Financial and Administrative affairs

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Financial and Administrative affairs

• Month 24

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Outline

• Reporting
• Periodic activity report
• Audit Certificate
• Form C
• Detailed cost statement
• Effort table
• Budget a reminder
• Leftovers from Year1
• Generic Money
• Requested Money

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Y2 Reporting

• Periodic Activity report (all activities)
• Audit Certificate (all partners)
• Form C (all partners)
• Detailed cost statement (all research groups)
• Effort table (all research groups)

NEW
www.epixnet.org gt documents gt administration
gt Budget Year 2 gt Reporting
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1) Periodic Activity Report

• Who All Y2-activities (input by activity
  coordinators)
• What
• Electronic Word document
• Scientific Activity content of Y2
• How
• Discussed during AC meeting.
• Use template (has been mailed)
• Activity Coordinators may ask input from their
  partners.
• Hint look at Y1 report

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2) Audit Certificate
NEW

• Who All partners
• What
• Paper document
• Confirm that all claimed costs are eligible
• Covering Form C from Y1 and Y2!
• How
• Template and info on website
• Ask auditor
• The cost of this certificate will be added to
  your Y3 budget so that you can claim it via the
  Y3 cost statement

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3) Form C

• Who
• All Contractual Partners
• What
• Paper document
• An official form from the EC
• How
• Find excel file on website
• Send us 2 signed and stamped Copies!

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4) Detailed Cost statement

• Who
• All Research Groups (44 groups!)
• Why
• The EC asks a justification of all (major)
  costs.We try to collect all the requested
  information in one table
• What
• Electronic Excel table
• How
• Download the form
• Complete it
• Personnel costs
• Consumables costs
• Travel costs
• Other costs
• Match with partner-research groups (relation with
  form C)
• Send it to us

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4) Detailed Cost statement

• Attention
• The final sum of the partner-research groups must
  correspond to the costs claimed on the form C.
• e.g.total costs FVB-MBI Detailed Cost Statement
  total costs FVB-PDI Detailed Costs
  Statement----------------------------Total
  costs FVB Form C

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5) Effort Table

• Who
• All Research Groups (44 groups!)
• Why
• The EC asks for an estimation of all the efforts
• What
• Electronic same Excel table
• How
• Download the form
• Complete it
• ALL effort (in person months)
• Paid and unpaid
• permanent and temporary
• staff and researchers
• Send it to us

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And the deadline is

• all inputs to IMEC by September 25
• feedback from IMEC to partners within one week
• final versions to IMEC ( signed Form C audit
  certificate) by October 10
• shipment to EC by October 15

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Whats in your Year2 money box?

• Leftovers from Year1
• Generic Money
• Money upon request

• See excel file on website!!
• Spreadsheet with
• - Budget transfer Y1 to Y2
• - Your detailed budget
• - details about advance payments

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1) Leftovers from Year1

• Situation last year
• 50 of Y1 budget was unspent
• Reason for Leftovers
• We had rather strict rules
• Network just started
• EC Leftovers mainly for Y3 Platforms
• Transfer Y1 -gt Y2
• 50 of generic leftovers
• 100 of allocated consumables budget

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2) Y2 Generic Money

• 5k
• For research groups
• 17k 3k
• For the activity coordinator
• Junior Exchanges
• 4000 for the first realized, 2000 for the
  second, 1000 for the third (and any further)

Can be used 'freely' for attending the meetings
workshops, the purchase of research equipment and
consumables, support for Junior Researcher
Exchanges,... as long as it is in the scope of
ePIXnet.
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3) Y2 Money upon request

• Consumables Budget
• Senior Staff Exchanges
• Workshops / Winterschool

Only for the mentioned purpose.