Guide to Financial Issues relating to FP7 Indirect Actions - KoWi

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They are not required either for beneficiaries with costs incurred in relation to the project but without EU/Euratom contribution (in this case this circumstance will be mentioned in special clause 9 to be included in Article 7). A CFS is mandatory for every claim (interim or final) in the form of reimbursement of costs whenever the amount of the EU/Euratom contribution is equal or superior to EUR 375,000 when cumulated with all previous interim payments (not including the pre-financing) for which a CFS has not been submitted. Once a CFS is submitted, the threshold of EUR 375,000 applies again for subsequent EU/Euratom contributions but the count starts from 0. Bear in mind that although the threshold is established on the basis of the EU/Euratom contribution, the CFS must certify all eligible costs. What if a CFS is submitted by a beneficiary although it was not compulsory? As mentioned above, it is not compulsory for a beneficiary to submit CFS before the total EU contribution requested reaches EUR 375,000. However, if the beneficiary submits a CFS before this EUR 375,000 threshold is reached, the counter will be re-set for the amount not covered by the CFS, provided the CFS covers at least one full reporting period. However, the costs of a CFS submitted on a voluntary basis cannot be charged on the project as eligible costs as long as the cumulative EU contribution claimed does not reach the 375,000 threshold. Example 1: A beneficiary in a project with 5 periods: Claim Eligible EU Cumulative amount CFS No. Costs contribution for which a CFS has required @50% not been submitted 1 EUR 380,000 EUR 190,000 EUR 190,000 NO 2 EUR 410,000 EUR 205,000 EUR 395,000 YES (1) 3 EUR 500,000 EUR 250,000 EUR 250,000 NO 4 EUR 350,000 EUR 175,000 EUR 425,000 YES (2) 5 EUR 700,000 EUR 350,000 EUR 350,000 NO (3) (1) Cumulative EU/Euratom contribution = EUR 190,000 + EUR 205,000 = EUR 395,000. A CFS has to be provided because cumulative amount ≥ 375,000. After the submission of CFS, the calculation of the cumulative amount re-starts from 0 for period 3. It is important to remember that the CFS has to cover the eligible costs for the whole period and not just the EU contribution (2) Cumulative EU/Euratom contribution = EUR 250,000 +EUR 175,000 = EUR 425,000. A CFS has to be provided because the cumulative amount ≥ EUR 375,000. After the submission of the CFS, the calculation of the cumulative amount re-starts from 0 for period 5. The CFS covers the eligible costs for the periods 3 and 4 (EUR 500,000 + EUR 350,000 = EUR 850,000) (3) EU/Euratom contribution for period 5 = EUR 350,000 < EUR 375.000 therefore no need for CFS for the last reporting period Example 2: Projects with a duration of more than two years: Claim No. Eligible Costs EU/Euratom contribution Cumulative amount for which a CFS has not been submitted CFS required 16
1 EUR 350,000 EUR 175,000 EUR 175,000 NO 2 EUR 350,000 EUR 200,000 EUR 375,000 YES (1) 3 EUR 300,000 EUR 150,000 EUR 150,000 NO (2) Therefore: (1) A certificate has to be submitted (since EUR 175,000 + EUR 200,000 = EUR 375,000). (2) No need for a certificate for the EUR 300,000 because EU/Euratom contribution = EUR 150,000 < EUR 375,000 Example 3: Projects with a duration of more than two years with EU/Euratom contribution < EUR 375,000 Claim Eligible EU Cumulative amount CFS No. Costs contribution for which a CFS has required not been submitted 1 EUR 200000 EUR 100000 EUR 100000 NO 2 EUR 250000 EUR 125000 EUR 225000 NO 3 EUR 200000 EUR 100000 EUR 325000 NO (1) (1) No need for a certificate for the EUR 650,000 because EU/Euratom contribution = EUR 325,000 < EUR 375,000. Example 4: Submission of CFS (5 periods project) Claim No. Eligible Costs EC contribution @50% Cumulative amount for which a CFS has not been submitted CFS required CFS submitte d EU contribution covered by CFS Counter Re-set Amount: 1 EUR 380,000 EUR 190,000 EUR 190,000 NO NO 2 EUR 410,000 EUR 205,000 EUR 395,000 YES YES (1) 190,000 205,000 3 EUR 150,000 EUR 75,000 EUR 280,000 NO NO 280.000 4 EUR 350,000 EUR 175,000 EUR 455,000 YES YES(2) 280,000 175,000 5 EUR 300,000 EUR 150,000 EUR 325,000 NO NO 175,000 (1) Covering only costs incurred in reporting period 1 (2) Covering only costs incurred in reporting period 2 & 3 Example 5: CFS submitted although the EUR 375.000 threshold was not reached: Claim No. Eligible Costs EU contribution claimed @50% Cumulative amount for which a CFS has not been submitted CFS required CFS submitte d EU contribut ion covered by CFS Counter Re-set Amount 1 EUR 380,000 EUR 190,000 EUR 190,000 NO YES(1) 190,000 0 2 EUR 410,000 EUR 205,000 EUR 205,000 NO NO 205,000 3 EUR 150,000 EUR 75,000 EUR 280,000 NO NO 280,000 4 EUR 350,000 EUR 175,000 EUR 455,000 YES YES(2) 280,000 175,000 5 EUR 300,000 EUR 150,000 EUR 325,000 NO YES(3) 175,000 325,000 (1) CFS was not mandatory because EU contribution is < EUR 375,000 (2) Covering only costs incurred in reporting period 2 & 3 (3) Covering only costs incurred in reporting period 4 17
Page 1 and 2: Guide to Financial Issues relating
Page 3 and 4: In addition, all FP7 beneficiaries
Page 5 and 6: Article II.6.1.b) - Interim payment
Page 7 and 8: PART 1: FP7 EC GRANT AGREEMENT - CO
Page 9 and 10: this SME flat rate under the cost c
Page 11 and 12: Contribution to the Guarantee Fund
Page 13 and 14: considered as the project coordinat
Page 15: Article II.4.4 of ECGA - Certificat
Page 19 and 20: Specific case of beneficiaries with
Page 21 and 22: 3. Submission of the certificate on
Page 23 and 24: e consistent with the beneficiary's
Page 25 and 26: eligible costs not yet certified th
Page 27 and 28: Example 2 Project duration: 3 years
Page 29 and 30: Subcontracting costs are direct cos
Page 31 and 32: • the criteria defining "quality"
Page 33 and 34: complementary way. This means using
Page 35 and 36: Where actual costs are not availabl
Page 37 and 38: Acceptability criteria for average
Page 39 and 40: Criterion d: Productive time As a g
Page 41 and 42: • When the average personnel cost
Page 43 and 44: For years 2007-2008-2009 these annu
Page 45 and 46: The formula applied is the same as
Page 47 and 48: A. THIRD PARTIES MAKING THEIR RESOU
Page 49 and 50: this case it is the university whic
Page 51 and 52: parties making available resources
Page 53 and 54: above for Joint Research Units. The
Page 55 and 56: Non-exhaustive list of taxes and pe
Page 57 and 58: administrative, absence, EU-project
Page 59 and 60: Some activities may be considered n
Page 61 and 62: applicable national labour law, the
Page 63 and 64: The following criteria must be appl
Page 65 and 66: • each successive 12-hour period:
Page 67 and 68:
equipment purchase. If the service
Page 69 and 70:
Indirect costs, also called overhea
Page 71 and 72:
• The system applied and the cost
Page 73 and 74:
Such costs are normally deemed to b
Page 75 and 76:
principle be able to opt for the 60
Page 77 and 78:
certificate of financial statements
Page 79 and 80:
Article II.16 of ECGA - Upper fundi
Page 81 and 82:
Changes of legal status of benefici
Page 83 and 84:
* Remark: Actual commercial exploit
Page 85 and 86:
They may cover the salary costs of
Page 87 and 88:
fee to a conference carried out by
Page 89 and 90:
eneficiaries may opt for a lump sum
Page 91 and 92:
Example of calculation of EU fundin
Page 93 and 94:
Example: 3-year project with 3 mill
Page 95 and 96:
Maximum EU/Euratom financial contri
Page 97 and 98:
• The beneficiary has to reimburs
Page 99 and 100:
The Communication permits the use o
Page 101 and 102:
Article II.24 of ECGA - Liquidated
Page 103 and 104:
FINAL PROVISIONS Article II.40 of E
Page 105 and 106:
2 nd period: the access provider de
Page 107 and 108:
The EU/Euratom financial contributi
Page 109 and 110:
Step 2: The budget for the RTD Perf
Page 111 and 112:
For our project example we show two
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