Europeana Cloud - Progress and Financial Reporting

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Europeana Cloud Kick-Off Meeting, 5 March 2013, The Hague, The Netherlands. By Geoff Butters

Europeana Cloud Kick-Off Meeting, 5 March 2013, The Hague, The Netherlands. By Geoff Butters

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  • In line with Strategic Plan: Distribute & Engage Project Objectives: Raise awareness of Europeana and promote its use among a broad public for a variety of key purposes including: Lifelong learning Genealogy Cultural tourism Leisure To further encourage cultural institutions to continue to provide content

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  • 1. Progress and Financial ReportingGeoff Butters, MDR Partners05 March 2012, KB, The Hague
  • 2. ContentProgress reportsFinancial reportsNB the word ‘beneficiary’ refers to a partner(benefitting from EU funding)
  • 3.  Progress & Financial reporting is part ofWP 7: Project ManagementMDR Partners is WP7 leader• Geoff Butters and Mary Rowlatt• administrative management• reporting to the EC• performance monitoring
  • 4. Progress reports
  • 5. Progress reports Need to be submitted by all consortium members at regularintervals, initially quarterly• I will send out details in the next few weeks Allows the project management team to keep track of theactivities of the project by partner Provide the project coordinator with the necessaryinformation to report back to the Commission
  • 6. Progress reports II All partners need to give a concise overview of alleCloud related activities carried out:• Provide a summary of progress towards objectives anddetails for tasks you are involved in• Highlight clearly significant results• If applicable, explain the reasons for deviations from theDescription of Work (DoW) and their impact on other tasksas well as on available resources and planning• If applicable, propose corrective actions• Provide a statement on the use of resources, in particularhighlighting and explaining deviations between actual andplanned person-months used.
  • 7. Progress reports III Indicate any relevant changes that could affect the project(e.g. change of staff) Reporting in bullet-points is acceptable• BUT: Always make sure to report about your activities in a waythat allows people outside your institution to completelyunderstand what you did Progress reporting templates will be provided Please - keep to deadlines!• Chasing after 33 partners is a very time-consuming job!
  • 8. Financial reports
  • 9. Content Project key figuresProject key figures Budget breakdownBudget breakdown Payment modalitiesPayment modalities Cost categoriesCost categories Eligible and non-eligible costsEligible and non-eligible costs Time recordingTime recording ReportingReporting
  • 10. Project key figuresProject key figures
  • 11.  Reference: 325091325091 Project runs under the “Competitiveness and InnovationFramework Programme”. Start: 1 February 2013Start: 1 February 2013 €€ 4.75million4.75million total budget,, € 3.8million€ 3.8million EU contribution.687687 Person MonthsPerson Months planned Duration: 3636 months, 33 full reporting periods for the EC,66 progress reporting periods (every 6 months).
  • 12. Budget breakdownBudget breakdown
  • 13. Theseare theamountsyoushouldhavealreadyreceived
  • 14. Payment modalitiesPayment modalities
  • 15. Payment modalitiesProject = 36 months:First pre-financing already paid - you should have received it56% of Community contribution was actually paidTwo further pre-financing payments after 12 and 24 months:based on annual financial statements being acceptedPre-financing + interim pre-financing limited to90% of maximum Community contribution(retention of 10%)Final payment based on financial statements being accepted,= outstanding balance
  • 16. Cost categoriesEligible and non-eligible costs
  • 17. Cost categories• 80% reimbursement of eligible costs• Direct cost categories; PersonnelPersonnel Subcontracting (if already budgeted) Other specific direct costs (including travel and subsistence)e)• Submission of individual financial statements and summaryfinancial report as part of Periodic Reporting
  • 18. Eligible Costs Stated in DoW (Indicative breakdown of the budget and theCommunity financial contribution between beneficiaries).Must be:- Necessary for project. Actually incurred by beneficiary during project duration(except costs for final reports and audits as well as for technical reviews). Identifiable and verifiable, recorded in the beneficiary’s accounts. Reasonable and justified. Eligible costs for personnel are gross salary including employercosts (i.e. social premiums, pension and other personnel costs)If in doubt, contact me, Geoff Butters, MDR Partners :geoff.butters@mdrpartners.com
  • 19. Non-eligible CostsIn particular [full list: Art. II.20(2) of the ICT PSP financial guidelines[full list: Art. II.20(2) of the ICT PSP financial guidelines1: Exchange rate losses. Resources made available to a beneficiary free of charge (e.g.third-party contributions). Value of contributions in kind. Indirect taxes and duties, including VAT (unless the beneficiary canshow that it is unable to recover it). Entertainment or hospitality expenses, except those accepted bythe Commission as being absolutely necessary for carrying out theproject. Any cost incurred or reimbursed in respect of, in particular, anotherCommunity, international or national project.Overhead or indirect costs are NOT eligible.1ICT PSP Financial Guidelines.
  • 20. Time recordingor Time writing
  • 21. Time recording / writingWorking time charged must be recorded throughoutthe duration of the project (e.g. by timesheets)… and be certified by someone in authority.It is a preconditionfor the eligibility of your personnel costs!The time-recording system should:certify the reality of the hours worked on agiven task,and record the Work Package number.(I will provide a timesheet template)
  • 22. Level of Detail to be reported for the EC for Personnel costs the people that worked;• their name and/orposition / seniority;• the WPs they worked on;• the person-months perWP. (backed up bytimesheets showing hours) for Other costs(Travel costs only for most partners) -• Travel costs should be divided into• (1) plane/train/car fares, and• (2) accommodation & subsistence.• Who, or at least how many people,travelled;• The reason (project meeting, aconference for dissemination, etc);• Dates of travel (they must be withinthe reporting period);• Where (City/town & Country);
  • 23. Thank youGeoff Buttersgeoff.butters@mdrpartners.comMary Rowlattmary.rowlatt@mdrpartners.com