Common use of Financial Statement Guidelines Clause in Contracts

Financial Statement Guidelines. The purpose of the Financial Statement Form is to collect all necessary information related to the project's costs in order to process the payment request in the most efficient way. All parts of a Financial Statement Form have been set up in a way that allows for semi- automatic processing. Changing the structure of the forms should be avoided. All forms are locked by default to prevent them from being changed outside the green fields and green areas. Please do not try to unlock and alter the forms. We recommend using MS Excel 2003 (or later). Every beneficiary has to fill in an individual copy of the Financial Statement Form, listing its own costs only. There are two different Financial Statement Forms, one for the coordinator and another for beneficiaries other than the coordinator. Please note that each beneficiary has to record costs from all periods in the same Financial Statement Form. The form used for the first reporting period should be saved and it can then be re-used for the subsequent reporting period. Existing data should be kept, and new data for the new period should be added on in the same Financial Statement Form. It is indispensable that beneficiaries declare start and end date of each period as well as currency and the respective conversion rate. All amounts will be automatically transferred to EUR taking the appropriate period into consideration. The period in which a specific cost was incurred has to be indicated in the first column "period" (1-4). In case the forms do not provide sufficient room for recording all costs, please contact the Project Manager and Secretariat. Financial Statement Forms with more room will then be given to you. Please contact your Project Officer should you have any further inquiries. 1. FINANCIAL STATEMENT FORM (ONE FOR EACH BENEFICIARY) • Is the reporting period correct? • Is the exchange rate correct? EC exchange rate of the month after the last month of the reporting period can be found in ▇▇▇▇://▇▇.▇▇▇▇▇▇.▇▇/budget/inforeuro/index.cfm • Is the date of signature after the end of the reporting period? • Does the name of the person in charge for the project appear and has s/he signed? • Does the name of the financial officer appear and has s/he signed? • Is the financial officer the same person as the person in charge of the work? YES? Submit a letter confirming that s/he is entitled to play both roles 2. COST DETAILS FORM (one for each beneficiary) Personnel Costs • Do the hourly wage rates correspond to those declared during negotiations? NO? Provide evidence that the rates charged are actual. • Does the total number of hours correspond to those declared in the Progress Report? Other Specific Costs • Are the costs charged indicated in the DoW? • If not, did you get prior approval from the Commission? • Is it evident that they were necessary for the project? Travel and Subsistence • Were the trips done within the Reporting Period? • Does the name of the person and her/his organisation appear? • Does the person appear in the Personnel Cost Table? NO? Submit a note clarifying his/her role in the project

Financial Statement Guidelines. The purpose of the Financial Statement Form is to collect all necessary information related to the project's costs in order to process the payment request in the most efficient way. All parts of a Financial Statement Form have been set up in a way that allows for semi- semi-automatic processing. Changing the structure of the forms should be avoided. All forms are locked by default to prevent them from being changed outside the green fields and green areas. Please do not try to unlock and alter the forms. We recommend using MS Excel 2003 (or later). Every beneficiary has to fill in an individual copy of the Financial Statement Form, listing its own costs only. There are two different Financial Statement Forms, one for the coordinator and another for beneficiaries other than the coordinator. Please note that each beneficiary has to record costs from all periods in the same Financial Statement Form. The form used for the first reporting period should be saved and it can then be re-used for the subsequent reporting period. Existing data should be kept, and new data for the new period should be added on in the same Financial Statement Form. It is indispensable essential that beneficiaries declare start and end date of each period as well as currency and the respective conversion rate. All amounts will be automatically transferred to EUR taking the appropriate period into consideration. The period in which a specific cost was incurred has to be indicated in the first column "period" (1-42). In case the forms do not provide sufficient room for recording all costs, please contact the Project Manager and Secretariat. Financial Statement Forms with more room will then be given to you. Please contact your Project Officer should you have any further inquiries. 1. FINANCIAL STATEMENT FORM (ONE FOR EACH BENEFICIARY) • Is the reporting period correct? • Is the exchange rate correct? EC exchange rate of the month after the last month of the reporting period can be found in ▇▇▇▇://▇▇.▇▇▇▇▇▇.▇▇/budget/inforeuro/index.cfm • Is the date of signature after the end of the reporting period? • Does the name of the person in charge for the project appear and has s/he signed? • Does the name of the financial officer appear and has s/he signed? • Is the financial officer the same person as the person in charge of the work? YES? Submit a letter confirming that s/he is entitled to play both roles 2. COST DETAILS FORM (one for each beneficiary) Personnel Costs • Do the hourly wage rates correspond to those declared during negotiations? NO? Provide evidence that the rates charged are actual. • Does the total number of hours correspond to those declared in the Progress Report? Other Specific Costs • Are the costs charged indicated in the DoWDoA? • If not, did you get prior approval from the Commission? • Is it evident that they were necessary for the project? Travel and Subsistence • Were the trips done within the Reporting Period? • Does the name of the person and her/his organisation appear? • Does the person appear in the Personnel Cost Table? Is the exchange rate correct? EC exchange rate of the month after the last month of the reporting period can be found in NO? Submit a note clarifying his/her role in the project