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Reporting

Reporting. LLL2010 first year. Periodic Acitivity Report Project deliverables (as set in Annex I) Report on distribution of community’s contribution Periodic Management Report (incl financial statements) Audit certificates Draft planning for next 18 months On-line questionnaires.

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Reporting

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  1. Reporting LLL2010 first year

  2. Periodic Acitivity Report Project deliverables (as set in Annex I) Report on distribution of community’s contribution Periodic Management Report (incl financial statements) Audit certificates Draft planning for next 18 months On-line questionnaires List of interim reports

  3. When? • within 45 days from the end of first reporting period - by October 15, 2005 • If no modifications to any reports are required, Commission will approve these within 45 days; • Any delay or modification – stops the count of 45 days • within 45 days following approval by the Commission of the reports related to each reportingperiod, Commission will make: • a payment which settles the amounts justified and accepted during the reporting period; • pre-financing of 85%of the estimated Community financialcontribution corresponding to the subsequent period and the first six months of theperiod following

  4. Reports 1. Periodic Activity Report Ellu + Subproject 1 leaders (John, Elisabet, Linda, Sheila) 2. Periodic Management Report (including the Financial Statements) Ellu,Eve-Liis + information, form C and audit certificate from ALL CONTRACTORS – by Sept 20 electronic versions to –Eve-Liis, roosmaa@iiss.ee, and after her approval, mailed to us by Oct 2nd

  5. Dissemination 3. Information about dissemination from ALL CONTRACTORS by 31.08.06to Triin triin@iiss.ee List of * Scientific reports and articles in journals, conference papers * Policy briefing papers * Conferences, seminars, meetings with users and stakeholders at local/national/European level * Newsletters * Media contacts, press releases

  6. Questionnaires 4. On-line Questionnaires– input to Triin – by Aug 25, 2006 the latest - Gender Action Plan - coordinator and partiallyEACH CONTRACTOR • Socio-economic report – EACH CONTRACTOR • Science and Society report – coordinator

  7. Deliverables as set in Annex I • Leaflet – • ready; • publicly downloadable • SP1 report – • Comparative Report • ready by the end of the 12 month period (when exactly?) • publicly downloadable • Country Reports • whether to include in reporting? • whether to make publicly available now?

  8. Periodic Activity Report - Overview of activities carried out during period, describe progress in relation to project objectives and any problem encountered and correction actions taken. • Work package progress • Publishable executive summary (max 4 pages, good quality for publication) • Information on Consortium management • Plan for using and disseminating knowledge (type: press, TV, conference, publication.… and type of audience)

  9. Periodic Management Report (1) Detailed justification of major costs and resources BY EACH CONTRACTOR linked to activity implemented. Contains : • A justification of the resources • Financial statement per activity (Form C) per partner • A Summary Financial Report

  10. Section 1 - Justification of major cost items and resources This should include the following: • A brief description of the work performed by each contractor during the period. • EXPLANATORY NOTE ON ANY MAJOR COST ITEMSsuch as important equipment purchases, major travel costs, large consumable items etc., justifying their necessity to the project. • A tabular overview of budgeted costs and actual costs, by contractor and by major cost item including personnel(see Table 1). • For AC contractors, a tabular overview of all resources employed on the project and a global estimate of all costs.

  11. Section 1 - Justification of major cost items and resources • A tabular overview of budgeted person-months and actual person-months, by contractor and by workpackage (see Table 2). • For AC contractors, in addition estimate the number of person-months of permanent staff working on the project.

  12. Financial statements per activity by each contractor: FORM C Form C checklist • Information correct according to the CPFs? • Costs correctly declared? • Contribution correct? • Box 6 correctly filled in? • All amounts correctly certified (when required)? • Stamped, signed and dated by 2 persons?

  13. Audit certificates for each contractor • Qualified and independent control, on the spot, of source documents • Pre-financing becomes a settled payment • Certifies that costs charged in Form C are eligible according to the contract and EC regulation

  14. Costs claimed comply withthe definition ofeligible costs Article II.19 of the ECcontract: • Actual economic (“good housekeeping”, spendingpublic money effectively); necessity is notdetermined by the auditor • incurred during the duration of the project • recorded in the contractor’s accounts • follow contractors own accounting rules

  15. CONTENT • Accounting procedures respect the accounting rules of the State where the contractor is established • Costs have been charged in accordance with the correct cost reporting´model applicable to the contractor • Exclude non-eligible costs

  16. CONTENT An audit certificate certifies also: • The total amount of Receipts • The correct reporting period • Any interest yielded by the prefinancing received (coordinator only) • The EURO conversion rate (where applicable)

  17. AUDITORS For public bodies: • An external auditor or a competent public officer For any other legal entity: • An external auditor

  18. EXTERNAL AUDITOR • Must be independent from the contractor • Must be qualified to carry out statutory financial audits (in accordance with the 8th Council Directive 84/253/EEc of 10 April 1984 or similar national regulations)

  19. COMPETENT PUBLIC OFFICER • Has not been involved in processing Financial Statement per Activity • Independent • Provided that the relevant national authorities have established the legal capacity to audit that public body

  20. FORMAT AND LANGUAGE • Model proposed in Annex 7 of the FP6 Guide to Financial Issues http://ec.europa.eu/research/fp6/model-contract/pdf/fp6-guide-financial-issues-feb05_en.pdf (216-222 pp.) • Language: preferably that of the reports required by the EC contract • Signed and dated

  21. THEREFORE • the forms and templates have been prepared and will be available via our website • we will need Your input for management report ASAP, but before the end of September • we will need Your contribution on financial issues in electronic format ASAP • and the signed and stamped versions mailed by October • we will need Your audit certificates (format provided) by mailby October

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