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Finance Helpdesk Newsletter #34

Upcoming Finance Helpdesk Workshops

Can Coordination be done by another party rather then the official Coordinating organisation?

Marie Curie Host action cost categories


Overheads in IAPPs and ITNs

Updated Free downloadable FP7 book


Upcoming Finance Helpdesk Open Workshops:

Next Open workshops:


11/11/2010 2 Day FP7 Financial Workshop in London-Heathrow, UK

23/11/2010 2 Day Marie Curie Workshop in London-Heathrow.

25/11/2010 1 Day FP7 European Research Council (ERC) Workshop in London-Heathrow.


Please note: we still have places available for the workshops above.


The Finance Helpdesk is happy to organise a targeted in-house workshop for your organisation.

Please contact us to request a workshop, discuss dates and prices, or to receive more information.

Note: 2010 is now full, we are only available from 2011.


Can Coordination be done by another party rather then the official Coordinating organisation?

Special clause 38 states that if the Coordinator is a public body or a secondary and higher education establishment, then a third party that is created, controlled or affiliated to the Coordinator can be given an autherisation to administer the project.


In this case, the following text will be added to the Grant Agreement:

"The bank account mentioned in Article 5 is the bank account of [insert third party with an "authorisation to administer"].The financial contribution of [the Union] [Euratom] shall be paid to [insert third party with an "authorisation to administer"] which receives it on behalf of the coordinator, which in its turn receives it on behalf of the consortium. The payment of the financial contribution of [the Union] [Euratom] to this entity discharges the Commission from its obligation on payments.

The coordinator may delegate the tasks mentioned in Article II.2.3 a), b) and c) to this entity. The coordinator retains sole responsibility for the financial contribution"


Marie Curie Host action cost categories:

Q: Can equipment be charged to Categories D (Contribution to the participation expenses of Eligible researchers) or E (Contribution to the research/training /transfer of knowledge programme Expenses) of a Marie Curie Host Action (ITN or IAPP)?


A: No equipment should be charged to these cost categories for IAPP or ITN as applicable. The only exception may be, for example, a lap top computer if it is normally considered as a “Consumable” by the Beneficiary.



Some mechanism of recording time should be implemented in every FP7 Project.  It is from this information that personnel costs are calculated.


This also applies to Marie Curie projects.


Q: Should Researchers who are carrying out individual fellowships (IEF, IIF, IOF) keep timesheets?

A: We recommend that all Marie Curie Fellows keep timesheets accounting for all their working time. Please remember that the EU contribution is calculated using flat rates multiplied by a lump-sum amount for each of the cost categories. It is therefore prudent that in case of an audit (which can be carried out up to five years after the end of the project), that this documentation is available for the auditor.


Overheads in IAPPs and ITNs:

Overheads for these Marie Curie Actions are up to 10% of the total direct costs of the period (excluding costs of subcontractors and the costs of the resources made available by third parties which are not used in the premises of the beneficiary).

No justification has to be given for the overheads.


What records do we need to keep for EU audit purposes for claiming overheads? None, beneficiaries do not report on the use of the overheads, only on the amount claimed.


Do we need to spend the money evenly over the lifetime of the project?

Yes, the amount is applied per period, and must be proportional to the costs claimed for the reporting period.


How is it distributed between the partners?

That is a decision of the consortium and should be addressed in the consortium agreement


Updated FP7 Book by Mr Myer Morron (FREE) V2.7:

Version 2.7 of Mr. Myer W. Morron’s FP7 Book, which follows on from the highly acclaimed FP5 and FP6 versions has been published by EFPConsulting Ltd. It replaces drafts that were previously released.


Specific Changes from V2.6 are:

  • Updated Appendix A and expanded coverage of both PPPs and CIP
  • Added in information on Idealist Partner Search Quality Team activities and criteria as new 4.5
  • Updated Chapters 16 (Practical Advice) added 16.13, 16.14 and 16.15 and also Chapter 19 (PPP)
  • Description of the new CP-CSA instrument in ICT Call 7 in 2.3.4
  • Added ERA-NET and ERA-NET Plus text in 2.3.5
  • Explanation of PCP (Pre-Commercial Procurement) Actions is added - Chapter 20
  • Updated Appendix 2 - the Glossary
  • Added 11.4.1 on Eurostars
  • Expanded 6.25 and added information on ICT-PSP
  • Changes to 5.6 introduced in 2011 Workprogram SME specific measures
  • New section 5.6.3 on Demonstration Actions
  • 5.6.4 moved from 5.6.3. Updates of Activities, Legalities Tables
  • 17.4, 17.4.1, 17.4.2, 17.6, 17.8 – Added/amended text to reflect new 2011 Marie Curie Workprogram
  • 18.1, 18.2 – Added/amended text to reflect new 2011 European Research Council (ERC) Workprogram
  • 9.5.6. Added QUEST Portal
  • Added note on deliverables to section 16.14 and 15.13 and in other places

The downloadable book continues to be free as it was in the previous framework programs. The book is constantly updated and registered users are notified of important changes and updates by Email.


The book covers subjects such as:


·          Background to changes in FP7

·          Overview of rules of participation

·          Benefits of participation in a Collaborative R&D project

·          Reasons not to participate

·          Brief Overview of Framework Program Seven and CIP

·          FP7 Funding Schemes (Types of Projects)

·          Framework Program Seven changes

·          Partner Search

·          Proposal preparation and submittal

·          What to do if your Proposal Fails

·          Project Roles

·          Financial Aspects

·          Use of External Consultants

·          What to do when your proposal is to be funded

·          Consortium Agreement

·          Problems during the project

·          Project Management

·          Project Ethics and Good Practice

·          European Technology Platforms

·          Ethical Considerations in FP7

·          SME Status

·          Intellectual Property Aspects

·          How to write a proposal


To download, please click here.




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