European Commission DG for Fisheries and Maritime Affairs Research & scientific analysis SSP...

SSP Kick-off meeting

European CommissionDG for Fisheries and Maritime AffairsResearch & scientific analysis

The 6The 6thth Framework Programme Framework Programme2002 - 20062002 - 2006

Project: “COBECOS” Project: “COBECOS” Contract N°044153Contract N°044153

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ContractContract

Core of contractCore of contract Annex I – Workprogramme (TA)Annex I – Workprogramme (TA) Annex II – General conditionsAnnex II – General conditions Annex III – Not applicableAnnex III – Not applicable Annex IV – Form A Annex IV – Form A (accession to the (accession to the

contract)contract)

Annex V – Form B Annex V – Form B (new contractors)(new contractors) Annex VI – Form C Annex VI – Form C (financial statement)(financial statement)

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Core of the contractCore of the contract

ParticipantsParticipants Total EC contributionTotal EC contribution DurationDuration Reporting periods and paymentsReporting periods and payments Audit certificates periodAudit certificates period Special conditionsSpecial conditions AmendmentsAmendments

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Reports and DeliverablesReports and Deliverables

• The project is divided into The project is divided into 2 reporting periods2 reporting periods

• For each period : a payment For each period : a payment (2 pre-financing + final)(2 pre-financing + final)

• Payments to the Payments to the coordinatorcoordinator who should transfer to the who should transfer to the contractors ASAPcontractors ASAP

• The consortium decides on the allocationThe consortium decides on the allocation between the between the contractorscontractors (consortium agreement)(consortium agreement)

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European CommissionDG for Fisheries and Maritime AffairsResearch & scientific analysisExample for COBECOS (based on the estimated Example for COBECOS (based on the estimated

breakdown)breakdown)Total EU grant: EUR 1,400,000Total EU grant: EUR 1,400,000

0 18 30months

1 2

Total EC grant 1,400,000 € 840,000 280,000

560,000

Pre-financing

I pre-financing: 85% (840,400+280,000) = 952,000 (92,000 for JRC)

II pre-financing: 85% (560,000-280,000) = 238,000Total pre-financing < 80% of total => max total pre-financing 1,120,000=> max II pre-financing 168,000 (1,120,000 – initial prefinancing)

periods

20% = 280,000

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AmendmentsAmendments

• The request shall be submitted by the coordinator on The request shall be submitted by the coordinator on behalf of the consortium (-> agreement of the consortium)behalf of the consortium (-> agreement of the consortium)

• and should be submitted in writing by means of registered and should be submitted in writing by means of registered mailmail

-> SEE GUIDELINES of AMENDMENTS !!!!-> SEE GUIDELINES of AMENDMENTS !!!!

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Annex I – Workprogramme Annex I – Workprogramme (TA)(TA)

Technical content Participants and subcontractors

Workplanning and timetableBudget per participantand activity (Research and Management)

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Annex II – General conditionsAnnex II – General conditions

A. Implementation of the projectA. Implementation of the project Implementation and DeliverablesImplementation and Deliverables Termination of the contract and Termination of the contract and

responsibilitiesresponsibilities

B. Financial provisionsB. Financial provisions General financial provisionsGeneral financial provisions Controls and auditsControls and audits

C. Intellectual property rightsC. Intellectual property rights

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Implementation and DeliverablesImplementation and Deliverables

Obligations

Reports and deliverables

Subcontractor

Confidentiality

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Implementation Implementation and Deliverablesand Deliverables

Obligations

Commission

Coordinator

Contractors

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Reports & DeliverablesReports & Deliverables

Within 45 daysWithin 45 days after each reporting period the consortium will after each reporting period the consortium will submit the following reports to the Commission:submit the following reports to the Commission:

a periodic activity report (+ 3 questionnaires)a periodic activity report (+ 3 questionnaires) a periodic management report (justification of the costs and a periodic management report (justification of the costs and

resources, Forms C, summary financial report)resources, Forms C, summary financial report) periodic report on the financial distribution between periodic report on the financial distribution between

contractorscontractors suppl. report required by any Annex to the contractsuppl. report required by any Annex to the contract an audit certificate (final period)an audit certificate (final period) a final report covering the contract period (additional to the a final report covering the contract period (additional to the

activity report for the last period)activity report for the last period)

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ANNEX II – General conditionsANNEX II – General conditions

Subcontractors

• Tasks clearly identified in Annex ITasks clearly identified in Annex I• Must be awarded to the bid offering best value for money Must be awarded to the bid offering best value for money (price/quality) under conditions of transparency and equal (price/quality) under conditions of transparency and equal treatmenttreatment• If not in Annex I : can only be minor services, non-core elementsIf not in Annex I : can only be minor services, non-core elements• The subcontractor must be a legal entityThe subcontractor must be a legal entity• A subcontract can only cover a limited part of the project & must A subcontract can only cover a limited part of the project & must be justifiedbe justified• The contractor maintains full responsibility for carrying out the The contractor maintains full responsibility for carrying out the project, and retains the intellectual property generated (if any).project, and retains the intellectual property generated (if any).

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Implementation and DeliverablesImplementation and Deliverables

Confidentiality

During the life of the project, unless other During the life of the project, unless other agreements are made between the consortiumagreements are made between the consortium

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COLLECTIVE Technical and financial responsibility

ANNEX II – General conditionsANNEX II – General conditionsTermination of the contract and Termination of the contract and

responsibilitiesresponsibilities

The rule of the financial responsibility of the The rule of the financial responsibility of the consortium shall be applied as a last resort and will consortium shall be applied as a last resort and will be in proportion to the contractors share and may be in proportion to the contractors share and may not exceed the value of the contribution.not exceed the value of the contribution.

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Eligible costsEligible costs 1.1. actual, economicactual, economic and and necessarynecessary for the for the

projectproject

2.2. incurred incurred during the duration of the project during the duration of the project

3.3. recordedrecorded in the contractor’s accounts in the contractor’s accounts 4.4. Must be determined in accordance with Must be determined in accordance with

the usual accounting principles of the the usual accounting principles of the contractorcontractor

5.5. Costs of Costs of third parties’contributions third parties’contributions subject to the conditions set out in article subject to the conditions set out in article II.19.1e – Annex IIII.19.1e – Annex II

ANNEX II – General conditionsANNEX II – General conditionsB. Financial provisionsB. Financial provisions

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Non-Eligible costsNon-Eligible costs

1.1. VATVAT

2.2. Exchange lossesExchange losses

3.3. Provisions for possible future losses or Provisions for possible future losses or charges charges

4.4. …………


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ReceiptsReceipts

Financial transfers or their equivalent from Financial transfers or their equivalent from third partiesthird parties

Contributions in kind from third partiesContributions in kind from third parties Income generated by the project itselfIncome generated by the project itself

! The EC contribution : eligible costs - receipts


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Interest yielded by pre-financingInterest yielded by pre-financing

When completing the form C the When completing the form C the coordinatorcoordinator should declare the should declare the interest generated by the pre-interest generated by the pre-financing it has received from the financing it has received from the CommissionCommission

! The EC contribution : eligible costs - interests


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Audit certificateAudit certificate


Private bodies : External auditor independent &

qualifiedPublic bodies :

competent public officer not involved in the processing of the

Form C

Costs for the Audit certificates under

subcontract included in the Management

activity

To be submitted by

each contractor

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Audit certificateAudit certificate should certify :should certify :

1.1. Eligible costs Eligible costs Direct Direct ex. personnel (contract, ex. personnel (contract, actual costs, working time records), actual costs, working time records),

equipment, equipment, travel and subsistence, travel and subsistence,

consumables consumables IndirectIndirect FCFC

2.2. Cost reporting model and its correct applicationCost reporting model and its correct application

3.3. InterestInterest

4.4. ReceiptsReceipts

5.5. Conversion rate usedConversion rate used

6.6. The price of the audit certificateThe price of the audit certificate

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Control and AuditsControl and Audits

1.1. On several aspectsOn several aspects– ScientificScientific– FinancialFinancial– Accounting and management principlesAccounting and management principles

2.2. Arranged by and carried out by :Arranged by and carried out by :– External reviewers/auditorsExternal reviewers/auditors– Commission services + European Court of Commission services + European Court of

Auditors + OLAF (European Anti-Fraud Auditors + OLAF (European Anti-Fraud Office) Office)

3.3. Up to Up to 5 years5 years after the end of the project after the end of the project

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Intellectual property rightsIntellectual property rights

Knowledge

Ownership

Protection Use and dissemination

Access rights

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Annex IV – Annex IV – Form AForm A (accession to the contract)(accession to the contract)

To enter the contract as contractor

3 signed copies

Signed by the coordinator and the contractor

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Annex V – Annex V – Form BForm B (new contractors)(new contractors)

Signed by the new contractor and the

coordinator

New CPFs including the new partner and the new

repartition of budget

New Technical Annex

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Form C – Financial StatementForm C – Financial Statement

PeriodPeriod ResourcesResources Declaration of eligible costsDeclaration of eligible costs Costs per Activity Costs per Activity

(Research and (Research and ManagementManagement

ReceiptsReceipts Interest (coordinator)Interest (coordinator) Request of Financial Request of Financial

ContributionContribution Audit certificatesAudit certificates Conversion RatesConversion Rates Certification and signatures Certification and signatures

(Person responsible for the (Person responsible for the work and Financial Officer)work and Financial Officer)

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Sources of InformationSources of Information

FP6:FP6: http://www.cordis.lu/fp6/find-doc.htm Main documentsMain documents

Financial GuidelinesFinancial Guidelines Audit Certificate Guidance NotesAudit Certificate Guidance Notes

Project Reporting in FP6Project Reporting in FP6 Guide to IPR for FP6 projectsGuide to IPR for FP6 projects Guidelines on Amendments to FP6 contractsGuidelines on Amendments to FP6 contracts

DG Research:DG Research:http://europa.eu.int/comm/research/index_en.html

DG FISH:DG FISH:

http://europa.eu.int/comm/fisheries/

Scientific Officer:Scientific Officer:[email protected]@ec.europa.euFinancial Officer:Financial Officer:[email protected]@ec.europa.eu

European Commission DG for Fisheries and Maritime Affairs Research & scientific analysis SSP...

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