&version=1&filename=guidelines-audit-certification_en.pdf CERTIFICATES ISSUED BY EXTERNAL AUDITORS] (only Part II is relevant) <br> <br>
+
* [https://wiki.egi.eu/w/images/3/3d/Financial_guidelines_under_the_FP7_2010.pdf Condensed Guidelines to Financial Issues] Related to FP7 Indirect Actions prepared for EGI-InSPIRE
 
 
'''Financial Guidelines'''
 
 
* [https://wiki.egi.eu/w/images/3/3d/Financial_guidelines_under_the_FP7_2010.pdf Condensed Guidelines to Financial Issues] Related to FP7 Indirect Actions prepared for EGI-InSPIRE<br>
 
 
* [http://ec.europa.eu/research/index.cfm?pg=faq&lg=en Frequently Asked Questions]<br>
 
* [http://ec.europa.eu/research/index.cfm?pg=faq&lg=en Frequently Asked Questions]<br>
* See also [ftp://ftp.cordis.europa.eu/pub/fp7/docs/project_reporting_en.pdf Guidance Notes on Project Reporting]<br>
+
* See also [ftp://ftp.cordis.europa.eu/pub/fp7/docs/project_reporting_en.pdf Guidance Notes on Project Reporting]
* [ftp://ftp.cordis.europa.eu/pub/fp7/docs/financialguide_en.pdf EC Financial Guideline dated 16 Jan 2012]<br>
+
* [ftp://ftp.cordis.europa.eu/pub/fp7/docs/financialguide_en.pdf EC Financial Guideline dated 16 Jan 2012]
* FP7 Grant Agreement - [ftp://ftp.cordis.europa.eu/pub/fp7/docs/fp7-ga-annex2_en.pdf Annex II General Conditions V5 18 December 2009]<br>
+
* FP7 Grant Agreement - [ftp://ftp.cordis.europa.eu/pub/fp7/docs/fp7-ga-annex2_en.pdf Annex II General Conditions V5 18 December 2009]
 
* FP7 Guidelines for [https://documents.egi.eu/secure/RetrieveFile?docid=197&version=1&filename=guidelines-audit-certification_en.pdf CERTIFICATES ISSUED BY EXTERNAL AUDITORS] (only Part II is relevant)
 
* FP7 Guidelines for [https://documents.egi.eu/secure/RetrieveFile?docid=197&version=1&filename=guidelines-audit-certification_en.pdf CERTIFICATES ISSUED BY EXTERNAL AUDITORS] (only Part II is relevant)
<br>
 
<br>
 
<br>
 
  
==Financial Report YEAR 1==  
+
===Financial Report YEAR 1===
 +
====FORM C Signature process====
  
<br>
+
# Download your Form C
'''FORM C Signature process''' <br>
+
#* 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 [https://documents.egi.eu/document/840 DOWNLOAD YOUR FORM C] YOU MUST BE LOGGED WITH YOUR SSO ACCOUNT'''
 +
#* NO NEED TO SIGN THE FORM C IF COSTS ARE AT ZERO!
 +
# 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;>
 +
# 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'''
  
1- '''Download your Form C:''' <br>
+
====Timelines====
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.<br><br>
+
All beneficiaries are required to complete the following actions '''for himself and their JRUs''':
'''TO [https://documents.egi.eu/document/840 DOWNLOAD YOUR FORM C] YOU MUST BE LOGGED WITH YOUR SSO ACCOUNT'''<br><br>
+
* MAY 1st - 15th:
'''NO NEED TO SIGN THE FORM C IF COSTS ARE AT ZERO!'''<br><br>'''
+
** Complete the Justification-of-Resource (FILE: PartnerXX-EGI-InSPIRE-Year1-Justification-of-Resource)
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;<br><br>
+
** Prepare the Certificate of Financial Statement (CFS) if required 
<br>
+
*** The above must be checked by the PO
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;<br><br>
+
* MAY 15th - 31st:
'''- Send these documents to the Project Office by Friday 28 Oct 2011'''<br>
+
** Complete the financial statement (Form Cs) into  NEF;
Attn: Céline Bitoune or Sjomara Specht<br>
+
** Upload into  NEF the Certificate of Financial Statement (CFS) if applicable;
Stichting European Grid Initiative (EGI)<br>
+
*** 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.
140 Science Park, 1098 XG Amsterdam<br>
+
* JUNE
The Netherlands<br>
+
** 1st - 10th: Submission to the PMB
<br>
+
** 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.
  
'''Timelines'''
+
====Documents to Fill in====
 +
* FILE: [https://documents.egi.eu/document/455 PartnerXX-EGI-InSPIRE-Year1-Justification-of-Resource]
 +
* FILE: Form C into NEF - Financial Statement (to be filled in by each beneficiary)
  
All beneficiaries are required to complete the following actions '''for himself and their JRUs'''<br><br>
+
====Supporting documentations====
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<br>
 
<br>
 
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.
 
<br><br>
 
JUNE
 
* 1st - 10th: Submission to the PMB
 
* 11th - 15th: integrate comment of the PMB
 
* 17th: Submission to the Commission
 
<br>
 
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.
 
<br>
 
 
 
==Documents to Fill in==
 
FILE: [https://documents.egi.eu/document/455 PartnerXX-EGI-InSPIRE-Year1-Justification-of-Resource]<br>
 
FILE: Form C into NEF - Financial Statement (to be filled in by each beneficiary)
 
 
 
==Supporting documentations==
 
 
* EGI-InSPIRE PR Guidance [https://wiki.egi.eu/w/images/b/be/EGI-InSPIRE-PR-Guidance.pdf EGI-InSPIRE-PR_Guidance New!]
 
* EGI-InSPIRE PR Guidance [https://wiki.egi.eu/w/images/b/be/EGI-InSPIRE-PR-Guidance.pdf EGI-InSPIRE-PR_Guidance New!]
* FAQ PAC meeting held in Amsterdam, Sept 2O1O <br>
+
* FAQ PAC meeting held in Amsterdam, Sept 2010 <br>
 
* [https://wiki.egi.eu/w/images/3/3d/Financial_guidelines_under_the_FP7_2010.pdf Condensed Guidelines to Financial Issues] Related to FP7 Indirect Actions prepared for EGI-InSPIRE<br>
 
* [https://wiki.egi.eu/w/images/3/3d/Financial_guidelines_under_the_FP7_2010.pdf Condensed Guidelines to Financial Issues] Related to FP7 Indirect Actions prepared for EGI-InSPIRE<br>
 
* [http://ec.europa.eu/research/index.cfm?pg=faq&lg=en Frequently Asked Questions]<br>
 
* [http://ec.europa.eu/research/index.cfm?pg=faq&lg=en Frequently Asked Questions]<br>
* See also [ftp://ftp.cordis.europa.eu/pub/fp7/docs/project_reporting_en.pdf Guidance Notes on Project Reporting]<br>
+
* See also [ftp://ftp.cordis.europa.eu/pub/fp7/docs/project_reporting_en.pdf Guidance Notes on Project Reporting]
  
==Financial Guidelines ==
+
====Financial Guidelines====
 +
* [ftp://ftp.cordis.europa.eu/pub/fp7/docs/financialguide_en.pdf EC Financial Guideline dated 30 June 2010]
 +
* FP7 Grant Agreement - [ftp://ftp.cordis.europa.eu/pub/fp7/docs/fp7-ga-annex2_en.pdf Annex II General Conditions V5 18 December 2009]
 +
* FP7 Guidelines for [https://documents.egi.eu/secure/RetrieveFile?docid=197&version=1&filename=guidelines-audit-certification_en.pdf CERTIFICATES ISSUED BY EXTERNAL AUDITORS] (only Part II is relevant)
  
* [ftp://ftp.cordis.europa.eu/pub/fp7/docs/financialguide_en.pdf EC Financial Guideline dated 30 June 2010]<br>
+
<!-- Categories-->
* FP7 Grant Agreement - [ftp://ftp.cordis.europa.eu/pub/fp7/docs/fp7-ga-annex2_en.pdf Annex II General Conditions V5 18 December 2009]<br>
 
* FP7 Guidelines for [https://documents.egi.eu/secure/RetrieveFile?docid=197&version=1&filename=guidelines-audit-certification_en.pdf CERTIFICATES ISSUED BY EXTERNAL AUDITORS] (only Part II is relevant)
 

Latest revision as of 11:59, 6 May 2015

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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 changes

The Simplification of reporting in 'Use of resources' in FP7/CIP projects means that if "Other direct costs" are equal to or less than 15% of claimed personnel costs in the Form C then 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 contacts at the Project Office:

Other details

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

Project Periodic Financial Reports

Financial Report YEAR 5

FINANCIAL REPORTING: 1/05/2014 - 31/12/2014

  • Preparation to provide the justification of resource to the Project Office: Deadline Friday 23/01/2015
  • Checking data by the Project Office: 26 Jan - 6 Feb 2015
  • Recording data into NEF by the Project Office: 26 Jan - 6 Feb 2015
  • Review: Friday 13 Feb 2015

Documents to Fill in

Financial Guidelines

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;
    • IN ADDITION for Partners INFN, EGI.eu. THREE original copies of the CFS. Pay attention that it is the final version issued/validated;
  3. POST FORM Cs + CFS signed original copies by Friday 15 May 2015 attention of Céline Bitoune and/or Sjomara Specht to the EGI.eu offices (see #Contacts above)

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

AUDIT CERTIFICATES
LIST of partners required and to which period it applies
  • PY1-PY4: CESNET, CSC, CYFRONET, UI SAV (slovakia), TUBITAK
  • PY2-PY4: CSIC
  • PY3-PY4: CNRS, SARA BV, KIT, STFC
  • PY4: EGI.eu, CERN

Financial Guidelines

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;
    • IN ADDITION for Partners CESNET, CSC, UI SAV, TUBITAK, CSIC, STFC, EGI.eu. THREE original copies of the CFS. Pay attention that it is the final version issued/validated;
  3. POST FORM Cs + CFS signed original copies by Monday 27 October 2014 attention of Céline Bitoune and/or Sjomara Specht to the EGI.eu offices (see #Contacts above)

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

Financial Guidelines

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;
    • 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;
  3. POST FORM Cs + CFS signed original copies by Monday 30 September 2013 attention of Céline Bitoune and/or Sjomara Specht to the EGI.eu offices (see #Contacts above)

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

Financial Guidelines

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

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

Supporting documentations

Financial Guidelines