EC Contract No. 003739

incofishIntegrating Multiple Demands on Coastal Zones

with Emphasis on Aquatic Ecosystems and Fisheries

Administrative SessionPrepared by Silvia Opitz

Friday, 7th October at Leibniz Institut für Meereswissenschaften (IfM-GEOMAR),

Düsternbrooker Weg 20, Kiel, Germanyin the lecture room (floor U1)

09:00 h Administrative Session

10:30 h Coffee

11:00 h Administrative Session continued

12:00 h Project Steering Committee Meeting

12:30 h Lunch and End of Workshop

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Agenda

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1. Refunding of Workshop Participation

Form to claim travel expenses (available for download at www.incofish.org – documents – travel expense claim)

Provide ORIGINAL receipts of travel costs (flight, train, bus, taxi, own car (0, 20 c/km))

Accomodation (paid by IfM-GEOMAR)

Per diems (35 EUR per day of absence from home spent on INCOFISH matters)

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2. Reporting (semi-annual, annual, final)Reports to be provided to the European Commission

(2 parts: a) Scientific Report & b) Financial Report)

1st semi-annual report due in November 05 (scientific only);

1st annual report due in May 2006 (scientific and financial);

2nd semi-annual report due in November 2006 (scientific only);

2nd annual report due in May 2007 (scientific and financial);

3rd semi-annual report due in November 2007 (scientific only);

3rd annual (= final) report due in May 2008 (scientific and financial).

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3. Monies

3.1. Advances

• 1st advance received from Commission in August 2005 and forwarded to partners within 30 days. This amount should cover the expenses for the first 18 months of the project.

• 2nd advance will be paid by Commission on the basis of the approval of financial report for first 12 months.

• EC will only pay last 20% of grant to the budget after approving (audited) final financial report.

• Without a valid cost statement for year 1 of the project you will not receive a second advance and your institution will have to pay back the 1st advance to the European Commission.

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3.1 Advances cont.

Spend funds! Don´t save for “later”!

If you do not spend the 1st advance partially or at all in the foreseen period the Commission will assume that you did not need it and will

deduct the respective amount from your 2nd advance.

Check and –if necessary- update your cash flow plan!

Keep records of your funds spent!

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3.2. Cost Statements for the Annual and Final Reporting (available for download from internet)

Cost Models always use the same cost model for your annual financial reporting

Eligible CostsDirect Eligible Costs Personnel (provide records of working hours) Travel Workshops Consumables Durable equipment (only non EU countries)

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Monies continued

Indirect Eligible CostsOverheads

Non-Eligible Costs These costs are not being refunded by the Commission Losses Due to Currency fluctuations Value Added Tax (VAT)

Receipts Keep them all Make sure they come with a date For refunding of expenses you may choose between the following two options: A) a currency exchange rate based on the actual day of the expense (= date of the receipt) or B) the exchange rate valid on the first day of the month following the final date of the reporting period.

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3.3. Audit Certificates

1 audit certificate is requested by the European Commission for each partner where the EC grant to

the budget is equal to or more than 150 000 EUR (see Special Clause no. 39 of 28/04/2005)

This audit certificate has to be provided at 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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Administrative Session

End

Thank you for your attention!