eHEROES EC Grant Agreement Negotiations June 1, 2011

1. eHEROES EC Grant Agreement Negotiations June 1, 2011 K.U.Leuven Research & Development Myriam Witvrouw

2. Overview + intro LRD

3. What to expect now? • eHEROES Project will be funded • Negotiations with the EC • Administrative • Scientific • Meeting with the Project Officer • Deadline for first submission: May 26, 2011 • Administrative/contractual • Online via NEF system • Grant Preparation Forms (GPFs) • Demo

4. Administrative/Contractual • GPFs • Form A1: general information about the project • Form A2.1: Legal data (linked to PIC) • Form A2.2: Status of the organization (linked to PIC) • Form A2.3: Authorized representatives • Form A2.4: Contact persons • Form A2.5: Signature page • Form 3.1: What it costs? Can only be completed by coordinator • Indirect cost method • Budget/Funding

5. Administrative/Contractual • Continuous interactive process between EC & consortium • Opening NEF session: https://webgate.ec.europa.eu/nef/frontoffice/login • Collecting partner data • Project number: 244635 • Participant access key • Submission by the coordinator • Control & comments by EC • Opening new NEF session

6. Administrative/Contractual • Grant Agreement - GA • GA = contract: core grant agreement and annexes • signed between Commission&Coordinator • beneficiaries (partners) accede to the GA by signing “Form A”, countersigned by the Coordinator • Coordinator and beneficiaries are bound by the rights and obligations of the GA • Core Grant Agreement Article 1: Beneficiaries Article 2: Scope Article 3: Duration of project Article 4: Reporting periods Article 5: Maximum EC contribution Article 6: Pre-financing and contribution to Guarantee Fund Article 7: Special Clauses Article 8: Communication Article 9: Applicable Law Article 10: Application of the GA provisions Article 11: Entry into Force

7. Administrative/Contractual eHEROES Grant Agreement details (284461): • Start: March,1st, 2012 • Duration: 36 months • Reporting periods: 2 • P1: M1 – M18 • P2: M19 – M36 • EC max contribution: 1.999.721 EURO • Pre-financing: x EURO Guarantee Fund: 99.986,05 EURO = 5% of funding • Partners need to sign their accession form (FORM A) after the EC has signed the GA

8. Administrative/Contractual • Annexes to the Grant Agreement Annex I: Technical Annex; Description of Work Annex II: General Conditions Part A: Implementation of the project Part B: Financial Provisions Part C: Intellectual Property, Use and Dissemination Annex III: Specific to funding scheme (not applicable here) Annex IV: Form A: accession form for each partner Annex V: Form B: accession form for new partners Annex VI: Form C: financial statement/funding scheme Annex VII: Form D: Forms of Reference for Certificate of Financial Statements Form E: Terms of Reference for Certificate on the methodology

9. Scientific • Scientific • Proposal  Annex I of the Grant Agreement • Taking into account the comments in the Negotiation Mandate • Subcontracting/Third Parties involved? These should be mentioned in Annex I in order to make their costs eligible. • Budget needs to be in accordance with person months as stated in Annex I

10. Staff effort: person months

11. Budget

12. Financial Rules (1) • Eligible costs: • Actual • Incurred during duration of project • Recorded in the accounts of beneficiary • In accordance with the usual accounting and management principles • Used for the sole purpose of achieving the objectives of the project • Non-eligible costs: • Identifiable indirect taxes, including VAT • Provisions for possible future losses or charges • Etc.

13. Financial Rules (2) • Eligible costs = direct + indirect costs • Direct costs • Personnel • Additional staff and permanent staff • Time recordingis necessary! (productive hours; and time allocated to activities: RTD, demo, management) • Travel and subsistence • please keep minutes + receipts • travelling outside EU: Approval EC before booking • Consumables • Equipment (depreciation!) • Subcontracting (according to rules given in Annex II; CFS)

14. Financial Rules (3) • Indirect costs • Incurred in direct relationship with direct eligible costs • Costs of administrative, technical, logistical nature • Can not be attributed in full to the project • 7%

15. Financial Aspects • Pre-financing • This money remains property of the EC • Includes amount to be transferred to the Guarantee Fund • usually between 120-160% of average of EC funding per reporting period • Interim payments • Based on Financial Statements (Form C); amounts justified and accepted • Retention • Retention of 10% of EC contribution • Final payment

16. Direct costs Categories of direct costs: • Personnel • Additional staff and permanent staff • Time recording is necessary! (productive hours; and time allocated to activities: RTD, demo, management) • Travel and subsistence (please keep minutes + receipts) • Consumables: directly related to the project – otherwise indirect costs • Equipment (depreciation + % usage!)

17. Indirect costs Indirect costs: • All costs that cannot be identified as attributed directly to the project (the ‘running’ costs: electricity, heating, telephone, internet, computers, inkt cartridges…). • three methods for determing your indirect costs: • Special transition flat rate (60%) • Standard Flat rate (20%) • Real Indirect costs • will be calculated automatically in the form C when the method for determinating your indirect costs is a flat rate

18. Maximum EC-contribution → is related to the type of activity carried out in the project: • Research and Technological Development activities • 50% of eligible costs for Industries • 75% of eligible costs for non profit public bodies, secondary and higher education establishments, research organizations, SMEs • Demonstration activities: 50% • Management (+ CFS): 100% • Other activities (e.g. dissemination/training): 100%

19. Certificate on Financial statement (CFS) • Mandatorywhenrequestedfunding ofbeneficiaryis above375.000 Euro (notapplicablefor partners) • CFS needed at the moment of reporting • CFS providedby: • Independent qualified auditor • Public bodies, secondary and highereducationestablishments and research organisationsmayoptfor a competent Public Officer • CostsclaimedunderSubcontractingunder Management Activities Pleasenote: The Commissionmay, at any time during the implementation of the project, and up to fiveyearsafter the end of the project, arrangeforfinancialaudits to becarried out.

20. Consortium Agreement Consortium Agreement - CA, to govern: • The internal organisation of the consortium • The distribution of the Community financial contribution • Additional rules on dissemination and use including intellectual property rights arrangements, as appropriate • The settlement of internal disputes • Liability, indemnification and confidentiality agreements between the participants

21. Links and Documents • Useful Links: • CORDIS – homepage FP7: http://cordis.europa.eu/fp7/home_en.html • Useful documents: • Grant Agreement + Annex II • Guide to Financial Issues • Guidance Notes for beneficiaries and auditors • Guidance Notes on Project Reporting