Europeana Cloud Kick-Off Meeting, 5 March 2013, The Hague, The Netherlands. By Geoff Butters

1. Progress and Financial Reporting
Geoff Butters, MDR Partners
05 March 2012, KB, The Hague

2. Content
Progress reports
Financial reports
NB the word ‘beneficiary’ refers to a partner
(benefitting from EU funding)

3.  Progress & Financial reporting is part of
WP 7: Project Management
MDR Partners is WP7 leader
• Geoff Butters and Mary Rowlatt
• administrative management
• reporting to the EC
• performance monitoring

4. Progress reports

5. Progress reports
 Need to be submitted by all consortium members at regular
intervals, initially quarterly
• I will send out details in the next few weeks
 Allows the project management team to keep track of the
activities of the project by partner
 Provide the project coordinator with the necessary
information to report back to the Commission

6. Progress reports II
 All partners need to give a concise overview of all
eCloud related activities carried out:
• Provide a summary of progress towards objectives and
details for tasks you are involved in
• Highlight clearly significant results
• If applicable, explain the reasons for deviations from the
Description of Work (DoW) and their impact on other tasks
as well as on available resources and planning
• If applicable, propose corrective actions
• Provide a statement on the use of resources, in particular
highlighting and explaining deviations between actual and
planned person-months used.

7. Progress reports III
 Indicate any relevant changes that could affect the project
(e.g. change of staff)
 Reporting in bullet-points is acceptable
• BUT: Always make sure to report about your activities in a way
that allows people outside your institution to completely
understand what you did
 Progress reporting templates will be provided
 Please - keep to deadlines!
• Chasing after 33 partners is a very time-consuming job!

8. Financial reports

9. Content
 Project key figuresProject key figures
 Budget breakdownBudget breakdown
 Payment modalitiesPayment modalities
 Cost categoriesCost categories
 Eligible and non-eligible costsEligible and non-eligible costs
 Time recordingTime recording
 ReportingReporting

10. Project key figuresProject key figures

11.  Reference: 325091325091
 Project runs under the “Competitiveness and Innovation
Framework Programme”.
 Start: 1 February 2013Start: 1 February 2013
 €€ 4.75million4.75million total budget,, € 3.8million€ 3.8million EU contribution.
687687 Person MonthsPerson Months planned
 Duration: 3636 months, 33 full reporting periods for the EC,
66 progress reporting periods (every 6 months).

12. Budget breakdownBudget breakdown

13. These
are the
amounts
you
should
have
already
received

14. Payment modalitiesPayment modalities

15. Payment modalities
Project = 36 months:
First pre-financing already paid - you should have received it
56% of Community contribution was actually paid
Two further pre-financing payments after 12 and 24 months:
based on annual financial statements being accepted
Pre-financing + interim pre-financing limited to
90% of maximum Community contribution
(retention of 10%)
Final payment based on financial statements being accepted,
= outstanding balance

16. Cost categories
Eligible and non-eligible costs

17. Cost categories
• 80% reimbursement of eligible costs
• Direct cost categories;
 PersonnelPersonnel
 Subcontracting (if already budgeted)
 Other specific direct costs (including travel and subsistence)e)
• Submission of individual financial statements and summary
financial report as part of Periodic Reporting

18. Eligible Costs
 Stated in DoW (Indicative breakdown of the budget and the
Community financial contribution between beneficiaries).
Must be:-
 Necessary for project.
 Actually incurred by beneficiary during project duration
(except costs for final reports and audits as well as for technical reviews).
 Identifiable and verifiable, recorded in the beneficiary’s accounts.
 Reasonable and justified.
 Eligible costs for personnel are gross salary including employer
costs (i.e. social premiums, pension and other personnel costs)
If in doubt, contact me, Geoff Butters, MDR Partners :
geoff.butters@mdrpartners.com

19. Non-eligible Costs
In particular [full list: Art. II.20(2) of the ICT PSP financial guidelines[full list: Art. II.20(2) of the ICT PSP financial guidelines1
:
 Exchange rate losses.
 Resources made available to a beneficiary free of charge (e.g.
third-party contributions).
 Value of contributions in kind.
 Indirect taxes and duties, including VAT (unless the beneficiary can
show that it is unable to recover it).
 Entertainment or hospitality expenses, except those accepted by
the Commission as being absolutely necessary for carrying out the
project.
 Any cost incurred or reimbursed in respect of, in particular, another
Community, international or national project.
Overhead or indirect costs are NOT eligible.
1ICT PSP Financial Guidelines
.

20. Time recording
or Time writing

21. Time recording / writing
Working time charged must be recorded throughout
the duration of the project (e.g. by timesheets)
… and be certified by someone in authority.
It is a precondition
for the eligibility of your personnel costs!
The time-recording system should:
certify the reality of the hours worked on a
given task,
and record the Work Package number.
(I will provide a timesheet template)

22. Level of Detail to be reported for the EC
 for Personnel costs
 the people that worked;
• their name and/or
position / seniority;
• the WPs they worked on;
• the person-months per
WP. (backed up by
timesheets showing hours)
 for Other costs
(Travel costs only for most partners) -
• Travel costs should be divided into
• (1) plane/train/car fares, and
• (2) accommodation & subsistence.
• Who, or at least how many people,
travelled;
• The reason (project meeting, a
conference for dissemination, etc);
• Dates of travel (they must be within
the reporting period);
• Where (City/town & Country);

23. Thank you
Geoff Butters
geoff.butters@mdrpartners.com
Mary Rowlatt
mary.rowlatt@mdrpartners.com