H2020-RISE-2017Coordinators day

Financial aspects

Cristina BOBU

Administrative Officercristina.bobu@ec.europa.eu

18 January 2018

Unit costs

How much ? Who ? How ?

Principle of co-funding

Principle of no cumulative award

How to use "Category A: staff member costs"

How to use "Category B: institutional costs"

Transfers among participants

Timeline

Pre-financing

Interim payment

Final payment

Keeping records

1. Declaration of secondments

2. Use of the EU contribution

3. Payments

4. Audit

5. Key messages

Unit costs

• Unit costs:

✓ they are not real cost

✓ the triggering event gives right to reimbursement

• Unit costs calculation:

4500 x number of months the staff member spent onsecondment

• For split stays a pro-rata unit cost of 1/30 will bereimbursed for each day.

Marie Skłodowska-Curie

Action

Category A

Staff member unit cost *

person/month

Top-up allowance

Category B

Institutional unit cost *

person/month

B1

Research, training and

networking costs

B2

Management and

indirect costs

Research and Innovation

Staff Exchange

Unit costs per researcher per month

For secondments eligible for funding

*These unit costs are subject to a funding rate of 100% and no

country coefficients apply.

Declaration of secondmentsHow much?

2.000 1.800 700

Each beneficiary to declare in its individual financial statement:

=> Outgoing secondments of its own staff

<= Incoming secondments from a TC partner

Declaration of secondments Who?

Form: Annex 4 of the GA

Declaration of secondmentsHow?

• Via the Continuous Reporting module in SYGMA

• To be declared 20 days after the secondment starts

• The financial statement automatically generated based on the submitted RD (Researchers Declarations)

Declaration of secondmentsWhere? When?

8

Declaration of secondments

Reimbursement

Costs are reimbursed only based on the eligibility of secondments:

• Foreseen in Annex I of the GA

• For the eligible staff seconded for the project activities

Principle of co-funding

It is expected that each participant contributes with extramoney to the project.

Why?

EU contribution only covers part of the costs related tosecondments and institutional needs.

Examples of co-funding:

• Salary/fellowship, etc. for the staff member duringthe secondment

• Extra costs for staff member secondment

• TC secondments for the non funded participants

Principle of no cumulative award

Principle:

The same activity cannot be funded

twice by EU funds* (article 129 FR)

Double funding:

The same costs cannot be reimbursed

twice

Principle: Cat. A (2.000 EUR) must be fully used to covertravel, accommodation and subsistence costs related to thesecondment. (article 32.1.j of the GA)

Practical modalities:

•Distribute 2.000 EUR to staff in advance/in instalments *

•Reimburse travel and subsistence costs to staff

•A mix of both

* If paid together with salary, be aware of the national income taxes

Category A

• Cat. B should be used for activities foreseen inAnnex I of the GA;

• Could be distributed among Consortium according tothe needs;

• Agreed in the Consortium Agreement;

• Not necessarily according to the balance ofsecondments

Category B

• Beneficiaries may possibly transfer funds to TC

partners;

• The seconded staff from the EU to TC are entitled to

cat. B units;

• Distribution of funds towards TC to be agreed in the

Partnership Agreement

Transfers to TC partners

Periodic report to be submitted within 60 days after the end of each reporting period.

Pre-financing 65% including5% Guarantee Fund (GF)• 20 days after start date or• 10 days before the project

start date

Interim payment up to 90% of the EU contribution• Max. 90 days after the

periodic report has been submitted

Final payment 10% and release of 5% GF• Max. 90 days after

the final reports havebeen submitted

ProjectStarts

(Month 0)

ProjectEnds

(Month 48)

Reporting Period RP1 Reporting Period RP2

Periodic report*• Technical report• Financial report

Periodic rep. final*• Technical report• Financial report• Final fin. report

Typical RISE project

Payment Timeline

• To provide beneficiaries with cash to start working;

• Within 30 days either from the entry into force of the Agreement (art 58) or from 10 days before the starting date of the action, which is the latest;

• The coordinator should distribute PF between the beneficiaries without unjustified delay;

• Only beneficiaries signing the Accession Form canreceive PF

Pre-financing

• Payment release within 90 days from submission of the first periodic report documents

• Payment release can be suspended if reports/information are incomplete/incorrect

• Based on secondments reported

• Up to maximum 90% of total EU contribution

• The payment is distributed according to the internal agreement within the consortium

Interim Payment

• Payment release within 90 days from submission of last periodic report documents

• Payment release can be suspended if reports/information are incomplete/incorrect

• Could be recovery of the balance between total claimed units and pre-financing + interim payment

Final Payment

Audit of your grant could be performed during the project or

can be started up to 2 years after the final payment.

Each beneficiary must prove:

• The formal link between staff member and sendingorganisation under the national law or internal rules;

• The secondments took place for the duration reported;

• The researcher worked for the project during thesecondments;

• The unit costs Category A were used in full for the secondedstaff member

Audit

Each beneficiary must keep:

• Documents in agreement with internal accountingrules and practices of the organisation;

• Records to prove that the researcher worked on theRISE project;

• Records about the hosted TC researchers entitled tofunding;

• Records and other supporting documentation, afterthe balance is paid, for a period of 5 years

Keeping Records

• Explain to your internal financial services: RISE is basedon unit costs not real costs

• Category A to be entirely spend for the secondment

• Category B to be spend according to the needs mentionedin the Annex 1 of the GA

• Reimbursement is only based on declared secondments

• Co-funding is expected

• Double funding is not accepted

Key messages

• Consortium Agreement should also define the fundingdistribution

• Partnership Agreement strongly recommended

• Coordinator can distribute PF only to beneficiarieshaving acceded to the GA

• Coordinator can distribute PF only when the minimumnumber of beneficiaries have acceded

Key messages

Thank you!

Questions?