Europeana Cloud - Progress and Financial Reporting, Geoff Butters, 19 March 2014, Athens

1. Progress and Financial Reporting
Geoff Butters, MDR Partners
19 March 2014, Athens

2.  Progress & Financial reporting is part of
WP 7: Project Management
Mary Rowlatt
Mary is getting better slowly but surely. I spoke to her last
Saturday and she was quite bright and cheerful!

3. Progress and Use of Resources reports
 All these are absolutely fine!!
 The level of detail in the Use of Resources reports is what is
wanted.
 Thank you all for doing such a good job on them!

4. Financial reports in the NEF
 These also seem fine in most cases
• A few need some additional detail and I have written to those
partners.
 The EC Project Officer and Finance Officer may still have
queries after we submit.
• We will need to answer those queries by email.
• We may need to make changes in the NEF.

5. Level of Detail to be reported for the EC
 for Personnel costs
 the people that worked;
• their name and/or
position / seniority;
• the WPs they worked on;
• the person-months per
WP. (backed up by
timesheets showing hours)
 for Other costs
(Travel costs only for most partners) -
• Travel costs should be divided into
• (1) plane/train/car fares, and
• (2) accommodation & subsistence.
• Who, or at least how many people,
travelled;
• The reason (project meeting, a
conference for dissemination, etc);
• Dates of travel (they must be within
the reporting period);
• Where (City/town & Country);

6. Level of Detail to be reported for the EC
 for Personnel costs
 the people that worked;
• their name and/or
position / seniority;
• the WPs they worked on;
• the person-months per
WP. (backed up by
timesheets showing hours)
 for Other costs
(Travel costs only for most partners) -
• Travel costs should be divided into
• (1) plane/train/car fares, and
• (2) accommodation & subsistence.
• Who, or at least how many people,
travelled;
• The reason (project meeting, a
conference for dissemination, etc);
• Dates of travel (they must be within
the reporting period);
• Where (City/town & Country);O
ut
of
D
ate
Maybe
Out of
Date

7. Level of Detail to be reported for the EC
 for Other costs (including Travel) in the NEF
New guidelines apply
• They are on Basecamp
https://basecamp.com/1768384/projects/561931-europeana-cloud/messa
 BUT full details will still have to be reported in the
Use_of_Resources reports to the project manager.

8. Level of Detail to be reported for the EC
 for Personnel costs
• the people that worked;
• their name and/or position / seniority;
• the WPs they worked on;
• the person-months per WP. (backed up by timesheets
showing hours)
• At a meeting with the Project Officer, Marcel Watelet, he
intimated that the level of detail in the NEF might be less,
BUT full details will still have to be reported in the
Use_of_Resources reports to the project manager,
and you must keep timesheets.
This point Maybe Out of Date

9. Financial reports in the NEF
• Most of you have already completed the NEF
satisfactorily, thank you!
• For those few that have not
• The NEF MUST BE completed
BEFORE Friday 28th
March
• If we leave it to the last minute there might be a
problem and we could be late!
 So please, please complete yours by next
Monday 24th
to give me time to make any changes
 Don’t forget to Finalise it!
 Let me know when you have done it.

10. Payment modalities
Project = 36 months:
First pre-financing already paid - you should have received it
56% of Community contribution was actually paid
Two further pre-financing payments after 12 and 24 months:
based on annual financial statements being accepted
Pre-financing + interim pre-financing limited to
90% of maximum Community contribution
(retention of 10%)
Final payment based on financial statements being accepted,
= outstanding balance

11. Thank you
Geoff Butters
geoff.butters@mdrpartners.com