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ERA-NET – Financial aspects
Financial Guidelines
for ERA-NET instruments
DG Research - Directorate B - Unit 02: “Strengthening cooperation in research and European scientific base ”
Jean-David MALO - Brussels, 30th of September 2004 - NOT LEGALLY BINDING - Page n°1
Presentation made by Bertrand MICHAUD – Unit B-04
ERA-NET – Financial aspects
Introduction: General principles
EC financial support : Public procurement or Grant
DG Research - Directorate B - Unit 02: “Strengthening cooperation in research and European scientific base ”
Jean-David MALO - Brussels, 30th of September 2004 - NOT LEGALLY BINDING - Page n°2
Presentation made by Bertrand MICHAUD – Unit B-04
ERA-NET – Financial aspects
Introduction: General principles
EC FP6 financial support : Both Public procurements and Grants
DG Research - Directorate B - Unit 02: “Strengthening cooperation in research and European scientific base ”
Jean-David MALO - Brussels, 30th of September 2004 - NOT LEGALLY BINDING - Page n°3
Presentation made by Bertrand MICHAUD – Unit B-04
ERA-NET – Financial aspects
Introduction: General principles
Form depends of the type of instrument concerned
Grants
Costs reimbursement
Grant to
the Budget
ERA-NET Coordination Actions l
ERA-NET Specific Support Actions l
DG Research - Directorate B - Unit 02: “Strengthening cooperation in research and European scientific base ”
Jean-David MALO - Brussels, 30th of September 2004 - NOT LEGALLY BINDING - Page n°4
Presentation made by Bertrand MICHAUD – Unit B-04
ERA-NET – Financial aspects
1- Grant to the Budget
1.1- Calculation of the EC contribution
When it is in the form of a grant to the budget, the Community financial
contribution is calculated according to:
a provisional budget of estimated eligible costs and receipts broken-down
per type of activity and per participant ;
the type of cost reporting model used by the participants ;
the maximum reimbursement rates of eligible costs per type of activity
and cost model according to the instrument concerned;
and within the limits of public funding established for research and
technological or innovation activities and demonstration activities by the
Community framework for State aid for research and development ;
DG Research - Directorate B - Unit 02: “Strengthening cooperation in research and European scientific base ”
Jean-David MALO - Brussels, 30th of September 2004 - NOT LEGALLY BINDING - Page n°5
Presentation made by Bertrand MICHAUD – Unit B-04
ERA-NET – Financial aspects
1- Grant to the Budget
1.1- Calculation of the EC contribution
1.1.1- Eligible costs
Notion of eligible costs is defined by four cumulative levels:
The definition of eligible costs itself; [Art. II.19]
The restrictions introduced by the definitions of direct and indirect eligible
costs; [Art. II.20 and II.21]
The restrictions introduced by the type of activities proposed per type of
instruments; [Art. II.2]
The restrictions introduced by the cost reporting models used by the
participants. [Art II.22]
DG Research - Directorate B - Unit 02: “Strengthening cooperation in research and European scientific base ”
Jean-David MALO - Brussels, 30th of September 2004 - NOT LEGALLY BINDING - Page n°6
Presentation made by Bertrand MICHAUD – Unit B-04
ERA-NET – Financial aspects
1- Grant to the Budget
1.1- Calculation of the EC contribution
1.1.1- Eligible costs
1.1.1.1- Definition of eligible costs (Level 1)
An eligible cost is cost which is not part of the list of non-eligible costs [Art
II.19.2]:
The following non-eligible costs may not be charged to the project:
l any identifiable indirect taxes, including VAT or duties;
l interest owed;
l provisions for possible future losses or charges;
l exchange losses;
l costs declared, incurred or reimbursed in respect of another Community
project;
l cost related to return on capital;
l debt and debt service charges;
l excessive or reckless expenditure;
l any cost which does not meet the conditions of an eligible cost.
DG Research - Directorate B - Unit 02: “Strengthening cooperation in research and European scientific base ”
Jean-David MALO - Brussels, 30th of September 2004 - NOT LEGALLY BINDING - Page n°7
Presentation made by Bertrand MICHAUD – Unit B-04
ERA-NET – Financial aspects
1- Grant to the Budget
1.1- Calculation of the EC contribution
1.1.1- Eligible costs
1.1.1.1- Definition of eligible costs (Level 1)
Eligible costs incurred for the implementation of the project must fulfil all of the
following conditions (1/3):
l they must be actual, economic and necessary for the implementation of the
project; [Art II.19.1.a)] and
l they must be determined in accordance with the usual accounting
principles of the contractor; [Art II.19.1.b)] and
lthey must be incurred during the duration of the project except for the costs
incurred in drawing up the final reports which may be incurred during the period of
up to 45 calendar days after the end of the project or the date of termination
whichever is earlier; [Art II.19.1.c)] and
DG Research - Directorate B - Unit 02: “Strengthening cooperation in research and European scientific base ”
Jean-David MALO - Brussels, 30th of September 2004 - NOT LEGALLY BINDING - Page n°8
Presentation made by Bertrand MICHAUD – Unit B-04
ERA-NET – Financial aspects
1- Grant to the Budget
1.1- Calculation of the EC contribution
1.1.1- Eligible costs
1.1.1.1- Definition of eligible costs (Level 1)
Eligible costs incurred for the implementation of the project must fulfil all of the
following conditions (2/3):
l they must be recorded in the accounts of the contractor that incurred them ,
no later than at the date of the establishment of the audit certificate. The
accounting procedures used in the recording of costs and receipts shall respect
the accounting rules of the State in which the contractor is established as well as
permit the direct reconciliation between the costs and receipts incurred for the
implementation of the project and the overall statement of accounts relating to the
overall business activity of the contractor, [Art II.19.1.d)] and
DG Research - Directorate B - Unit 02: “Strengthening cooperation in research and European scientific base ”
Jean-David MALO - Brussels, 30th of September 2004 - NOT LEGALLY BINDING - Page n°9
Presentation made by Bertrand MICHAUD – Unit B-04
ERA-NET – Financial aspects
1- Grant to the Budget
1.1- Calculation of the EC contribution
1.1.1- Eligible costs
1.1.1.1- Definition of eligible costs (Level 1)
Eligible costs incurred for the implementation of the project must fulfil all of the
following conditions (3/3):
• In the case of contributions made by third parties established on the basis
of an agreement between the contractor and the third party existing prior to the
participation of the contractor in the contract, and for which the tasks and their
execution by such a third party are clearly identified in the technical Annex (Annex
I), the costs must be [Art. II.19.1.e)]:
incurred in accordance with the usual accounting principles of such third
parties and the principles set out for any contractor; and
meet the other provisions of the eligible costs definition and of Annex ; and
be recorded in the accounts of the third party no later than the date of the
establishment of the audit certificate.
DG Research - Directorate B - Unit 02: “Strengthening cooperation in research and European scientific base ”
Jean-David MALO - Brussels, 30th of September 2004 - NOT LEGALLY BINDING - Page n°10
Presentation made by Bertrand MICHAUD – Unit B-04
ERA-NET – Financial aspects
1- Grant to the Budget
1.1- Calculation of the EC contribution
1.1.1- Eligible costs
1.1.1.2- Definition of direct and indirect eligible costs (Level 2)
Direct eligible costs are all costs that fall under the definition of eligible costs
which can be charged directly to the project, and are determined by the contractor in
accordance with its usual accounting practices [Art II.20.1].
Two particular cases:
For AC contractors, only additional direct costs are eligible (see point 1.1.1.4);
Subcontracts may be, by definition, a form of direct eligible costs.
However, as a general rule, contractors must have the capacity to carry out the
work themselves.
Subcontracting is a derogation !
DG Research - Directorate B - Unit 02: “Strengthening cooperation in research and European scientific base ”
Jean-David MALO - Brussels, 30th of September 2004 - NOT LEGALLY BINDING - Page n°11
Presentation made by Bertrand MICHAUD – Unit B-04
ERA-NET – Financial aspects
1- Grant to the Budget
1.1- Calculation of the EC contribution
1.1.1- Eligible costs
1.1.1.2- Definition of direct and indirect eligible costs (Level 2)
The specific conditions for subcontracting (1/3) [Art. II.6]:
a sub-contract relates to the production of a service. It should be clear then
that any intellectual property results from any subcontracted work belongs to the
contractor and must be at the entire disposal of the contractor;
any subcontract must be selected:
in full compliance with the national legislation of the contractor concerned.
the selection criteria of the subcontractor(s) must be based on the
best value for money given the quality of the service proposed (best price-
quality ratio) and must assure transparency and equality of treatment;
=> quotes ; public procurements ; …)
Subcontracts may relate only to a limited part of the project.
Therefore, core elements of the project can not be subcontracted.
DG Research - Directorate B - Unit 02: “Strengthening cooperation in research and European scientific base ”
Jean-David MALO - Brussels, 30th of September 2004 - NOT LEGALLY BINDING - Page n°12
Presentation made by Bertrand MICHAUD – Unit B-04
ERA-NET – Financial aspects
1- Grant to the Budget
1.1- Calculation of the EC contribution
1.1.1- Eligible costs
1.1.1.2- Definition of direct and indirect eligible costs (Level 2)
The specific conditions for subcontracting (2/3) [Art. II.6]:
As a general rule, the tasks to be subcontracted need the prior agreement
of the Commission and are identified in Annex I.
By derogation to this general rule, contractors are free to subcontract tasks that
are not identified as such in the technical annex but with the additional obligation
to justify the necessity of those subcontracts at the relevant periodic justification.
Even though certain subcontracted services may be performed by a
subcontractor, the contractor maintains full responsibility for its actions and
must ensure that certain the provisions of the model contract are reflected
in the agreement with the subcontractor.
DG Research - Directorate B - Unit 02: “Strengthening cooperation in research and European scientific base ”
Jean-David MALO - Brussels, 30th of September 2004 - NOT LEGALLY BINDING - Page n°13
Presentation made by Bertrand MICHAUD – Unit B-04
ERA-NET – Financial aspects
1- Grant to the Budget
1.1- Calculation of the EC contribution
1.1.1- Eligible costs
1.1.1.2- Definition of direct and indirect eligible costs (Level 2)
The specific conditions for subcontracting (3/3) [Art. II.6]:
In its agreement with the subcontractor (the subcontract), the contractor must
ensure that:
the subcontractor waives all rights in respect of the Commission under the
contract ;
the following provisions of Annex II (General conditions) to the FP6 model
contract applies also to the subcontractor:
Confidentiality (Article II.9);
Communication of data for evaluation, impact assessment, standardisation
purposes and communication of information beyond the research community
(Article II.10);
Information to be provided to Member States or Associated States (Article
II.11);
Publicity (Article II.12);
Payment modalities (suspension of payments) (Article II.28.8);
Controls and audits (Article II.29);
DG Research - Directorate B - Unit 02: “Strengthening cooperation in research and European scientific base ”
Jean-David MALO - Brussels, 30th of September 2004 - NOT LEGALLY BINDING - Page n°14
Presentation made by Bertrand MICHAUD – Unit B-04
ERA-NET – Financial aspects
1- Grant to the Budget
1.1- Calculation of the EC contribution
1.1.1- Eligible costs
1.1.1.2- Definition of direct and indirect eligible costs (Level 2)
Indirect eligible costs are all eligible costs determined by the contractor, in
accordance with its usual accounting practices, which are not directly attributable to
the project but are incurred in direct relation to the direct eligible costs of the
project. [Article II.21]
A particular case in ERA-NET : any indirect eligible costs are deemed to be
covered by a flat rate (see point 1.1.1.4)
DG Research - Directorate B - Unit 02: “Strengthening cooperation in research and European scientific base ”
Jean-David MALO - Brussels, 30th of September 2004 - NOT LEGALLY BINDING - Page n°15
Presentation made by Bertrand MICHAUD – Unit B-04
ERA-NET – Financial aspects
1- Grant to the Budget
1.1- Calculation of the EC contribution
1.1.1- Eligible costs
1.1.1.3- Type of activities (Level 3)
Type of activities provided depends of the type of instrument concerned
DG Research - Directorate B - Unit 02: “Strengthening cooperation in research and European scientific base ”
Jean-David MALO - Brussels, 30th of September 2004 - NOT LEGALLY BINDING - Page n°16
Presentation made by Bertrand MICHAUD – Unit B-04
ERA-NET – Financial aspects
1- Grant to the Budget
1.1- Calculation of the EC contribution
1.1.1- Eligible costs
1.1.1.3- Type of activities (Level 3)
Management of the consortium activities cover actions that can be carried out by
every contractor or in some cases are limited to only a few contractors (except for the
audit certificates) include the following task (1/2) [Art. II.2.4]:
obtaining audit certificates by each of the contractors.
implementation of competitive calls by the consortium for the participation of
new contractors, in accordance with the provisions of the contract (not applicable
for ERA-NET).
maintenance of the consortium agreement if it is obligatory
obtaining any financial security such as bank guarantees when requested by the
Commission;
DG Research - Directorate B - Unit 02: “Strengthening cooperation in research and European scientific base ”
Jean-David MALO - Brussels, 30th of September 2004 - NOT LEGALLY BINDING - Page n°17
Presentation made by Bertrand MICHAUD – Unit B-04
ERA-NET – Financial aspects
1- Grant to the Budget
1.1- Calculation of the EC contribution
1.1.1- Eligible costs
1.1.1.3- Type of activities (Level 3)
Management of the consortium activities cover actions that can be carried out by
every contractor or in some cases are limited to only a few contractors (except for the
audit certificates) include the following task (2/2) [Art. II.2.4]:
any other management activities at the consortium level not covered by any
other activity, such as:
coordination of the technical activities of the project;
the overall legal, contractual, ethical, financial and administrative management;
coordination of knowledge management and other innovation-related activities;
overseeing the promotion of gender equality in the project;
overseeing science and society issues related to the research activities conducted
within the project;
any other management activities foreseen by the annexes.
DG Research - Directorate B - Unit 02: “Strengthening cooperation in research and European scientific base ”
Jean-David MALO - Brussels, 30th of September 2004 - NOT LEGALLY BINDING - Page n°18
Presentation made by Bertrand MICHAUD – Unit B-04
ERA-NET – Financial aspects
1- Grant to the Budget
1.1- Calculation of the EC contribution
1.1.1- Eligible costs
1.1.1.3- Type of activities (Level 3)
The costs of the management of the consortium activities are reimbursed at a
rate of 100% to all contractors regardless of their cost model, up to a limit of 7% of the
Community financial contribution to the project.
Once the limit of 7% of the Community financial contribution is reached, a
management activity that is linked to another activity of the project can be charged
under this activity.
The limitation of 7% of the Community financial contribution does not apply to each
individual contractor but to the project as a whole. [Art. II.25]
For training activities, the salary costs of those being trained are not eligible under
this activity [Art. II.25].
Under a Coordination Action, other specific activities relate to Coordination.
DG Research - Directorate B - Unit 02: “Strengthening cooperation in research and European scientific base ”
Jean-David MALO - Brussels, 30th of September 2004 - NOT LEGALLY BINDING - Page n°19
Presentation made by Bertrand MICHAUD – Unit B-04
ERA-NET – Financial aspects
1- Grant to the Budget
1.1- Calculation of the EC contribution
1.1.1- Eligible costs
1.1.1.4- Cost reporting models (Level 4)
Three cost models are suggested for participants under FP6:
Full Cost with actual indirect costs (FC)
Full Cost with indirect Flat rate costs (FCF)
Additional Cost with indirect flat rate costs (AC)
DG Research - Directorate B - Unit 02: “Strengthening cooperation in research and European scientific base ”
Jean-David MALO - Brussels, 30th of September 2004 - NOT LEGALLY BINDING - Page n°20
Presentation made by Bertrand MICHAUD – Unit B-04
ERA-NET – Financial aspects
1- Grant to the Budget
1.1- Calculation of the EC contribution
1.1.1- Eligible costs
1.1.1.4- Cost reporting models (Level 4)
General definition [Art.22.1]
Full Cost with actual indirect costs (FC)
In this model, eligible direct and indirect costs are charged by the contractors.
Full Cost with indirect Flat rate costs (FCF)
In this model, eligible direct costs and a flat rate for indirect costs are charged by the
contractors. This flat rate applied is 20% of all eligible direct costs minus the eligible
direct costs of sub-contracts.
Additional Cost with indirect flat rate costs (AC)
In this model, eligible direct additional costs and a flat rate for indirect costs are
charged by the contractors. The flat rate is equal to 20% of all eligible direct additional
costs minus the eligible direct additional costs of sub-contracts.
DG Research - Directorate B - Unit 02: “Strengthening cooperation in research and European scientific base ”
Jean-David MALO - Brussels, 30th of September 2004 - NOT LEGALLY BINDING - Page n°21
Presentation made by Bertrand MICHAUD – Unit B-04
ERA-NET – Financial aspects
1- Grant to the Budget
1.1- Calculation of the EC contribution
1.1.1- Eligible costs
1.1.1.4- Cost reporting models (Level 4)
ERA-NET definition [Art.22.1 + Art. II.25]
Full Cost with actual indirect costs (FC)
Derogation to the general definition: eligible direct costs and a flat rate for indirect
costs are charged by the contractors. This flat rate applied is 20% of all eligible direct
costs minus the eligible direct costs of sub-contracts.
=> definition identical to FCF
Full Cost with indirect Flat rate costs (FCF)
General definition
Additional Cost with indirect flat rate costs (AC)
General definition
DG Research - Directorate B - Unit 02: “Strengthening cooperation in research and European scientific base ”
Jean-David MALO - Brussels, 30th of September 2004 - NOT LEGALLY BINDING - Page n°22
Presentation made by Bertrand MICHAUD – Unit B-04
ERA-NET – Financial aspects
1- Grant to the Budget
1.1- Calculation of the EC contribution
1.1.1- Eligible costs
1.1.1.4- Cost reporting models (Level 4)
Particularities
Direct additional costs [Art. II.20.2] are direct costs additional to the normal
recurring costs of the contractor and not covered by any other sources of funding. For
direct additional costs of personnel, there are three possibilities to charge these costs
to the contract:
lpersonnel with a temporary contract for working under the Community contract
concerned ;
l personnel with a temporary contract with a view to completing a doctorate ;
l personnel whose employment contract depends wholly or in part on additional external
financing. In this case, costs charged to the project must exclude all costs covered by
normal recurring financing.
One derogation to the definition of eligible costs, relates to the costs incurred for
management of the consortium activities by contractors using the AC model. They
may charge their eligible direct costs (especially of permanent personnel) to this
activity, on condition that they can to identify and justify them precisely. The flat rate
for indirect costs also applies to these eligible direct costs [Art. II.25].
DG Research - Directorate B - Unit 02: “Strengthening cooperation in research and European scientific base ”
Jean-David MALO - Brussels, 30th of September 2004 - NOT LEGALLY BINDING - Page n°23
Presentation made by Bertrand MICHAUD – Unit B-04
ERA-NET – Financial aspects
1- Grant to the Budget
1.1- Calculation of the EC contribution
1.1.1- Eligible costs
1.1.1.4- Cost reporting models (Level 4)
Access to a cost model depends on the type of legal entity concerned [Art. II.22.2
and II.22.3]:
All legal entities can use the FC model with the exception of physical persons ;
Physical persons are obliged to use the AC model ;
Non-commercial or non-profit organisations established either under public
law or private law and international organisations may choose one of the AC, FCF
or FC models.
However, only those non-commercial or non-profit organisations which do not
have an accounting system that allows the share of their direct and indirect
costs relating to the project to be distinguished may opt for the AC model.
Legal entities defined as SMEs have the choice between the FC and FCF model.
DG Research - Directorate B - Unit 02: “Strengthening cooperation in research and European scientific base ”
Jean-David MALO - Brussels, 30th of September 2004 - NOT LEGALLY BINDING - Page n°24
Presentation made by Bertrand MICHAUD – Unit B-04
ERA-NET – Financial aspects
1- Grant to the Budget
1.1- Calculation of the EC contribution
1.1.1- Eligible costs
1.1.1.4- Cost reporting models (Level 4)
DG Research - Directorate B - Unit 02: “Strengthening cooperation in research and European scientific base ”
Jean-David MALO - Brussels, 30th of September 2004 - NOT LEGALLY BINDING - Page n°25
Presentation made by Bertrand MICHAUD – Unit B-04
ERA-NET – Financial aspects
1- Grant to the Budget
1.1- Calculation of the EC contribution
1.1.1- Eligible costs
1.1.1.4- Cost reporting models (Level 4)
General rule : Each contractor shall apply the same cost reporting model in all
contracts established under the Sixth Framework Programme [Art. II.22.4].
As a derogation to this principle [Art. II.22.4]:
l any legal entity which is eligible to opt for the AC model in a first contract can
change to the FCF or the FC model in a later contract. If it does so, it must then
use the new cost reporting model in subsequent contracts;
l any legal entity which is eligible to opt for the FCF model in a first contract can
change to the FC model in a later contract. If it does so, it must then use the new
cost reporting model in subsequent contracts.
AC FCF FC FC FCF AC
YES F FCF FC NO F FC FCF
AC FC FCF AC
DG Research - Directorate B - Unit 02: “Strengthening cooperation in research and European scientific base ”
Jean-David MALO - Brussels, 30th of September 2004 - NOT LEGALLY BINDING - Page n°26
Presentation made by Bertrand MICHAUD – Unit B-04
ERA-NET – Financial aspects
1- Grant to the Budget
1.1- Calculation of the EC contribution
1.1.2- Maximum reimbursement rates
General rules for the maximum reimbursement rates of eligible costs [Art. II.25]
The type of cost model, the type of activity and the type of instrument determine the
maximum reimbursement rates of eligible costs:
For contractors using the AC model: 100% of their additional costs whatever
those activities might be. (Exception is for management activities which may include the costs of
permanent personnel if they can be calculated and proven to be real).
For contractors using the FC or FCF models:
for research and technological development or innovation activities:
50% of eligible costs;
for demonstration activities : 35% of eligible costs ;
for training activities : 100% of eligible costs;
for management of the consortium activities : 100% of eligible costs
for other specific activities : 100% of eligible costs.
DG Research - Directorate B - Unit 02: “Strengthening cooperation in research and European scientific base ”
Jean-David MALO - Brussels, 30th of September 2004 - NOT LEGALLY BINDING - Page n°27
Presentation made by Bertrand MICHAUD – Unit B-04
ERA-NET – Financial aspects
1- Grant to the Budget
1.1- Calculation of the EC contribution
1.1.2- Maximum reimbursement rates
ERA-NET rules for the maximum reimbursement rates of eligible costs [Art.
II.25]
For contractors using the AC model: 100% of their additional costs whatever
those activities might be both for Coordination Actions (CA) and Specific Support
Actions (SSA). (Exception is for management activities which may include the costs of permanent
personnel if they can be calculated and proven to be real).
For contractors using the FC or FCF models:
for training activities: 100% of eligible costs (for CA only);
for management of the consortium activities: 100% of eligible costs
for other specific activities (coordination): 100% of eligible costs.
DG Research - Directorate B - Unit 02: “Strengthening cooperation in research and European scientific base ”
Jean-David MALO - Brussels, 30th of September 2004 - NOT LEGALLY BINDING - Page n°28
Presentation made by Bertrand MICHAUD – Unit B-04
ERA-NET – Financial aspects
1- Grant to the Budget
1.1- Calculation of the EC contribution
1.1.2- Maximum reimbursement rates
DG Research - Directorate B - Unit 02: “Strengthening cooperation in research and European scientific base ”
Jean-David MALO - Brussels, 30th of September 2004 - NOT LEGALLY BINDING - Page n°29
Presentation made by Bertrand MICHAUD – Unit B-04
ERA-NET – Financial aspects
1- Grant to the Budget
1.1- Calculation of the EC contribution
1.1.2- Maximum reimbursement rates
The reimbursement rate is a possible maximum rate because:
the receipts of the project must be taken into consideration in determining
the total amount of the Community financial contribution [Art. II.23];
the limits of public funding established by international regulations and in
particular by the Community framework for State aid for research and
development for certain activities and legal entities must also be taken into
account in determining the total amount of the Community financial contribution
[Art. II.24.3].
(Does not apply for ERA-NET, as RTD and demonstration activities are not
proposed under ERA-NET instruments).
DG Research - Directorate B - Unit 02: “Strengthening cooperation in research and European scientific base ”
Jean-David MALO - Brussels, 30th of September 2004 - NOT LEGALLY BINDING - Page n°30
Presentation made by Bertrand MICHAUD – Unit B-04
ERA-NET – Financial aspects
1- Grant to the Budget
1.1- Calculation of the EC contribution
1.1.3- Receipts
When it is a grant to reimburse eligible costs, the Community financial
contribution may not have the purpose or effect of producing a profit for the
beneficiaries (the participants). [Art. II.24.2]
The notion of profit is defined as “the surplus of receipts over the costs of the
action in question (…)”
As a consequence, since the Community financial contribution for a Grant to the
Budget is calculated, among other criteria, on the basis of a provisional budget and
according to maximum reimbursement rates of eligible costs, this provisional budget
must be composed of estimated eligible costs as well as of estimated receipts (cf
CPF A3.1).
DG Research - Directorate B - Unit 02: “Strengthening cooperation in research and European scientific base ”
Jean-David MALO - Brussels, 30th of September 2004 - NOT LEGALLY BINDING - Page n°31
Presentation made by Bertrand MICHAUD – Unit B-04
ERA-NET – Financial aspects
1- Grant to the Budget
1.1- Calculation of the EC contribution
1.1.3- Receipts
Taking into account the notion of receipts, the maximum reimbursement rates of
eligible costs must be understood as limited by the difference between the total
eligible costs and the receipts.
Three kinds of receipts must be taken into consideration [Art. II.23]:
l Financial transfers or their equivalent to the contractor from third parties ;
l Contributions in kind from third parties;
l Income generated by the project.
In the first two cases (financial transfers or contributions in kind), these
endowments are considered as receipts of the project if the third party has
provided them specifically to be use in the project.
If, on the other hand, these endowments are at the discretion of the contractor they
are not to be considered as receipts.
DG Research - Directorate B - Unit 02: “Strengthening cooperation in research and European scientific base ”
Jean-David MALO - Brussels, 30th of September 2004 - NOT LEGALLY BINDING - Page n°32
Presentation made by Bertrand MICHAUD – Unit B-04
ERA-NET – Financial aspects
1- Grant to the Budget
1.1- Calculation of the EC contribution
1.1.3- Receipts
In the second case, where contributions from third parties are used for the project
by the contractor, the latter is required to inform the third party of this use and in
accordance with the national legislation or practice in force.
In the case of income generated by the project itself:
l any income generated by the project itself, including the sale of assets bought
for the project (limited to the initial cost of purchase) are considered as income to
the project (eg : admission fee to a conference carried out by the consortium ;
sale of the proceedings of the aforementioned conference ; sale of an equipment
bought for the project…) ;
l by derogation to the above mentioned principle, income generated by the
use of the knowledge resulting from the project is not considered as a
receipt. Indeed, the use of the knowledge resulting from the project is the main
objective of any project supported by an FP6 Community financial contribution.
DG Research - Directorate B - Unit 02: “Strengthening cooperation in research and European scientific base ”
Jean-David MALO - Brussels, 30th of September 2004 - NOT LEGALLY BINDING - Page n°33
Presentation made by Bertrand MICHAUD – Unit B-04
ERA-NET – Financial aspects
1- Grant to the Budget
1.1- Calculation of the EC contribution
1.1.3- Receipts
Participants using a full cost model (FC or FCF) must declare all their eligible
costs and all types of receipts.
Participants using the additional cost model (AC) [Art. II.20.2]:
May only charge their additional direct eligible costs that are not covered
by any other contribution;
Must only declare their receipts taking the form of income generated by
the project itself.
At the level of the calculation of the grant (proposal/negotiation), provide only
information relating to “assured” receipts.
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Presentation made by Bertrand MICHAUD – Unit B-04
ERA-NET – Financial aspects
1- Grant to the Budget
1.1- Calculation of the EC contribution
1.1.4- Examples
Example 1: CA with no receipts
Example 2: CA with receipts
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Presentation made by Bertrand MICHAUD – Unit B-04
ERA-NET – Financial aspects
1- Grant to the Budget
1.2- Payment modalities of the EC contribution
1.2.1- General overview
The Community financial contribution mentioned in the second paragraph of
article 5 of the core-contract is a maximum that can never be exceeded [Art.
II.28.2].
Community financial contribution is paid to the consortium through the
coordinator [Art. 8.1].
A system of periodic pre-financing (advances) and periodic payments [Art. 8].
Payments are based on the approval of periodic reports and/or reviews [Art. 7
and Art. II.7].
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Presentation made by Bertrand MICHAUD – Unit B-04
ERA-NET – Financial aspects
1- Grant to the Budget
1.2- Payment modalities of the EC contribution
1.2.1- General overview
When it is in the form of a grant to the budget, the Community financial
contribution is made to the consortium under the following cumulative conditions [Art.
II.24.1]:
is based on the same modalities than those used for its calculation (eligible
costs, receipts, cost reporting models, maximum reimbursement rates);
plus:
according to the assessment of requested reports provided by the
consortium (see 1.2.2.1 and 1.2.2.2);
subject to the submission of audit certificate(s) (see 1.2.2.3) [Art.II.26];
taking into consideration the interests (or any equivalent benefit) yielded by
prefinancing (only for the coordinator) [Art. II.27]
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Presentation made by Bertrand MICHAUD – Unit B-04
ERA-NET – Financial aspects
1- Grant to the Budget
1.2- Payment modalities of the EC contribution
1.2.2- Detailed modalities
1.2.2.1- Reporting Periods
The duration of each project is divided in reporting periods [Art. 6].
For ERA-NET, duration of reporting periods are, as a general rule, the following
ones:
SSA: one single reporting period (duration equal or inferior to 12 months)
(First cut-off data: average duration: 11 months ; max: 12 ; min: 9 – 18 contracts)
(Second cut-off data: average duration: 11 months ; max: 12 ; min: 9 – 5 contracts)
CA: several reporting periods:
For CA of duration of 36 months : 2 reporting periods (2 x 18)
For CA of duration of 48 months : 3 reporting periods (2 x 18 + 1 x 12)
For CA of duration of 54 months : 3 reporting periods (3 x 18)
For CA of duration of 60 months : 3 reporting periods (2 x 18 + 1x 24) or 4
reporting periods (2 x 18 + 2 x 12)
(First cut-off data: average duration: 48 months ; max: 60 ; min: 36 – 14 contracts)
(Second cut-off data: average duration: 46 months ; max: 60 ; min: 36 – 18 contracts)
Contracts with 2 reporting periods : 7 ; contracts with 3 reporting periods: 25)
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Presentation made by Bertrand MICHAUD – Unit B-04
ERA-NET – Financial aspects
1- Grant to the Budget
1.2- Payment modalities of the EC contribution
1.2.2- Detailed modalities
1.2.2.2- Reports
Any report must
F be concise and clear
F be organized by work packages and tasks
F identify the contributions from the various participants
F respect the reporting guidelines
F respect the page limit where applicable
F be submitted within the contractual delays
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Presentation made by Bertrand MICHAUD – Unit B-04
ERA-NET – Financial aspects
1- Grant to the Budget
1.2- Payment modalities of the EC contribution
1.2.2- Detailed modalities
1.2.2.2- Reports
Periodic reports for CAs :
The coordinator, on behalf of the consortium must submit to the Commission, by
electronic means and by mail, within 45 calendar days following the end of each
reporting period the following periodic reports [Art. II.7.1 and II.7.2]:
a periodic activity report ;
a periodic management report including:
a justification of the resources deployed by each contractor, linking them to
activities implemented and justifying their necessity;
Form C (Financial statement per activity) provided by each contractor for that
period;
a summary periodic financial report;
a report on the distribution made between contractors of the Community financial
contribution during that period;
any supplementary reports required by any Annex to the contract, especially Annex
I (technical annex).
and if requested an audit certificate per contractor (see 1.2.2.3)
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Presentation made by Bertrand MICHAUD – Unit B-04
ERA-NET – Financial aspects
1- Grant to the Budget
1.2- Payment modalities of the EC contribution
1.2.2- Detailed modalities
1.2.2.2- Reports
Final Reports (for CAs and SSAs) :
The coordinator, on behalf of the consortium, must submit to the Commission, by
electronic means and by mail, within 45 calendar days (this delay may be increased
by 45 days at the request of the consortium), following the end of the last reporting
period the following final reports [Art. II.7.1, II.7.3 and II.7.4]:
a final activity report;
a final management report;
any supplementary reports required by any Annex to this contract, especially
Annex I (technical annex) and Annex III (specific provisions)
an audit certificate per contractor (see 1.2.2.3).
The coordinator, on behalf of the consortium must submit to the Commission, by
electronic means and by mail, within 60 calendar days following the date of
reception of the last payment of the Commission the following report:
a report on the distribution of the Community financial contribution between
contractors made after the end of the project ;
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Presentation made by Bertrand MICHAUD – Unit B-04
ERA-NET – Financial aspects
1- Grant to the Budget
1.2- Payment modalities of the EC contribution
1.2.2- Detailed modalities
1.2.2.3- Audit certificates
Audit certificates:
An audit certificate is a certification of the costs claimed under the project (Form
C). It is not an audit that the Commission may launch at any time and up to 5 five
years after the end of the project.
At least one audit certificate per contractor covering the whole duration of an
indirect action must be provided for projects supported through a Grant to the
Budget.
Without an audit certificate, a financial statement approved by the
Commission(Form C) can not lead to the requalification of the relevant part of
the pre-financing as a final payment
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Presentation made by Bertrand MICHAUD – Unit B-04
ERA-NET – Financial aspects
1- Grant to the Budget
1.2- Payment modalities of the EC contribution
1.2.2- Detailed modalities
1.2.2.3- Audit certificates
Audit certificates:
For ERA-NET SSAs : one audit certificate per contractor at the end of the project
For ERA-NET CAs :
The timing of submission of an audit certificate per contractor is at the discretion of the
Commission services. In this context, as a general rule:
For contracts with 2 reporting periods : 2 audit certificates per contractor;
For contracts with 3 reporting periods : 2 or 3 audit certificates per
contractor;
For contracts with 4 reporting periods : 3 audit certificates per contractor;
Even though an audit certificate may not be required for a specific period, an
audit certificate must always be provided by any contractor where the
Community financial contribution requested by that contractor in its Form C
exceeds € 750,000 for that period.
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Presentation made by Bertrand MICHAUD – Unit B-04
ERA-NET – Financial aspects
1- Grant to the Budget
1.2- Payment modalities of the EC contribution
1.2.2- Detailed modalities
1.2.2.3- Audit certificates
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Presentation made by Bertrand MICHAUD – Unit B-04
ERA-NET – Financial aspects
1- Grant to the Budget
1.2- Payment modalities of the EC contribution
1.2.2- Detailed modalities
1.2.2.3- Audit certificates
Audit certificates:
An audit certificate can be delivered by:
an external auditor;
or, for a public body a public competent officer
The auditor must be :
independent from the contractor (“in appearance and in fact” or considered as
independent by nature by national authorities)
qualified to carry out statutory audits of accounting documents:
in accordance with the 8th Council Directive 84/253/EEC of 10 April 1984 or
similar national regulations (for external auditor);
recognised as such by national authorities (competent public officers).
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Presentation made by Bertrand MICHAUD – Unit B-04
ERA-NET – Financial aspects
1- Grant to the Budget
1.2- Payment modalities of the EC contribution
1.2.2- Detailed modalities
1.2.2.3- Audit certificates
Audit certificates:
An audit certificate will certify (model provided in FP6 Financial Guidelines):
that the total eligible costs declared by the contractor in Box 2 of one (or
several) Form(s) C comply with the following cumulative conditions:
they are determined according to the relevant cost reporting model for which
this type of legal entity is eligible;
they fulfill the definition of eligible costs, except for the requirement of necessity
in the allocation of resources by the contractor.
the total amount of receipts declared by the contractor in Box 3 of one (or
several) Form(s) C;
the total amount of interest yielded by the pre-financing declared for the
relevant period by the coordinator in Box 4 of one (or several) Form(s) C;
the relevant basis for the conversion rate used of EURO (if relevant)
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Presentation made by Bertrand MICHAUD – Unit B-04
ERA-NET – Financial aspects
1- Grant to the Budget
1.2- Payment modalities of the EC contribution
1.2.2- Detailed modalities
1.2.2.4- Prefinancing and payments
SSAs
A first prefinancing equal to 80% of the estimated maximum Community
financial contribution within 45 calendar days following the date of entry into
force of the contract. [Art. 8.2.(a)]
Within 45 calendar days following the approval by the Commission of the
requested reports and no later than 90 calendar days following the receipt of the
complete requested reports:
Payment of the outstanding balance (if any) [Art. 8.2.(b) and Art.8.2.(e)];
or Request for reimbursement. [Art. II.28.6]
Reminders:
F Co-financing is an obligation for SSAs (see footnote n°1 of table of Section 2 of Annex
III of FP6) => Total eligible costs justified and accepted must be superior to EC contribution;
F For SSAs, where the total eligible costs claimed are lower than the grant foreseen in the
contract, the reimbursement rate shall be 95% of the eligible costs [Art. II.25].
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Presentation made by Bertrand MICHAUD – Unit B-04
ERA-NET – Financial aspects
1- Grant to the Budget
1.2- Payment modalities of the EC contribution
1.2.2- Detailed modalities
1.2.2.4- Prefinancing and payments
CAs
A first prefinancing equal to 80% of the estimated Community financial
contribution for the first reporting period (P1) and the first six months of the
second reporting period, within 45 calendar days following the date of entry into
force of the contract. [Art. 8.2.(a)]
Example:
=> First prefinancing equal to: 80% x (830.000 +290.000) = € 896.000
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Presentation made by Bertrand MICHAUD – Unit B-04
ERA-NET – Financial aspects
1- Grant to the Budget
1.2- Payment modalities of the EC contribution
1.2.2- Detailed modalities
1.2.2.4- Prefinancing and payments
CAs
Within 45 calendar days following the approval by the Commission of the
requested periodic reports and no later than 90 calendar days following the
receipt of the complete requested periodic reports:
if audit certificate:
• a payment settles the amounts justified and accepted for the relevant
reporting period (example: P1);
• an intermediary prefinancing equal to a maximum of 80% of the
estimated Community financial contribution for the subsequent reporting
period (example: P2) and the first six months of the reporting period
following (example: P3), within the limit of 80% of the difference between
the maximum Community financial contribution and the payment(s)
accepted.
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Presentation made by Bertrand MICHAUD – Unit B-04
ERA-NET – Financial aspects
1- Grant to the Budget
1.2- Payment modalities of the EC contribution
1.2.2- Detailed modalities
1.2.2.4- Prefinancing and payments
CAs
Within 45 calendar days following the approval by the Commission of the
requested periodic reports and no later than 90 calendar days following the
receipt of the complete requested periodic reports:
if no audit certificate:
• an intermediary prefinancing equal to a maximum of 80% of the
estimated Community financial contribution for the subsequent reporting
period (example: P2) and the first six months of the reporting period
following (example: P3):
within the limit of 80% of the difference between the maximum
Community financial contribution and the payment(s) accepted.
and if at least 70% of the initial prefinancing has been consumed
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Presentation made by Bertrand MICHAUD – Unit B-04
ERA-NET – Financial aspects
1- Grant to the Budget
1.2- Payment modalities of the EC contribution
1.2.2- Detailed modalities
1.2.2.4- Prefinancing and payments
CAs
Example related to the impact of audit certificate (for a CA)
Hypothesis
The periodic justified and accepted eligible costs are considered as equal to the
estimated Community financial contribution per reporting period.
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Presentation made by Bertrand MICHAUD – Unit B-04
ERA-NET – Financial aspects
1- Grant to the Budget
1.2- Payment modalities of the EC contribution
1.2.2- Detailed modalities
1.2.2.4- Prefinancing and payments
CAs
Example related to the impact of audit certificate (for a CA)
Case n°1
Case n°2
Difference: €157.000
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Presentation made by Bertrand MICHAUD – Unit B-04
ERA-NET – Financial aspects
1- Grant to the Budget
1.2- Payment modalities of the EC contribution
1.2.2- Detailed modalities
1.2.2.4- Prefinancing and payments
PREFINANCING CALCULATION METHOD USED IN EXAMPLE ON SLIDE
52
English Version:
2 prefinancings paid:
The 1st: 896.000€ (80% x [830.000+290.000])
The 2nd: (80% x [785.000+315.000]) - (896.000-830.000) = 814.000€
ie a total prefinancing equal to 1.710.000€
A part of this prefinancing is already requalified as: 830.000€
The balance of prefinancing actually available for the consortium is equal to 880.000€.
Here comes the justification of the second reporting period and the third prefinancing.
According to the hypothesis the accepted costs lead to a financial contribution from the
Community amounting to 785 000 €.
Consequently, with or without an audit certificate, the prefinancing actually at the disposal of
the Consortium decrease from 880.000€ to 95.000€.
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Presentation made by Bertrand MICHAUD – Unit B-04
ERA-NET – Financial aspects
1- Grant to the Budget
1.2- Payment modalities of the EC contribution
1.2.2- Detailed modalities
1.2.2.4- Prefinancing and payments
The third prefinancing will therefore be:
If there is an audit certificate:
(80% x 785.00) - (880.000-785.000) within the limit of [80% x (2.400.000 - 830.000 -
785.000)] - 95.000 = 533.000 within the limit of 533.000 = 533.000€
If there is NO audit certificate:
(80% x 785.00) - (880.000-785.000) within the limit of [80% x (2.400.000 - 830.000)] -
880.000 = 533.000 within the limit of 376.000 = 376.000€
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Presentation made by Bertrand MICHAUD – Unit B-04
ERA-NET – Financial aspects
1- Grant to the Budget
1.2- Payment modalities of the EC contribution
1.2.2- Detailed modalities
1.2.2.5- Example
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Presentation made by Bertrand MICHAUD – Unit B-04
ERA-NET – Financial aspects
1- Grant to the Budget
1.3- Recoveries and sanctions
Two kinds of controls may be distinguished:
Ex-ante controls (before the signature of the contract) ;
Ex-post controls (during and after the implementation of the project)
Reimbursements to the Commission.
Sanctions:
Liquidated damages;
Financial penalties;
Exclusion for irregularity
Other sanctions
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Presentation made by Bertrand MICHAUD – Unit B-04
ERA-NET – Financial aspects
THANK YOU FOR YOUR ATTENTION
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Presentation made by Bertrand MICHAUD – Unit B-04
