Petr Cerveny Unit Administration and Finance 31/5/2010 Major FP7 Negotiation Issues.
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Transcript of Petr Cerveny Unit Administration and Finance 31/5/2010 Major FP7 Negotiation Issues.
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Petr CervenyUnit Administration and Finance
31/5/2010
Major FP7 Negotiation Issues
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Goals of the presentation
1. To give guidance on majorFP7 negotiation administrative issues
2. To receive feedback onFP7 administrative issues
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Overview of the presentation
1. Validation of new beneficiaries (PIC)2. & 3. & 4. Grant Preparation Forms (GPFs) (1) & (2) & (3)5. & 6. Prefinancing (1) & (2)7. Reporting periods8. Starting date of the project9. Consultants & Subcontracting10. Audit certificate11. Financial capacity check12. Grant Agreement signature process13. & 14. Important documents–CORDIS website (1) & (2)
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1. Validation of new beneficiaries (PIC)
• Validation – fully validated PIC – is necessary:– for all new Beneficiaries– for Third Parties acting under special clause 10
(SC10)
• Validation is to be launched by Beneficiariesand Third Parties under SC 10 themselves
– by submitting legal validation documents to a special CORDIS website called the ‘Participant Portal’
(http://ec.europa.eu/research/participants/portal/ appmanager/participants/portal)
• Validation is NOT required for subcontractors
Not legally binding
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2. Grant Preparation Forms (GPFs) (1)
• GPFs are to be filled on-line via NEF tool (Guidance available on CORDIS website)
• Original signed GPF Forms A2.5 needed(and A2.6 for the coordinator)
• Technical notice for budgetary GPF A3.2 Form:– Two critical budgetary figures
shall be without Eurocents: Total Project Cost and
Total Project EC Contribution
Not legally binding
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3. Grant Preparation Forms (GPFs) (2)
• Indirect cost method – please check it carefully – one Indirect cost method per beneficiary is fixed for all its FP7 projects – in case of a mistake, it is necessary that LEAR contacts the central validation unit via the Participant Portal for a correction request & in copy email to Project Officer
• Banking account info (GPF A4 Form)for the coordinator only = Original of GPF A4 Form signed both by the coordinator and the bank,
or = Original of GPF A4 Form signed by the coordinator only
plus a copy of a bank statementNot legally binding
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4. Grant Preparation Forms (GPFs) (3)
• LEAR = Legal Entity Appointed Representative (stated on GPF A2.1 Form, one for the legal entity) – LEAR is the organisation contact point for submission changes of legal data of the organisation on GPF A2.1 & A2.2 Forms via the Participant Portal (like name, address, VAT number, public body status, SME status, indirect cost method correction etc.)
• (Project) Authorised Representatives = GPF A2.3 Form – Authorised Representatives (max 2 per project) are the only persons that sign the Grant Agreement on behalf of the organisation – one organisation for different FP7 projects can have different Authorised Representatives
• (Project) Contact Persons = GPF A2.4 Form – Administrative and Scientific Contacts for operational project communication between the Commission and the organisation
Not legally binding
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5. Prefinancing (1)
• Purpose of the prefinancing: to have a positive cash-flow for beneficiaries during (most of) the project
• Only one prefinancing for the project
• Subject to negotiation – Initial heavy investment = higher prefinancing – Lower starting expenditure = lower prefinancing – Indicative rule: – projects with 1–2 reporting periods: 60–80 % – projects with 3 reporting periods: 53,3 % – projects with 4 reporting periods: 40 %
Not legally binding
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6. Prefinancing (2)
• Paid to the coordinateur usually within 14 days after the Commision signs the Grant Agreement
• Prefinancing amount paid to the consortium = Total prefinancing amount – 5 %of total EC contribution (for the Guarantee Fund)
• 5 % that is being transferred automaticallyby the Commission to the Guarantee Fundis paid back to the consortiumtogether with the final payment
Not legally binding
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7. Reporting periods
• 18 months in generalwith residual periods between 6–17 months – room for more balanced periods e.g. 15+15 months
• For very large projects with EC contribution> 10 mil. EUR reporting periods of 12 months
Not legally binding
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8. Starting date of the project
3 possibilities:
A) The first day of the month following the Commission signature of the Grant Agreement
B) A fixed starting day
– an official letter is needed from the coordinator with proper justification
C) The starting date can be notifiedby the coordinateur after the Commission signsthe Grant Agreement
Not legally binding
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9. Consultants & Subcontracting
• Consultants can be either a) ‘in house’ – similar status like employees
b) ‘subcontractors’ – in all other cases
• Subcontractingnormally possible for non-core tasks only – every subcontracting must be detailed and justified in the Annex I – every subcontracting must be awarded to the bid offering the best value for money under conditions of transparency and equal treatment
Not legally binding
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10. Audit certificate
• Audit certificate = Certificate on the financial statements
• Only applicable if beneficiary’s cumulative cost claim for EC contribution reaches 375.000 EUR
• If beneficiary’s cumulative cost claim for EC contribution does not reach the threshold 375.000 EUR, no certificate is needed
Not legally binding
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11. Financial capacity check
• This check is done according to Commission Decision C(2007)/2466 (available on CORDIS):
a) for all private coordinators (regardless of their EC contribution)
b) for all private beneficiaries with EC contribution more than 500.000 EUR
• All concerned beneficiaries & coordinateurs receive a special email with all instructions
Not legally binding
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12. Grant Agreement signature process
• First the coordinateur signs the Grant Agreement
• Then the Commission signs the Grant Agreement
• Finally, all beneficiaries sign ‘Form A’(one page, ‘accession’ to the Grant Agreement)
• The prefinancing can only be distributedto the beneficiaries that signed ‘Form A’
• Proof of signing the Consortium Agreement is needed before the Grant Agreement signature
Not legally binding
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13. Important documents–CORDIS website (1) (http://cordis.europa.eu/fp7/find-doc_en.html)
• Structure of Annex I to the GA (version of Jan 2010)• NEF User’s Guide (2nd version of Dec 2008)• Negotiation Guidance Notes (2nd version of Jan 2009)
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14. Important documents–CORDIS website (2) (http://cordis.europa.eu/fp7/find-doc_en.html)
• Guide to Financial Issues (2nd version of April 2009)• Annex II of the Grant Agreement (5th ver. of Dec 2009)• Amendments Guide for FP7 (version of Feb 2010)
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Thank you for your attention!
Questions & Answers