Admin, Legal & Financial Issues All You Need to Know about Horizon 2020 Regulations Marlen Damjanović, PhD National Contact Point Health & ICT Euresearch Head Office marlen.damjanovic@euresearch.ch phone: +41 31 380 60 25
Agenda 1) Who Can Participate and get funding? 2) How to participate? 3) Different Kinds of Projects 4) How Much Money Do I Get from the EC? 5) What Costs Are Covered in these Projects? 6) Those Legal Texts 7) Checks, Reviews and Audits Euresearch January 2014 Admin, Legal & Financial Issues www.euresearch.ch/horizon2020 2
1) Who Can Participate? Marlen Damjanović, PhD National Contact Point Health & ICT Euresearch Head Office marlen.damjanovic@euresearch.ch phone: +41 31 380 60 25
1) Who Can Participate? any organisation, company anywhere in the world for-profit: SME (< 250 employees) Mid-Caps (250 499 employees) larger companies not-for-profit: Universities / FIT (ETH/EPFL) Universities of Applied Science Research Organisations NGOs etc. Euresearch January 2014 Admin, Legal & Financial Issues www.euresearch.ch/horizon2020 4
1) Who can participate? Horizon 2020 is open to participation from across the world Automatic funding Member States (MS, including overseas departments and overseas territories) Associated Countries (AC) Countries other than MS and AC third countries (list of these countries are available in the annex to the work programme) Only funding for other countries in exceptional cases When provision is made in the call text Bilateral agreement When the European Commission deems it essential (case by case assessment) No longer automatic funding for Brazil, Russia, India, China (BRIC countries) & Mexico! Euresearch January 2014 Admin, Legal & Financial Issues www.euresearch.ch/horizon2020 5
2) How to Participate? Marlen Damjanović, PhD National Contact Point Health & ICT Euresearch Head Office marlen.damjanovic@euresearch.ch phone: +41 31 380 60 25
Register Your Organisation for H2020: Euresearch January 2014 Admin, Legal & Financial Issues www.euresearch.ch/horizon2020 7
1) How to Participate? Create a user account (ECAS account) Register your organization Participant Identification Code ( PIC ) PIC=unique identifier of your organization and will be used as a reference by the Commission in any interactions http://ec.europa.eu/research/participants/portal/desktop/en/home.html Euresearch January 2014 Admin, Legal & Financial Issues www.euresearch.ch/horizon2020 8
3) Different Kinds of Projects Marlen Damjanović, PhD National Contact Point Health & ICT Euresearch Head Office marlen.damjanovic@euresearch.ch phone: +41 31 380 60 25
3) Different Kinds of Projects 1. Collaborative Projects called: Research and Innovation Actions (RIA) Innovation Actions (IA) 2. Coordination and Support Actions (CSA) 3. SME Instrument (SME) 4. Pre-commercial Procurement (PCP), Public procurement for Innovative solutions (PPI) Euresearch January 2014 Admin, Legal & Financial Issues www.euresearch.ch/horizon2020 10
Research and Innovation Actions (RIA) Aim: projects primarily establishing new knowledge and/or to explore new or improved technologies, products, services etc. Duration: usually 3 5 years Minimum Conditions: 3 independent legal entities from 3 different EU Member States or H2020 Associated Countries Occurrence: most common type of projects Euresearch January 2014 Admin, Legal & Financial Issues www.euresearch.ch/horizon2020 11
Innovation Actions (IA) Aim: projects primarily aiming to produce plans or designs for new, altered or improved products, processes or services Duration: 2 3 years on average Minimum Conditions: 3 independent legal entities from 3 different EU Member States or H2020 Associated Countries Occurrence: most frequent in the Industrial Leadership part of H2020 Euresearch January 2014 Admin, Legal & Financial Issues www.euresearch.ch/horizon2020 12
SME Instrument Aim: to supporting innovative SMEs financially and with additional means in developing and growing into new, international markets Rules for participation: At least one independent legal entity established in a different Member State or an Associated Country SMEs need to be in the leading role when applying for funding Single company support possible or in form of a consortium Euresearch January 2014 Admin, Legal & Financial Issues www.euresearch.ch/horizon2020 13
4) How Much Money Do I Get from the EC? Marlen Damjanović, PhD National Contact Point Health & ICT Euresearch Head Office marlen.damjanovic@euresearch.ch phone: +41 31 380 60 25
New Financial Rules: One project -One rate Same reimbursement rate for all beneficiaries and all activities in one grant Research and Innovation Action (RIA) up to 100% reimbursement of eligible costs Innovation Actions (IA) up to 70% reimbursement of eligible costs exception: for non-profit organisations which will receive a maximum of 100% One single flat rate of 25% for Indirect Costs (Overhead) SME Instrument Phase 1: lump sum (50 000 ) Phase 2: 70% of eligible costs Euresearch January 2014 Admin, Legal & Financial Issues www.euresearch.ch/horizon2020 15
New Financial Rules- Example of collaborative projects Euresearch January 2014 Admin, Legal & Financial Issues www.euresearch.ch/horizon2020 16
Money flow EU Consortium Agreement to define when / how much. Coordinator Partners Euresearch January 2014 Admin, Legal & Financial Issues www.euresearch.ch/horizon2020 17
Payment Modalities (MGA Art. 21) 1 pre-financing payment within 30 days after start of action or entry into force of MGA whichever is latest to provide a "float" (positive cash flow) includes 5% of maximum grant amount to the guarantee fund 1 or several interim payments reimbursement of eligible costs for reporting period subject to approval of report within 90 days of report reception and no time suspension (MGA 47 or 48) 1 payment of the balance within 90 days of final report reception and no time suspension (MGA 47 or 48) Pre- and interim payments (including the 5% for the guarantee fund) cannot exceed 90% of the maximum grant amount Euresearch January 2014 Admin, Legal & Financial Issues www.euresearch.ch/horizon2020 18
5) What Costs Are Covered in these Projects? Marlen Damjanović, PhD National Contact Point Health & ICT Euresearch Head Office marlen.damjanovic@euresearch.ch phone: +41 31 380 60 25
5) What Costs Are Covered in these Projects? in principle, all types of costs are eligible, e.g.: personnel costs (incl. employer s costs) } travel, equipment (yet see depreciation rules), goods, works and services costs subcontracting overhead indirect costs Ineligible costs deductible VAT (Note: non deductible/non identifiable VAT is eligible) losses due to fluctuation of exchange rates interest owed provisions for future losses or debts Euresearch January 2014 Admin, Legal & Financial Issues www.euresearch.ch/horizon2020 20
5) What Costs Are Covered in these Projects? Subcontracting of action tasks is allowed, if it is: necessary for the action justified & described in DoW (Description of work) quantified in the estimated budget may only cover part of the action best value for money Euresearch January 2014 Admin, Legal & Financial Issues www.euresearch.ch/horizon2020 21
Different ways to calculate eligible costs 4 different ways, as: actual costs unit costs flat-rate lump sums (defined by the EC) Euresearch January 2014 Admin, Legal & Financial Issues www.euresearch.ch/horizon2020 22
3) What Costs Are Covered in these Projects? When do I apply these different ways of calculation? A: Personnel costs => as actual or unit costs B: Travel costs & subsistence allowance => as actual costs only B: Costs for other goods & services => as actual costs only C: Subcontracting => as actual costs only Indirect costs => as 25% flat-rate on direct costs (not on subcontracting) Euresearch January 2014 Admin, Legal & Financial Issues www.euresearch.ch/horizon2020 23
6) Those Legal Texts Marlen Damjanović, PhD National Contact Point Health & ICT Euresearch Head Office marlen.damjanovic@euresearch.ch phone: +41 31 380 60 25
6) Those Legal Texts H2020 Consortium Agreement (CA) H2020 Model Grant Agreement (GA) H2020 Rules for Participation H2020 Regulation EU Financial Regulation Euresearch January 2014 Admin, Legal & Financial Issues www.euresearch.ch/horizon2020 25
Where Do I Get Further Information? Under How to participate on the participant portal Reference Documents http://ec.europa.eu/research/participants/portal/desktop/en/funding/reference_docs.html Rules for participation (RfP) http://ec.europa.eu/research/participants/data/ref/h2020/legal_basis/rules_participation/h202 0-rules-participation_en.pdf Model Grant Agreement (MGA; there are several) http://ec.europa.eu/research/participants/data/ref/h2020/mga/gga/h2020-mga-ggamulti_en.pdf Annotated Model Grant Agreement (amga; currently Art.1-6 only) http://ec.europa.eu/research/participants/data/ref/h2020/grants_manual/amga/h2020- amga_en.pdf General Annexes to the Work Programmes (GaWp) http://ec.europa.eu/research/participants/portal/doc/call/h2020/common/1587809-18._general_annexes_wp2014-2015_en.pdf Euresearch January 2014 Admin, Legal & Financial Issues www.euresearch.ch/horizon2020 26
7) Checks, Reviews and Audits Marlen Damjanović, PhD National Contact Point Health & ICT Euresearch Head Office marlen.damjanovic@euresearch.ch phone: +41 31 380 60 25
Checks, Reviews and Audits, etc. (MGA Art. 22) Checks during the action on proper implementation Reviews during and within 2 years after the payment of the balance Audits during and within 2 years after the payment of the balance Investigations at any time by European Anti-Fraud Office (OLAF) Checks and Audits at any time by European Court of Auditors (ECA) Financial capacity check (RfP Art. 15.9 and 19) Financial viability check only for coordinators with EC contribution to projects >= 500k (except in case of "doubt" and for public bodies) Euresearch January 2014 Admin, Legal & Financial Issues www.euresearch.ch/horizon2020 28
More information on Legal & Financial issues Contact Your Euresearch Regional Office https://www.euresearch.ch/en/ab out-euresearch/contacts/ or Call the Euresearch Helpline: +41 / 848 / 499 499 Euresearch January 2014 Admin, Legal & Financial Issues www.euresearch.ch/horizon2020 29
Thank you! Any questions? Marlen Damjanović, PhD National Contact Point Health & ICT Euresearch Head Office marlen.damjanovic@euresearch.ch phone: +41 31 380 60 25
Example Typical Budget Amount in A: Personnel 170 000 B1: Travel 5 000 B2: Equipment 0 B3: Goods, Works & services 25 000 A+B: Total Direct Cost (w/o subcontracting) For profit company in IA: 70% of 260 000 = 182 000 All other cases (RIA, and IA for non-profit): 260 000 200 000 C: Subcontracting 10 000 F: indirect costs 50 000 Total estimated costs 260 000 Euresearch January 2014 Admin, Legal & Financial Issues www.euresearch.ch/horizon2020 31