work meeting interreg sysiass project 21 st april 2011 university of essex 1 part-financed by the...

1

Work meetingInterreg SYSIASS project

21st April 2011University of Essex

Part-financed by the European Regional Development Fund

2Part-financed by the European

Regional Development Fund

Agenda of the meeting• 09h45: Welcome • 10h00: Presentation of the work on each activity

– Activity 1• General presentation: Thierry Floquet • Technical presentations: Hugues Sert (ISEN/EC-Lille), Ben McElroy and Michael Gillham

(University of Kent)

– Activity 2• General presentation: Gareth Howells• Technical presentations: Paul Taylor (University of Kent)

– Activity 3• General presentation: Huosheng Hu• Technical presentations: to be determine



Agenda of the meeting• 11h45: Communication (web site and press): David & Laurent• 12h30: Lunch

• 14h: Visit of Huosheng‘s laboratory• 15h: Financial aspects: Annemarie• 15h30: Discussions • 16h: End of the meeting



Financial aspectsThe reporting periods are the following:

1st Reporting Period: 1st January year N - 30th June year NReporting deadline: 1st September year N

2nd Reporting period: 1st July year N - 31st December year NReporting deadline: 1st March year N+1

Next report dead line – September 1st 2011Dead line to send the files to LP: July 15th

Reporting period: February 1st 2009 – June 30th 2011



Financial aspectsThe project progress report includes:

• A PROJECT Activity Report (PROJECT Level)• A PROJECT Financial Report (PROJECT Level)• X PARTNER Financial REPORTS (Partner Level):

According to the number of partners involved in the project

At Partner level, Payment claim for each single project partner (LP+ PPs) includes:

The Partner Financial report List of Expenditure FLC Control Checklist FLC Certificate of Validation of Expenditure FLC Designation certificate (only with the first claim or in case of

change of FLC) Communication plan (to be provided with 2nd claim)



Financial aspects

6

JTS

LP

PP

1st Level Control

The project activity report*The project financial report*The partner financial report*The list of expenditureFLC ChecklistPartner FLC Certificate

*pre-filled by the JTS before each reporting period

The partner financial reportThe list of expenditureFLC ChecklistPartner FLC Certificate

The signed and filled in partner financial report The filled in list of expenditureFLC ChecklistPartner FLC Certificate

First Level Control


Control (KPMG)


Paper & electronic version

Project financial reportPartner financial reportsPartner FLC Certificates

Electronic version

Project financial reportPartner financial reportsList of expenditurePartner FLC CertificatesProject activity report

project financial reportpartner financial reports



Financial aspects

1. Partner staff costs2. Administration costs (direct and indirect general

costs)3. External consultants and suppliers4. Travel and accommodation5. Equipment6. Investment7. Validation of expenditure

List of Expenditure



Financial aspectsList of Expenditure

Costs are eligible if they fulfill the conditions below:

• Were previously identified in the approved application form• Are paid out by the partners listed in the application form• Are directly linked to the project implementation as described in the application

form• Are incurred and accounted in compliance with the Legal frameworks (EU,

national and Programme)• Are incurred within the eligibility period• Are correctly reported under the budget lines• Have been validated by the First level controllers on the basis of a sound

documentation



Financial aspectsList of Expenditure: Partner staff cost

Eligible costs• Personnel costs :

Staff employed by the partner organisation AND working on the project

• In kind contribution: Please, read carefully the Annex 5 of the Programme Manual

Ineligible costs• Direct or indirect (overheads) administration costs (they are reported

in BL2)• Additional unjustified payments or voluntary remuneration



Financial aspectsList of Expenditure: Partner staff cost

Eligibility rules• Be essential to the project• Be based on a written agreement• Calculation based on gross salary and payslips• Use of timesheets when reporting the cost indicating the hours

worked for the project (Timesheet template provided by the programme or others with similar contents)

Which documents must be provided to the first level controller?• Payslips, Timesheets• Employment/labour contracts• Any other document that the FLC might require for checking compliance with

national legislation



Financial aspectsList of Expenditure: Travel and accommodation

Eligible costs

• Travel (within programme area, in areas defined in the AF)• Accommodation• Subsistence allowances

Ineligible costs

Costs for travels not foreseen in the Application Form which have not been approved by the JTS (If travels outside the area, request with justification should be given in advance to the JTS)

Cf. Programme Manual, 4.3.4



Financial aspectsList of Expenditure: Travel and accommodation

Which documents must be provided to the first level controller?

• Agenda

• List of participants (template provided by the programme)

• Mission orders (if existing)

• Travel report or equivalent memo (template provided by the programme)

• Original tickets and all other original documentary evidence for the travel (i.e. boarding pass, invoices/other equivalent documents for accommodation, in the case of e-tickets without a standard flight ticket an e-mail with the booking number serves as a proof etc.)

• Any other document that the first level controller might require for checking compliance with national legislation



Financial aspectsList of Expenditure: Equipment Cf. Programme Manual,

4.3.5Eligible costs:

• Non-exhaustive list of items in the Programme Manual• Depreciation allowances if the lifetime of the item is longer than the

project• Full cost of the item if its lifetime is shorter than the project• Cost not already included in another budget line• Item not purchased from another project partner within the same

project• Cost incurred during the eligible project duration• Expenditure respecting the relevant public procurement rules

Ineligible costs:

• Rent of equipment: leased equipment supported by regular invoices should be reported under budget line 3 ”External consultants and suppliers”, as a service supplied

• Equipment in the form of in-kind contribution• Equipment already paid through other international, national,

regional and EU funds



Financial aspectsList of Expenditure: Equipment Cf. Programme Manual,

4.3.5

Which documents must be provided to the first level controller?

• Evidence of compliance to public procurement rules at EU and national level in the case of purchase of equipment

• Evidence of the sinking plan (depreciation plan) adopted for each item

• In the case of equipment only partially used by the project: the calculation method to attribute share of the depreciation allowance to the project

• For second hand equipment: the documentation listed above under the paragraph “Second-hand equipment”

• Any other document that the first level controller might require for checking compliance with national legislation



Financial aspectsCurrent situation

Partner FLC Approval List of Expenditure at March 31st

LP OK OK

PP2 (EC Lille) ? Not sent

PP3 (University of Kent) OK Not sent

PP4 (University of Essex) In progress Sent to LP Amount OK

partition between activities NOK

PP5 (EKHUFT) In progress In progress

work meeting interreg sysiass project 21 st april 2011 university of essex 1 part-financed by the...

Documents

year n reporting deadline

financial aspects

project progress report

single project partner

reporting periods

nd reporting period

th reporting period

flc communication plan