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WP1 Management Gemma Maldar NHM [email_address] Work package 1 Management ViBRANT Virtual Biodiversity
Management Structure <ul><li>Strategic Board –  Advise on project goals and direction </li></ul><ul><li>Management Board –...
 of  7
Financial management <ul><li>Partner payments </li></ul><ul><li>30% of 1 st  18 month budget paid January 2011 </li></ul><...
Time management <ul><li>Timesheets </li></ul><ul><li>All partners must record all time spent on project </li></ul><ul><li>...
Reporting <ul><li>Annual EU reports </li></ul><ul><li>Due end every January (drafts in December) </li></ul><ul><li>NHMMT w...
Audits <ul><li>Certificate of Financial Statement (CFS) </li></ul><ul><li>To be completed when cumulative spend exceeds 37...
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WP1: Overview (Management, record keeping, auditing, reporting, accounting, money, timesheets, delivering deliverables and logistics)

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WP1: Overview (Management, record keeping, auditing, reporting, accounting, money, timesheets, delivering deliverables and logistics)

  1. 1. WP1 Management Gemma Maldar NHM [email_address] Work package 1 Management ViBRANT Virtual Biodiversity
  2. 2. Management Structure <ul><li>Strategic Board – Advise on project goals and direction </li></ul><ul><li>Management Board – Take decisions on Network & Joint Research Activity </li></ul><ul><li>NHM Management Team (NHMMT)– Day to day management of project: </li></ul><ul><li>Enquiries and project promotion </li></ul><ul><li>EU liaison </li></ul><ul><li>Project reporting </li></ul><ul><li>Financial management </li></ul><ul><li>Advice and guidance for partners </li></ul><ul><ul><li>all documents and guidelines on http://vbrant .eu </li></ul></ul> of 7
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  4. 4. Financial management <ul><li>Partner payments </li></ul><ul><li>30% of 1 st 18 month budget paid January 2011 </li></ul><ul><li>Remaining installment due June 2011 </li></ul><ul><li>Next payments transferred to NHM once EU approve annual report </li></ul><ul><li>Approval of budget amendments </li></ul><ul><li>Changes to budgets in excess of 1,000€ should be approved by WP Leader & NHMMT ( [email_address] ) /Management committee </li></ul><ul><li>Advice on eligibility of costs </li></ul><ul><li>Expenditure must be: </li></ul><ul><ul><li>A ctual </li></ul></ul><ul><ul><li>Incurred during the life of the project </li></ul></ul><ul><ul><li>Incurred by beneficiary </li></ul></ul><ul><ul><li>Determined according to usual accounting principles </li></ul></ul> of 7
  5. 5. Time management <ul><li>Timesheets </li></ul><ul><li>All partners must record all time spent on project </li></ul><ul><li>Have to account for all time </li></ul><ul><li>Can use productive hours (average work days per year once leave removed) </li></ul><ul><li>If engaged with multiple EU project, ensure you do not claim more than your productive hours. </li></ul><ul><li>Advice in EU Finance guidelines </li></ul><ul><li>Agree process with your local auditor. </li></ul> of 7
  6. 6. Reporting <ul><li>Annual EU reports </li></ul><ul><li>Due end every January (drafts in December) </li></ul><ul><li>NHMMT will provide templates </li></ul><ul><li>To be completed by all project partners via the EU online tool </li></ul><ul><li>Mid Term Review </li></ul><ul><li>EU review progress </li></ul><ul><li>Representative from each partner may be required </li></ul><ul><li>Anticipated March 2012 </li></ul><ul><li>Internal reporting </li></ul><ul><li>NHMMT to check progress via Twitter and delivery of outputs </li></ul><ul><li>Written reports will be requested if needed </li></ul> of 7
  7. 7. Audits <ul><li>Certificate of Financial Statement (CFS) </li></ul><ul><li>To be completed when cumulative spend exceeds 375,000€ </li></ul><ul><li>Anticipated that only NHM will require CFS </li></ul><ul><li>Post project audit </li></ul><ul><li>EU can audit any partner up to 5 years after the project has ended. </li></ul><ul><li>All Partners must keep copies of all paperwork until 30/11/2018 </li></ul><ul><li>Other FP7 projects have been asked to produce original receipts (not photocopies or scans). </li></ul><ul><li>All partners to check suitable archive procedures in place </li></ul> of 7

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