Financial and Administrative Requirements Hans Benzinger International Institute for Applied Systems Analysis (IIASA)

Financial and Administrative Requirements

Hans BenzingerInternational Institute for Applied Systems Analysis (IIASA)

Budget from each partner required

Annual breakdown of cost categories from 2007 to 2012 :

• Details on personnel costs (per employee/position)• Travel / Subsistence for approved trips to meetings• Subcontracts (only metroeconomica)• + 7% Overheads on the subtotal

Note: Changes in personnel can be made at any time butonly for future, not for past periods

Personnel Costs

• Annual Gross Salary (including employers social security contribution)

• Annual productive working time in hours• Hours spent on project evidenced by timesheet records

Annual gross salary / annual hours = hourly rate

hourly rate * hours spent = LIFE related personnel costs

• Timesheets need to display unproductive/non project related hours

• Timesheets need be signed by employee and countersigned by appropriate level

• Download: http://ec.europa.eu/environment/life/toolbox/timesheet.htm

Travel and Subsistence Costs

According to partner institution’s own booking and reimbursement procedures

Copies needed of:• Booking and Payment Confirmation• Boarding Pass• Train/Bus Tickets• Mileage record• Hotel invoices• Subsistence (eg daily rates)

External Assistance (Subcontractors)

Currently there is only one subcontract foreseen for metroeconomica (Task 8)

Copy of:• Contract• Invoices indicating activities• Evidence of payment• Interim and final results

Equipment and Other Costs

Only applicable for the lead partner since there are small amounts for:

• technical equipment• 2 Audits: one for the financial interim report; one for the

final financial report

Interim Financial Report and Interim Payment

• Interim Financial Report to be established by Lead Partner along with claim for interim payment (Statement of Expenditure and Income)

• after cost evidence of 150% of first payment(= Euro 2,650,312) is collated

• 30 % Interim Payment (Euro 1,325,126)• Payment after acceptance of financial interim report to

IIASA• IIASA passes on interim payments according to the costs

each partner has evidenced

For partners outside of Euro-Area:monthly published exchange rates of EU apply

External Audit

NOTE:

Due to the volume of EC4MACS, the interim report needs to be externally audited.

THEREFORE:

• Allow for additional time for auditing process

• All partners are dependent on the performance and timely delivery of sound cost evidence of all partners

Milestones and Deliverables 2007

Financial Reporting

Quarterly Reporting / One month for delivery of evidence

Deadlines for sending financial records to IIASA:

• 30 Apr 2007: For costs borne in Feb + March (precondition for first payment)

• 31 Jul 2007: For costs borne in Quarter II/2007• 31 Oct 2007: For costs borne in Quarter III/2007• 31 Jan 2008: For costs borne in Quarter VI/2007• 30 Apr 2008: For costs borne in Quarter I/2008

• And so on until end of project

Hans BenzingerInternational Institute for Applied Systems Analysis (IIASA)

PUBLICITY EVIDENCE

Publicity Evidence

• Logo on partnerinstitution’s website

Publicity Evidence

• Logo on partner institution’s publicationswhen project is mentioned

Publicity Evidence

• On project website that is to be established by July 2007 and on any other tool that is part of the project

• Mentioning of LIFE support when EC4MACS is introduced to the public (Radio, TV, press releases etc)

EC4MACS on LIFE-News website

Financial Identification FormBank Details Form

Hans BenzingerInternational Institute for Applied Systems Analysis (IIASA)

Thank you

Bedankt

Evcharisto poli

Vielen Dank