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HORIZON 2020 HORIZON 2020
Administrative and financial aspects
Directorate D – Key Enabling Technologies
DG Research and Innovation
Helene Chraye – Head of Unit
Content
1. One set of rules
1. One set of rules
2. Time to grant
3. Speeding up the process
4. Financial capacity check
5. Five personnel cost categories
6. Single rates of funding & indirect cost
7. New funding model: what is impact?
8. Other cost connected issues
9. Final remarks
Q&A
1. One set of rules
H2020 Grant Agreement
Terms and Conditions
Annexes
(1–6)
EU Financial Regulation
H2020 Rules for Participation and Dissemination
Chapter 1: General subject of the agreement
• Title of action, start date, duration and budget
Chapter 2: Action
• Grant amount, reimbursement rates, eligible costs
Chapter 3: Grant
• For implementing the action: resources, third parties, subcontracts
• Grant administration: reporting, deliverables, payments, audits
• Background/results: access, protection results, exploitation, dissemination
• Others: researches working conditions, gender equality, ethics, confidentiality
Chapter 4: Rights and obligations
• Obligations of beneficiaries and coordinator, consortium agreement
Chapter 5: Division of beneficiaries' roles
Chapter 6: Rejection of costs, reduction of the grant, recovery of undue amounts, penalties, liability for damages, suspensions, termination, force majeure
• Communication, amendments, accession, applicable law, disputes
Chapter 7: Final provisions
Terms and Conditions:
Annex 1: Description of the action
Annex 2: Estimated budget
Annexes:
Annex 3: Accession forms of beneficiaries
Annex 3a: Declaration on joint liability of third parties
Annex 4: Model financial statements
Annex 5: Model certificate on financial statements
Annex 6: Model certificate on the methodology
2. Time to grant (1)
A maximum time to grant of 8 months:
5 months for informing all applicants
of outcome of scientific evaluation
3 months for signature of GA
Some exceptions apply:
- Actions of ERC - Complex actions - Large number of proposals - On request of applicants
5 months
Validations (incl. Third parties!)
Viability data Cons. agreement
Up to 3 iterations Annex 1 adaptations, start date, reporting periods, eligible costs, viability check, additional clarifications
GA production Progr. Committee Comm. Decision
3 months (2 months for GA preparation)
2. Time to grant (2)
3. Speeding up the process
How to speed up the process:
No more long negotiations:
In principle each proposal evaluated 'as it is', not as 'what could it be';
Proposals mirrored as much as possible in Annex 1 of GA
No more paper: e-communication & e-signatures
Compulsory for:
1. Private coordinators if action budget ≥ 500.000 EUR
2. All private partners (incl. COO) if there are doubts about their financial capacity (e.g. 'weak' result in previous year…)
For 'weak' results, no bank guarantee is allowed but financial capacity can be guaranteed by other legal entity (incl. mother company…). Important to verify this as soon as possible!
4. Financial capacity check
In Annex 2 of GA (Estimated budget) 5 categories for Direct personnel cost:
1. Personnel
– normal employment or appointment contract
2. Natural persons under direct contract
3. Seconded persons
– seconded from third parties against payment
– must be mentioned in Annex 1!
4. SME owners without a salary
5. Beneficiaries that are natural persons without a salary
5. Five personnel cost categories
One H2020 project = One funding rate
Defined in the Work Programme for all beneficiaries and all activities in the grant;
Up to 100 % of eligible cost;
For innovation projects limited to a
maximum of 70 % of eligible cost (100 % for non-profit organisations).
6. Single rates of funding & indirect cost
Single model of indirect cost:
25% flat rate
An example
7. New funding model: what is impact?
Direct costs
Indirect costs
Total costs
% EU contribution
EU contribution
Model indirect cost = 60 % of direct cost
100 60 160 75% € 120
Direct costs
Indirect costs
Total costs
% EU contribution
EU contribution
Model indirect cost = 25 % of direct cost
100 25 125 100% € 125
FP7 Majority of HES & RTOs
8. Other cost connected issues
VAT eligibility
VAT is eligible if non deductible
Audit certificates
Only for final payment/per beneficiary or third party /only for EU contribution ≥ €325 000 € for reimbursement of actual & unit costs
Optional Certificate on Methodology for calculating and claiming direct personnel costs declared as unit costs
Timesheets Not needed if persons work exclusively on the action
Additional
remuneration for
non profit entities
Non-profit organisations eligible for additional personnel remuneration
up to 8000 euro/year/person
9. Final remarks
Annex 1 readiness
Quality of proposal shall allow its direct transposition into Annex 1
Consortium
stability
It is strongly needed to have committed partners to project & prepared the consortium agreement
Number of
project partners
For efficient management of big projects, it is recommended to keep number of project partners
as low as possible
Quick reactions
from consortia
Due to short time to conclude Grant Agreement (3 months), consortia shall be able to react quickly during Grant preparation phase
Thank you very much
for your attention!
Find out more:
www.ec.europa.eu/programmes/horizon2020
Q&A session