INCO 3739

Integrating Multiple Demands on Coastal Zones with Emphasis on

Aquatic Ecosystems and Fisheries

Administrative Session

15th March, 2007, Grand Plaza Hotel, La Paz, Mexico

Prepared by Silvia Opitz

INCO 3739

Topics

1. Refunding of travel expenses (WP11)

2. Second project year´s reporting

3. Other budget matters

4. Audit certificates

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1. Refunding of travel expenses to workshop participants by WP 11

Accomodation paid directly to Grand Plaza hotel by IfM-GEOMAR.

Per diems paid in cash to participants upon workshop registration.

Other costs (air fare, ground transport, visa fees, etc.)to be claimed by participants after the workshop

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Refund only against receipts addressed to you or to IfM-GEOMAR (except for automatic receipts and taxi receipts) + completed expense claim .

Form for claiming travel expenses available for download at www.incofish.org – documents – travel expense claim.

Workshop participants are kindly requested to submit their completed expense claim forms immediately after the workshop to IfM-GEOMAR together with the relevant documentation (= receipts).

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2. Second year´s reporting

2.1 Reports to the European Commission

- 1st semi-annual report due in November 05 (scientific only); - 1st annual report due in June 2006 (scientific and financial); - 2nd semi-annual report due in November 2006 (scientific only);- 2nd annual report due in June 2007 (scientific and financial); - 3rd semi-annual report due in November 2007 (scientific only); - 3rd annual report due in June 2008 (scientific and financial).- Final report covering 3 years project duration due in July 2008 (scientific and financial).

Reports in green available at www.incofish.org - About us – Progress Reports

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2. Second year´s reporting

2.2 Form C and how to complete it.

IfM-GEOMAR will provide individually pre-filled forms C to each contractor by the end of April 2007.

Make sure the figures are correct. Enter figures only under „RTD activities“ and „Total“. Do not enter figures under „management activities“. Do not calculate more than 20% overheads for AC and FCF model.

Make sure to forward us the Form C signed by thea) Person in charge for the work andb) Financial official.

Make sure Form C is stamped with the stamp of your organization.

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2) Second year´s reporting

2.3 Special case of invalid Forms C for 1st reporting period.

What to do?

Include costs into Form C of 2nd year under„ adjustments to previous periods“.

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2. Second year´s reporting

2.4 70% Threshold of Spending

70% of your second pre-payment should have been spent by the end of the 2nd reporting period (30th April 2007).

a) To avoid the need to prepare and submit a supplementary management report.

b) To speed up the process for the 3rd pre-payment.

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2. Second year´s reporting 2.5 Management report

Your input to the „Cost Categories“ table:

a) Provide figures of expenses during the 2nd year for each cost category (incl. indirect costs).

b) Try to avoid to open cost categories not included for your institution in the original budget table.

c) If you open a new cost category provide a sound explanation on the necessity to be included into the management report.

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2. Second year´s reporting

2.5 Management report

Your input to the „Person Months“ table:

Provide no. of planned person months and number of actual person months for the 2nd project year.

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2. Second year´s reporting

2.5 Management report

Your input to the „ Staff Statistics“ table:

Provide indication on the composition of your staff financed by INCOFISH funds.

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3. Other Budget matters

How to get the full grant from the Commission? Answer: By spending it!

Final payment only after submitting a valid final form C and a valid audit certificate.

Final payment a few months after the end of project.

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4. Audit certificate

1 audit certificate is requested by the European Commission for each contractor in INCOFISH.

This audit certificate has to be provided by the end of the project together with the final cost statements covering the entire project duration.

Note: All EC monies are advances until the audit certificates at the end of the project are provided and approved by the Commission.

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4. Audit certificate

What is an „audit certificate“?

A document provided by an external or internal auditor certifying that the costs claimed during the 3 years of INCOFISH meet the requirements established by the contract with the European Commission.

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4. Audit certificate

Purpose of an audit certificate?

To give the European Commission reasonable assurance that eligible costs charged under INCOFISH are claimed by the contractors in accordance with the relevant legal and financial provisions of the FP6 model contract.

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4. Audit certificate

What does „reasonable assurance“ mean?

It is an accounting expression meaning a high degree of confidence that the given information is valid and unaltered.

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4. Audit certificate

Where to find guidelines on the preparation of an audit certificate?

In „Audit Certificate Working Notes 6th Framework Programme

Working Notes for Contractors and Certifying Entities“

Available for download at www.incofish.org

(About us – INCOFISH documents)

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4. Audit certificate

How to claim costs for an audit certificate?

Costs to be covered by the coordinating institution.

Will be paid directly to the auditor or to your institution upon submission of an original invoice to IfM-GEOMAR.

Note: Your audit costs have to be indicated in YOUR FINAL Form C under „costs for audit certificates“.

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Thank you for your attention!