h2020 – financial repor1ng...h2020 – financial repor1ng focused group training – h2020 legal...

TURKEYINHORIZON2020,Istanbul11May2017TURKEYINHORIZON2020,Ankara10November2017TURKEYINHORIZON2020,Ankara10November2017

H2020–FinancialRepor1ng

FocusedGroupTraining–H2020Legal&Financialissues

Ankara10November2017

VangelisArgoudelis/FORTH

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•  ConOnuousReporOng(Deliverables,Milestones)

•  PeriodicReporOng(60daysaUerendofreporOngperiod,usually12-18M)–  Periodictechnicalreport–  Periodicfinancialreport

•  FinalReporOng(inaddiOontotheperiodicreportforthelastreporOngperiod)–  Finaltechnicalreport–summaryforpublicaOon–  Finalfinancialreport-CFSs

ProjectreporOngobligaOonsArticle19oftheGA

Article20oftheGA

AllreportingdoneelectronicallythroughtheParticipantPortal.

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•  ExplanaOonofthework/progress

•  Deliverables,milestones,risks,...

•  QuesOonnaireforstaOsOcs

Periodicreport–Technicalreport

EnteredintheITtoolthroughtheContinuousReportingmodule.

TemplateavailableinPeriodicReportingmodule

Infoaboutgender,dissemination,...

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Individualfinancialstatements:

o  CostsclaimedtobereimbursedperCostcategory

o  ExplanaOonsontheuseofresources(Effort/PersonMonthsperWorkPackage)

o  ExplanaOonsaboutOtherdirectcostsandsubcontracOng

Periodicreport–Financialreport

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PeriodicReportingModule

PeriodicreporOngmodule

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•  AcOvatedaUertheendofeachreporOngperiod•  AllbeneficiariescompletetheirownFinancialStatementand

theircontribuOontotheTechnicalPartofthePeriodicReport.•  Beneficiariese-signandsubmittheirFinancialStatementsto

theCoordinator.•  TheCoordinatorapprovestheelementsofthePeriodicReport

&submitstotheEUServices.•  EUservicesreviewthesubmieedPeriodicReportandaccept

orrejectit.•  ThePO/FOmayrequestaddiOonaldocuments/jusOficaOons/

explanaOons•  ApprovalandPayment

PeriodicreporOngmodule

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PeriodicreporOngmodule

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Financialreport

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Financialreport

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Financialreport

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Financialreport

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Financialreport

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• Whendone,click"Save"andthen"LockforReview"• Dataarefrozen(cannotbeedited)• FinancialStatementcreatedaspdfdocument

Financialreport

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PerformedONLYbytheFinancialSignatory(FSIGN)

Financialreport

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Example–requirementofCFSornot

Budget(RIAac1on) Case1 Case2

Personnelcosts(actual) 270,000 250,000

Personnelcosts(SMEownersunitcosts) 60,000 80,000

Otherdirectcosts 65,000 65,000

Indirectcosts25% 98,750 98,750

TotalrequestedEUcontribuOon 493,750 493,750

EUcontribuOonrequestedasactualcosts 335,000 315,000

CFS required notrequired

Cer1ficatesontheFinancialStatements(CFS-ifrequired)•  WhenEUcontribu/on≥325.000€,asreimbursementofactualcostsandunitcostsonthebasis

ofusualcostaccoun/ngprac/ces•  Knownas“1stlevelcontrol”•  TobeuploadedinthesamepageastheFinancialStatementfigures•  CostforCFSeligibleunder"Otherdirectcosts"

Financialreport

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•  CostsarealwaysreportedinEUROS•  Conversionismadeasfollows:

Accoun1ngrecordsin€ Accoun1ngrecordsNOTin€Costs

incurredin€Noconversion Noconversion

CostsincurredNOT

in€

ConversionaccordingtotheusualpracOcesofthebeneficiary

•AveragedailyexchangerateforthereporOngperiod(source:ECBwebsite)•(ifnodailyeuroexchangerateispublished)AveragemonthlyaccounOngrateforthereporOngperiod(source:ECBwebsite)

Financialreport

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•  TheTechnicalPartofthePeriodicReportcreated,checkedand"lockforreview"•  TechnicalPartofthereportgeneratedasPDF• ONLYPrimaryandCoordinatorContact(s)can"unlocktodraU"theTechnicalreportinordertomakecorrecOonsOR"Accept&include"

Periodicreport

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ONLYPrimaryandCoordinatorContact(s)can"Include"theindividualFinancialStatementsofallpartners

Periodicreport

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ONLYPrimaryandCoordinatorContact(s)can"SubmittoEU"thefinalisedPeriodicReport

Periodicreport

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SummaryoftheprocessAllBeneficiaries(includingthecoordinator)

–  Financialstatement:insertdata

–  TechnicalReport:insertdataCoordinator–  Financialstatements:Check–  TechnicalReport:Check

Periodicreport

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FollowupPeriodicreport

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Followup•  Project/FinancialOfficermayrequestchanges/more

clarificaOonsaboutTechnicalorFinancialpart(RejecOon)•  TheProject/FinancialofficermayApprovethereportand:

•  Eitherapproveallcosts,OR•  Rejectcertaincosts

•  EUassessmentreportisuploaded(pdf)accessiblebyallpartners

•  StarOngofthepaymentprocess•  Thecoordinatororthebeneficiaryconcernedmay–within

30daysofreceivingthenoOficaOon-formallynoOfytheServiceofitsdisagreementwithanyrejectedcostsandprovidejusOficaOon.

Periodicreport

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Furtherinfo

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•  REGISTRATION: Beneficiary who is non-profit is wrongly declared as forprofit during validaOon. When parOcipaOng in an InnovaOon AcOon theyrealise they are funded 70% instead of 100%. They can change theirregistraOon status to "non-profit" but the GA has been signed with 70%fundingrateforthem.Whatcantheydo?

•  PARTICIPATION RULES: A company from the USA has a subsidiaryestablished as a separate enOty in Turkey. Is the subsidiary automaOcallyeligibleforfunding?

•  PARTICIPATION RULES: A company from Japan wants to use one of itssubsidiaries established in Turkey in order to receive H2020 funding. Thesubsidiarywillbeabeneficiaryinaprojectandthemothercompanywillactas linked 3rd party to the beneficiary. Can the mother company receivefunding?

Exercise–QuesOonstotheAudience

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•  TRAVEL:ProjectinthefieldofSpaceWeather.TheEuropeanSpaceWeatherWeek(ESWW)isthemajorconferenceinEUforthisfield.AmIallowedtoparOcipate in the ESWWconference and covermy travel expensesby theH2020project,sinceitisrelevant?

•  TRAVEL: The EU project officer has asked us to have the final reviewmeeOng1monthaUertheofficialprojectendinordertoevaluatetogetherwith the reviewer all the project's results. Is the cost for travelling to thefinalrevieweligible?

•  EQUIPMENT:IhavesomebudgetleUunderthecategoryofequipment,andtheprojectends in1week.Since IhavenoalternaOveuseof thisbudget,plus it is within the project's dura1on, can I use this budget to buyequipmentformylab?

•  EQUIPMENT:CanIbuycomputersformylab/company intheframeworkofaprojecttobeusedbythepersonsworkingontheacOon?

Exercise–QuesOonstotheAudience

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•  SUBCONTRACTING: Can I iden1fy the subcontractor in the proposal toavoidalltheadministraOveburdenandproceduresrequired(receivingandevaluaOng various offers fromdifferent providers, prove value formoney,undergoopenprocedures/tenders,…)?

•  SUBCONTRACTING:MyorganisaOonisbeneficiaryinaprojectandIamthescienOfic responsible. Is it forbidden to give a subcontract to a companywhichisownedbymybrother?

•  COSTS:WedidnothaveOmetopreparetheConsorOumAgreementbeforesignature of the Grant Agreement (during GA preparaOon), can we nowcharge the costs of our lawyer / managers for preparing the CA duringexecuOonoftheproject?

Exercise–QuesOonstotheAudience

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•  PAYMENTS: The consorOum submieed their final report and financialstatementstotheEU.Oneofthebeneficiaries(SME)hadtoreturn50.000eurosback to thecoordinator (total costs< totalpayments received).ThefinalapprovalofthereportbytheEUtooktoolongandfinallywewerepaid8months aUer the project's end.Meanwhile during these 8months, theSME beneficiary went bankrupt and ceased its acOviOes ("winding up")without any noOficaOon to the consorOum.Howarewe going to retrievethe50.000?

•  REPORT: The Coordinator rejected my Financial Statement and did notincludeitintheconsorOum'speriodicreport.Doeshehavetherighttodoso?Whataretherulesaboutthiscase?

Exercise–QuesOonstotheAudience

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Usefulcontacts

TUBITAKNaOonalContactPointsforLegalandFinancialAspectsinTurkey

MrGürselFıratGEDIKLIfirat.gedikli@tubitak.gov.tr

MrMuazMücahitYILDIRIMmucahit.yildirim@tubitak.gov.tr

ncpfinance@tubitak.gov.tr

TURKEYINHORIZON2020,Istanbul11May2017TURKEYINHORIZON2020,Ankara10November2017TURKEYINHORIZON2020,Ankara10November2017

TheEnd

Thankyouforyoura]en1on!

VangelisArgoudelisLegal&FinancialNCPforHORIZON2020inGreece

FORTH/PRAXINetworkvangelis@praxinetwork.gr