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FP7 project negotiation, management and financial rules

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Overview of FP7 negotiation and management procedures and financial rules

Overview of FP7 negotiation and management procedures and financial rules

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FP7 project  negotiation, management and financial rules FP7 project negotiation, management and financial rules Presentation Transcript

  • S&T Cooperation Days 4-6th November 2009 JNU, New Delhi - India FP7 Projects: Negotiation, management and financial rules A general overview with practical tips Mr. Gabor Kitley Managing Director Europa Media non-profit Ltd.
  • Content 1. FP7 Project Consortium – Basic Facts, ‘WiW’ and R&R’ 2. FP7 Project Negotiations 3. FP7 Financial Rules 4. FP7 Reporting 5. FP7 Legal issues – the Consortium Agreement and IPR
  • 1. Basic Facts and the Consortium
  • Basic Facts All FP7 are directly controlled by the DG Research – no national administration involved Joint technical responsibilty of project implementation NO joint financial responsibility NO bank guarantee requested for advance payments – it is automatic for all parties
  • Who is Who in FP7? Project Officer and Legal/ Financial European Commission Officer: The consortium’s interface with the EC – single contact point – your ‘supervisors’ Coordinator: The Consortium’s representative Coordinator towards the EC – the ‘Boss’ Keeps the project on track Partners: help the Coordinator to implement the project – the „Colleagues” P1 P2 P3 Px Joint technical responsibility for the Project implementation as defined by the GA! Third parties - Subcontractors, if any: Subcontractors Not part of Consortium – the ‘outsiders’
  • 2. FP7 GA Negotiation Process
  • Negotiations - Before the project can start.. Call for proposals ~3 Proposal Months Submission Evaluation ~3 Months Ethical review Evaluation Summary Report ~ 2- 3 Months “I am pleased to inform you” Grant Agreement Negotiotiation ~ 2-? Description of Work and Months Grant Agreement Signature Administrative Forms Project Implementation
  • Grant Agreement Negotiations Project Evaluators Officier’s comments in input ESR PROPOSAL DoW Legally binding EC Policies and priorities Consortium’s responses and modifications ESR: Evaluation Summary Report DoW: Description of Work
  • Administrative issues: PIC, LEAR and URF Electronic systems for all admin issues One Participant Identification Code (PIC) per organisation One Legal Entity Appointed Representative (LEAR) per organisation provides information A Central Validation Team confirms and approves the data based on supporting documents (URF – Unique Registration Facility http://ec.europa.eu/research/participants/urf/welcome.do) START VALIDATION PROCESS EARLY – APPLY FOR PIC CODE and submit the documents to URF Legal documents can be submitted in any official EU language Documents in other languages should be accompanished with an official translation
  • 3. Basic financial Issues
  • What is the project budget and FP7 budget? PROJECT BUDGET ELIGIBLE NON-ELIGIBLE COSTS COSTS DIRECT INDIRECT COSTS COSTS
  • Ways of financing under FP7 contracts: Indirect Actions – aka Projects (costs) Partial reimbursement of actual eligible costs Based on reporting the actual eligible project expenditures Lump-sums Flat-rate type contribution based on actual project-hours – 8,000 EUR/researcher-year for India (full time researcher year!)
  • Eligible costs Eligible costs must be: Actual – no estimations or averages! Incurred during the project’s duration Paid by the Beneficiary In accordance with the beneficiary’s usual accounting and management principles Recorded in the accounts of the beneficiary Used for the sole purpose of achieving the objectives of the project
  • Indirect costs – how the EC contributes to your overheads? For all: (1) Actual overhead NB: (2) simplified method Or (3) flat rate of 20% of direct eligible costs minus subcontracting and costs of resources from 3rd parties not used on the premises of the beneficiary For a restricted group: (4) Flat rate of 60% (only for non-profit public bodies, secondary and higher education establishments, research organisations and SMEs)
  • Maximum EC funding rate per activity and project type Maximum reimbursement T raining/Dissemin rates of eligible ation/Networking R&D Demonstration Management costs /Support/Coordin aton NoE Not available 100% 100% Large 50% or Collaborative 50% 100% 100% 75% Projects Small 50% or Collaborative 50% 100% 100% 75% Projects Specific 50% or research for 50% 100% 100% 75% SMEs Coordination and Support Not available 100% 100% Actions
  • University/Research Inst. RTD Demonstration Management / Other Personnel 100 000 0 20 000 Other 50 000 0 10 000 Total Direct 150 000 0 30 000 Indirect cost-rate 60% Indirect Costs 90 000 0 18 000 Total Reported 240 000 0 48 000 expenditures Funding Rate 75% 50% 100% EC Contribution 180 000 0 48 000 Total expenditures 288 000 Total EC Contribution 228 000 Overall funding Rate 79,17% (real funding rate) 126,67%
  • How do you receive the EC contribution? Advance payment up to 80%(!!) at the very beginning of the project – generally for RTD projects it’s 20-40% Reimbursement of reported costs after every reporting period Final payment – the remaining part (=total reported EC contribution minus advance minus all reimbursements)
  • 4. Reporting
  • Reporting obligations Submission of Periodic Reports in 60 days after the end of each period of your projects by the coordinator (you have to contribute to this) – including: Common description of RTD achivements and results so far Individual financial report by each partner – the FORM Cs Final Report – only horizontal issues, submitted by the coordinator All report to be submitted electronically
  • 5. The legal matters in a nutshell…..
  • The Consortium Agreement “The Consortium Agreement determines the purposes and expectations of the Beneficiaries, and the law and obligations and relations amongst them…” A contract accompying the Grant Agreement Civil contract between the partners – almost always mandatory in FP7 Signature strongly advised before acceeding to the ECGA Contractual Freedom but must not conflict with EU MS laws May complement the EC Rules for Participation and the ECGA but cannot supersede them Clarify the applicable law & the competent jurisdiction! IPR issues – discussed ONLY HERE!
  • Thank You for Your Attention!