PREPARE Final reporting period

Months 37-541 February 2013 to 31 July 2014

Reporting at the end of month 54

1. Periodic report covering months 37-541.a. Scientific & administrative report – Leif & Annegreet

• Deadline & tasks to be announced

1.b. Financial statement (Form C) – Ellen

• Deadline to coordinator: 22 August

2. Final report covering months 1-54

3. Deliverables

Deadline to EU: 29 September for periodic and final reports

Experiences from last report• Major difficulties regarding the financial reporting

– The financial guidelines and contract had not been read properly– Problems getting correct Audit Reports (CFS) issued by auditors.– Explanations and justifications for the use of resources were

insufficient.– Indirect costs (office supplies, telephone, etc.) reported as direct costs– Reported costs were not reflected in the scientific report– Confusion regarding the roles in the Participant Portal in order to

submit Form C

• Result: – we were not able to submit all documentation on time – some partners costs were either rejected or suspended

For the next reporting… (1)

Please make sure to:

•Read the contract, Description of Work (Annex I) and General conditions (Annex II) carefully. – Be aware of provisions and expectations in the contract that need to be followed up– Activity not described in the DoW is not automatically funded and must be justified. – Deviations from DoW and their impact on other tasks must be explained

•Read the Guide to Financial Issues relating to FP7 Indirect Actions and Guidance Notes on Project Reporting carefully – These documents explain your contractual obligations, ref. Annex II– http://ec.europa.eu/research/participants/data/ref/fp7/89556/financial_guidelines_en.pdf– http://ec.europa.eu/research/participants/data/ref/fp7/89692/project-reporting_en.pdf

•Give clear and detailed explanations for the costs and activities during this period – Anyone should be able to understand what costs you have incurred and why the costs were necessary for the project. – The scientific report should also include details about your involvement in the project. Pictures are nice to look at and can

document your activity.– Details & documentation = Good!

•Report only eligible costs in the Form C. – For a very brief overview, please consult https://wiki.uib.no/finance/index.php/EU_FP7_-_General_financial_rules – Indirect costs such as office supplies, electricity, telephone, etc. should be covered by the flat rate and need NOT be specified in

the Financial statement. You are expected to use the flat rate for indirect costs to cover these.

For the next reporting… (2)

Please: •Complete electronic Form C/Use of resources in the Participant portal/FORCE and submit to coordinator, by 22 August.

•Complete excel table provided by the coordinator with person months and Use of resources per work package, by 22 August. – This info is necessary for the scientific report– The costs on excel table must match the electronic Form C

•If a CFS (audit report) is required, contact your auditor as soon as possible. Make sure the auditor understands the task and receives the relevant guidance documents. (only applicable to UiB according to plan)

•Keep the given deadlines given by the coordinator/financial project manager. If extensions are required please contact us as soon as possible

– If you are away at any point in time during the reporting period (july-aug-sep), inform the coordinator and be sure to appoint a person in charge whilst you are away.

•Make sure that the correct person(s) have the correct project roles in order to be able to complete Form C in the Participant Portal and submit the form to the coordinator.

•Financial reporting guidelines and templates will be sent to you by e-mail when we approach the end of the project (31 July 2014).

•If any part of the previous reporting process was unclear or you feel a lack of information on the coordinators part, please let us know so that we can improve (e-mail to Ellen).

Explanation on the use of resourcesThe system does not enforce any level of detail of the breakdown – however, the more details, the better

List of minimal requirements:

1. Personnel costs: The explanations should state the category of people included in these costs (manager, researcher, etc). Per category, we should also have the name of the person, the work package, and person-months calculated. As example : “<name>, researcher, WP 5, 1.5 PM”;

2. Durable equipment: In addition to explaining any equipment and why this was necessary for the project, we need in the explanation a statement regarding depreciation – e.g. only depreciation was declared, and that it was declared according to the national accounting rules/usual practice.

3. Traveling: The explanations should state the who, when, where and what for. In case of a participation to a conference, they must specify if a presentation was done. This should be done per travel. As example : “Athens, conference on Theme 1, 02/11/2010, <name> , one presentation at the conference.” Or, “Rome, consortium meeting, 01/03/2012, <name>”;

4. Other: Other costs incurred in the context of the project should also be described in detail, preferably itemized.

5. Subcontracting: only subcontracts identified in the contract (Annex I DoW) can be declared. For the Prepare partners this would be an audit certificate issued by an external auditor.

6. Adjustment Forms C : If you have any adjustments to the amounts reported in previous periods, please submit separate adjustment Form Cs. Please remember that the adjusted costs need also to be explained. As example: "Adjustment to personnel costs <name> due to recalculation of hourly rate, no changes to person months reported." Or, "Adjustment to travel costs due to VAT incorrectly reported".

IMPORTANT

• No VAT • Use correct exchange rate

Budget vs reported costs

* UCT, Mak and MUH have currently 37 kEUR in suspended or rejected costs.

Beneficiary Budget (as in Annex I DoW)

Reported and accepted costs

Remaining for f inal period

UiB 475 016,00 242 953,20 232 062,80

UCT* 750 452,00 380 921,33 369 530,67

UL 367 176,00 167 084,32 200 091,68

Mak* 301 181,00 213 529,40 87 651,60

MUH* 577 802,00 375 878,60 201 923,40

UM 211 049,00 150 136,32 60 912,68

UiO 158 352,00 144 044,34 14 307,66

UoS (terminated) 8 370,00 8 369,75 0,25

9 UNEXE 148 621,00 87 643,67 60 977,33

Total 2 998 019,00 1 770 560,93 1 227 458,07

Overall person month statusAccummulated Person months (period 1 & 2) Total Planned

Difference actual vs planned

WP1 50,6 31,0 19,6 WP2 31,3 31,0 0,3 WP3 21,3 55,0 -33,7 WP4 55,7 55,0 0,7 WP5 39,4 38,0 1,4 WP6 22,5 34,0 -11,5 WP7 16,0 26,0 -10,0 WP8 15,3 26,0 -10,7 WP9 33,8 63,0 -29,2 WP10 82,7 62,0 20,7 WP11 55,5 56,0 -0,5 WP12 17,4 56,0 -38,6 WP13 14,5 89,5 -75,0 WP14 - 18,0 -18,0 WP15 4,4 8,0 -3,6 Total 460,5 648,5 -188,0

In case of unspent funds

• Please consider reporting the salary of permanent (scientific) staff. Remember to keep proof of work (= timesheets)

• If your organisation cannot the entire budget, parts of it may be reallocated to other project partners (if justified)

• Please let us know as soon as possible if you will have funds available

Final report

Three separate parts:1.A final publishable summary report (max 40 pages)

2.A plan for the use and dissemination of foreground (4 tables)

3.A report covering the wider societal implications of the project (questionnaire)

1. Final publishable summary report (Final report)

1. an executive summary (1 page)

2. a summary description of project context and objectives (4 pages)

3. a description of the main S&T results (25 pages)

4. the potential impact and the main dissemination activities and exploitation of results/foregrounds (10 pages)

• Attachments without restrictions: Project logo, diagrams or photographs illustrating and promoting the work of the project (including videos, etc…), list of all beneficiaries with the corresponding contacts

2. Use and dissemination of foreground (Final report)

• Four tables:• Section 2.A1: Scientific publications (content will be made publically

available)• Section 2.A2: Dissemination activities (public or confidential)

2. Use and dissemination of foreground (Final report)

• Section 2.B1: List of applications for patents, trademarks, registered designs, etc.

• Section 2.B1: List of exploitable foreground

3. Report covering the wider societal implications of the project

(Final report)

• Questionnaire covering gender equality actions (workforce statistics), ethical issues, efforts to involve other actors.