eHEROES

EC Grant Agreement

NegotiationsJune 1, 2011

K.U.Leuven Research & Development

Myriam Witvrouw

Overview + intro LRD

18/04/23 2

18/04/233

eHEROES Project will be funded

Negotiations with the EC Administrative Scientific Meeting with the Project Officer Deadline for first submission: May 26, 2011

Administrative/contractual Online via NEF system Grant Preparation Forms (GPFs) Demo

What to expect now?

18/04/234

GPFs

Form A1: general information about the project Form A2.1: Legal data (linked to PIC) Form A2.2: Status of the organization (linked to PIC) Form A2.3: Authorized representatives Form A2.4: Contact persons Form A2.5: Signature page Form 3.1: What it costs? Can only be completed by

coordinator Indirect cost method Budget/Funding

Administrative/Contractual

18/04/235

Continuous interactive process between EC & consortium

Opening NEF session: https://webgate.ec.europa.eu/nef/frontoffice/login

Collecting partner data Project number: 244635 Participant access key

Submission by the coordinator Control & comments by EC Opening new NEF session

Administrative/Contractual

18/04/236

Grant Agreement - GA GA = contract: core grant agreement and annexes signed between Commission & Coordinator beneficiaries (partners) accede to the GA by signing “Form A”,

countersigned by the Coordinator Coordinator and beneficiaries are bound by the rights and obligations of

the GA Core Grant Agreement

Article 1: Beneficiaries

Article 2: Scope

Article 3: Duration of project

Article 4: Reporting periods

Article 5: Maximum EC contribution

Article 6: Pre-financing and contribution to Guarantee Fund

Article 7: Special Clauses

Article 8: Communication

Article 9: Applicable Law

Article 10: Application of the GA provisions

Article 11: Entry into Force

Administrative/Contractual

7

Administrative/Contractual

eHEROES Grant Agreement details (284461): Start: March,1st, 2012 Duration: 36 months Reporting periods: 2

P1: M1 – M18 P2: M19 – M36 EC max contribution: 1.999.721 EURO

Pre-financing: x EURO Guarantee Fund: 99.986,05 EURO = 5% of funding

Partners need to sign their accession form (FORM A) after the EC has signed the GA

18/04/23

18/04/238

Annexes to the Grant AgreementAnnex I: Technical Annex; Description of Work

Annex II: General Conditions

Part A: Implementation of the project

Part B: Financial Provisions

Part C: Intellectual Property, Use and Dissemination

Annex III: Specific to funding scheme (not applicable here)

Annex IV: Form A: accession form for each partner

Annex V: Form B: accession form for new partners

Annex VI: Form C: financial statement/funding scheme

Annex VII: Form D: Forms of Reference for Certificate of Financial Statements Form E: Terms of Reference for Certificate on the methodology

Administrative/Contractual

18/04/239

Scientific

Proposal Annex I of the Grant Agreement

Taking into account the comments in the Negotiation Mandate

Subcontracting/Third Parties involved?

These should be mentioned in Annex I in order to make their costs eligible.

Budget needs to be in accordance with person months as stated in Annex I

Scientific

18/04/2310

Staff effort: person months

18/04/2311

Budget

12

Financial Rules (1)

Eligible costs: Actual Incurred during duration of project Recorded in the accounts of beneficiary In accordance with the usual accounting and management

principles Used for the sole purpose of achieving the objectives of the

project

Non-eligible costs: Identifiable indirect taxes, including VAT Provisions for possible future losses or charges Etc.

18/04/23

13

Financial Rules (2)

Eligible costs = direct + indirect costs

Direct costs Personnel

Additional staff and permanent staff Time recording is necessary! (productive hours; and time allocated to activities:

RTD, demo, management)

Travel and subsistence please keep minutes + receipts travelling outside EU: Approval EC before booking

Consumables Equipment (depreciation!) Subcontracting (according to rules given in Annex II; CFS)

18/04/23

14

Financial Rules (3)

Indirect costs Incurred in direct relationship with direct eligible costs Costs of administrative, technical, logistical nature Can not be attributed in full to the project 7%

18/04/23

18/04/2315

Financial Aspects

Pre-financing This money remains property of the EC Includes amount to be transferred to the Guarantee Fund usually between 120-160% of average of EC funding per

reporting period

Interim payments Based on Financial Statements (Form C);

amounts justified and accepted

Retention Retention of 10% of EC contribution

Final payment

Direct costs

Categories of direct costs:

Personnel

• Additional staff and permanent staff

• Time recording is necessary! (productive hours; and time allocated to activities: RTD, demo, management)

Travel and subsistence (please keep minutes + receipts) Consumables: directly related to the project – otherwise indirect

costs Equipment (depreciation + % usage!)

18/04/23 16

Indirect costs

Indirect costs: All costs that cannot be identified as attributed directly to the

project (the ‘running’ costs: electricity, heating, telephone, internet, computers, inkt cartridges…).

three methods for determing your indirect costs:

Special transition flat rate (60%) Standard Flat rate (20%) Real Indirect costs

will be calculated automatically in the form C when the method for determinating your indirect costs is a flat rate

18/04/23 17

Maximum EC-contribution

→ is related to the type of activity carried out in the project:

Research and Technological Development activities

• 50% of eligible costs for Industries• 75% of eligible costs for non profit public bodies,

secondary and higher education establishments, research organizations, SMEs

Demonstration activities: 50%

Management (+ CFS): 100%

Other activities (e.g. dissemination/training): 100%

18/04/23 18

Certificate on Financial statement (CFS)

– Mandatory when requested funding of beneficiary is above 375.000 Euro (not applicable for partners)

– CFS needed at the moment of reporting

– CFS provided by: • Independent qualified auditor • Public bodies, secondary and higher education establishments and research

organisations may opt for a competent Public Officer

– Costs claimed under Subcontracting under Management Activities

Please note: The Commission may, at any time during the implementation of the project, and up to five years after the end of the project, arrange for financial audits to be carried out.18/04/23 19

18/04/2321

Consortium Agreement

Consortium Agreement - CA, to govern:

– The internal organisation of the consortium – The distribution of the Community financial contribution – Additional rules on dissemination and use including intellectual

property rights arrangements, as appropriate – The settlement of internal disputes– Liability, indemnification and confidentiality agreements

between the participants

18/04/2322

Links and Documents

• Useful Links: – CORDIS – homepage FP7:

http://cordis.europa.eu/fp7/home_en.html

• Useful documents: – Grant Agreement + Annex II– Guide to Financial Issues– Guidance Notes for beneficiaries and auditors– Guidance Notes on Project Reporting