1. 1. WP1 Management Gemma Maldar NHM [email_address] Work package 1 Management ViBRANT Virtual Biodiversity
2. 2. Management Structure
   • Strategic Board Advise on project goals and direction
   • Management Board Take decisions on Network & Joint Research Activity
   • NHM Management Team (NHMMT)Day to day management of project:
   • Enquiries and project promotion
   • EU liaison
   • Project reporting
   • Financial management
   • Advice and guidance for partners
   • • all documents and guidelines onhttp://vbrant .eu
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4. 4. Financial management
   • Partner payments
   • 30% of 1 st18 month budget paid January 2011
   • Remaining installment due June 2011
   • Next payments transferred to NHM once EU approve annual report
   • Approval of budget amendments
   • Changes to budgets in excess of 1,000 should be approved by WP Leader & NHMMT ( [email_address] ) /Management committee
   • Advice on eligibility of costs
   • Expenditure must be:
   • • A ctual
   • • Incurred during the life of the project
   • • Incurred by beneficiary
   • • Determined according to usual accounting principles
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5. 5. Time management
   • Timesheets
   • All partners must record all time spent on project
   • Have to account for all time
   • Can use productive hours (average work days per year once leave removed)
   • If engaged with multiple EU project, ensure you do not claim more than your productive hours.
   • Advice in EU Finance guidelines
   • Agree process with your local auditor.
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6. 6. Reporting
   • Annual EU reports
   • Due end every January (drafts in December)
   • NHMMT will provide templates
   • To be completed by all project partners via the EU online tool
   • Mid Term Review
   • EU review progress
   • Representative from each partner may be required
   • Anticipated March 2012
   • Internal reporting
   • NHMMT to check progress via Twitter and delivery of outputs
   • Written reports will be requested if needed
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7. 7. Audits
   • Certificate of Financial Statement (CFS)
   • To be completed when cumulative spend exceeds 375,000
   • Anticipated that only NHM will require CFS
   • Post project audit
   • EU can audit any partner up to 5 years after the project has ended.
   • All Partners must keep copies of all paperwork until 30/11/2018
   • Other FP7 projects have been asked to produce original receipts (not photocopies or scans).
   • All partners to check suitable archive procedures in place
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