Contractual & administrative matters:
state of the art
16th Technical Committee meeting
Ljubljana
IWT - Belgium
15-16 Sept. 2009
Contents

Amendment

Reporting & Financial issues

Planned activities & Next meetings
2
Amendment
Submission: 31 October 2008
Content:
1. Transfer of rights & obligations:
• Conselleria de Empressa, Universidad y Cienca
(CEUC) to Conselleria de Industria, Commercia
e Innovacion (CICI)
• EUROBULEGOA to INNOBASQUE
2. Removal of 1 or more of the legal entities from the
consortium
• Withdrawal of SenterNovem
3
Amendment
Content:
3. Extension of the Project with 18 months
New end date: 31 May 2010
4. Modification of the reporting periods:
P1: June 2005 – 30 Nov 2006 (18m) Done
P2: Dec 2006 – 30 Nov 2007 (12m) Done
P3: Dec 2007 – 31 May 2010 (30m)
 interim activity reporting (every 6m)
remains
5. Modification of frequency financial audits
1st audit covers P1
2nd audit cover P2 & P3
4
Amendment
Modifications in DoW:
3. New budget reallocation
bilateral discussions in September/October
approval by Steering Committee in October
(written procedure)
4. Additional activities during the extra time
"
Letter to the EC, 28 July 2009
(Technopolis)
(VDI-TZ)
(IWT, FFG, Vinnova, KPI, VDI-TZ)
(NKTH/KPI)
"
5
Amendment
State of the art: Approved and formally
acknowledged in a letter dated 7/08/2009
Chronology:
Demand for extra info in Nov (DONE)
Demand for extra info end Dec (DONE)
Integration of demand for (lower amount of)
subcontracting from VINNOVA (DONE)
23/07/2009: minor CPF issues (SOLVED)
What needs to be provided:
•
•
•
•
•
Adapted financial tables (OK)
Adapted list of participants (OK)
Legal documents for INNOBASQUE and,(OK)
Signed CPFs from EAS, MHEST, ITT, NURC UEFISCSU)
(OK)
Description of subcontracting activities for VINNOVA,
after negotiations with PO (OK)
6
Amendment - DoW
New project budget P3 (and total budget)
7
Amendment - DoW
Cost foreseen for associated partners
8
Reporting: Internal financial report
Period (P3, S6 onwards):
December 07 – May 09 (- May 2010)
Next financial report:
by 15 January 2010 (S6-S9)
Input:
All, by 15 December 2009
Action:
IWT will circulate a template
Early call:
(P3, S6-S10)
Final reporting by 15 July 2010
Input from partners by 15 June 2010
9
Reporting: Interim financial report
(new situation)
Direct costs
N°
Total Direct
PARTNERS
Indirect costs Total Costs
Costs
Staff
1
2
3
4
5*
6
7
8
9
10
11
12
13
14
15
IWT
FFG
VINNOVA
KPI
EAS (Gov. Slov.)
VDI (-TZ)
DGTRE
NURC/UEFISCSU
RCN
MHEST (EE, Est.)
INNO Basque
CICI, valencia
STW / Senternovem
INVEST NI
ITT
Travel &
Subcontractin
other costs
g
142.205,07
11.872,24
1.878,00
30.747,61
10.444,39
0,00
Estimated
budget for the
Realisation %
period 3
155.955,31
41.192,00
30.815,46
8.238,40
186.770,77
49.430,40
418.642,47
100.372,31
206.479,07
120.154,20
34.509,97
242.815,68
33.993,50
32.143,82
61.890,97
41.684,02
79.487,23
20.682,96
0,00
64.716,32
0,00
45%
49%
0%
0%
33%
44%
0%
38%
41%
41%
58%
21%
0%
0%
0%
459.395,86 1.457.572,53
32%
5.621,95
78760
3.983,93
4844,71
0,00
6.405,29
9.605,88
90.010,00
1.921,18
16.720,94
11.527,06
106.730,94
7.940,00
15.086,72
4.336,00
32.264,80
0,00
2.316,61
5.874,23
7.104,24
5.620,85
3.672,44
0,00
0,00
3.180,72
696,90
0,00
10.256,61
20.960,95
14.620,96
38.582,55
3.672,44
2.051,32
4.192,19
2.288,05
7.577,13
734,49
12.307,93
25.153,14
16.909,01
46.159,68
4.406,93
total
er wordt een volgende schijf uitbetaald van zodra 60% van de reeds uitbetaalde schijf is opgebruikt
*Republika
Slovenija,
Ministrstvo za
visoko šolstvo,
znanost in
tehnologijo
10
ASSOC
IATED
Enterprise Ireland
VDI/VDE-IT
NVT
NVT
2.984,70
0,00
2.984,70
596,94
3.581,64
Reporting: Global financial report
(new situation P1-P3)
Budget consumption (per partner)
Based on the p,19-21 of the DoW 07/08/2009
Part Name
Total eligible costs Costs stated
no.
1
2
3
4
5
6
7
8
9
10
11
12
13
14
15
% costs stated /
total budget per
(total amount) * partner
P1-P3
I WT
FFG
VI NNOVA
NKTH (KPI )
EAS
VDI -TZ
DGTRE
UEFI SCSU
RCN
MHEST
I NNOBASQUE
(Eurobul e goa )
CI CI (CEUC)
(Va l e nci a )
Se nte rnove m
I nve s t NI
I TT
799.578,18
181.230,58
340.476,46
235.900,56
60.999,94
457.467,01
52.490,22
57.624,83
120.887,18
60.429,24
€
€
€
€
€
€
€
€
€
€
159.589,37 €
20.682,96
26.868,41
125.696,07
0,00
€
€
€
€
2.699.921,01 €
€
€
€
€
€
€
€
€
€
€
81,18%
84,08%
55,48%
64,57%
73,44%
77,48%
35,24%
79,94%
80,61%
64,17%
OUTPAID
(to date:
17/07/2009)
Sum
412.236,78 €
124.750,54 €
163.550,40 €
139.551,13 €
32.098,50 €
215.092,56 €
0,00 €
33.672,00 €
84.609,45 €
39.519,63 €
141.201,81 €
88,48%
71.912,64 €
649.060,52
152.386,12
188.899,56
152.329,17
44.798,22
354.449,05
18.496,71
46.067,34
97.442,95
38.777,16
4.406,93
38.115,79
75.625,63
0,00
€
€
€
€
2.002.056,96 €
21,31%
141,86%
60,17%
5.682,96
26.868,42
78.403,20
0,00
11
€
€
€
€
74,15% 1.427.948,21 €
Financial issues
Pre-financing by EC:
Not anymore
Last prefinancing to partners:
October 08
Next round of pre-financing:
October 09
Same Principle:
Partners that have spent 60 % of the pre-financing already
received, will receive the next pre-financing
(= always 80 % of the 6M following the period for which
pre-financing was received)
But: the basis for calculations is the new budget
distribution (see above).
Pre-financing P3, S8…. (1/12/2008 – 31/05/2009) in
preparation
12
Reporting: 9th activity report
Deadline submission:
15 January 2010
Period covered:
S9 = 1/06/2009 – 30/11/2009
Input:
WP leaders, by 15 December 2009 !
Action:
IWT will circulate template (end of
November)
(next: 3rd periodic reporting for S6-S10 = 1/12/2009 – end)
13
Financial issues
Additional point of attention:
Payments / invoicing for the Joint Study on the
internationalisation of CRCs (TP)
In principle:
invoices will be sent after the
full report is agreed
= January 2010
(30 days til due payment)
Special cases, special wishes ?
14
COMPERA: Next meetings
Dates fixed so far:
• TC: 25-26 November 2009, EUFISCSU, Bucharest
Workshop 3 on monitoring and evaluation
• SC: 21 January 2010, VINNOVA, Stockholm
Back to back with "Global Links – Global Opportunities and
Challenges", January 20th (VINNOVA)
• Final Compera Meeting: 5 May 2010, FFG, Vienna
Bach to Back with the "International COMET Conference on
CRCs", 6-7 May 2010 (FFG)
(+ preparatory meeting: Brussels, IWT, 11/03/2010)
Other dates, if necessary, to be decided during this
meeting
15