EMI Quarterly and Periodic Report Submission

The Quarterly Reports (QR) and Periodic Reports (PR) are official contractual obligations the project has to fulfill towards the European Commission (EC). The QRs and PRs include the project achievements, attainment of milestones and deliverables, issues and differences between work expected to be carried out in accordance with the DoW and work that was actually performed. There are three QRs to be submitted in a reporting period. The fourth quarter is covered by the PR together with a general assessment of the full 12-month reporting period. The final PR follows a standard template provided by the EC.

Quarterly Report submission and review procedure:

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1. WP leaders send contribution within 10 days after the end of the quarter using the QR template
2. Project administrators provide estimated costs and summary of work performed within 10 days after the end of the quarter using the quarterly provisional costs template, except for Q4, Q8 and Q12 which are replaced with P1, P2 and P3 costs.
   
   • If there is significant deviation from (linear) cost or effort estimates, please provide an explanation and your plan in the coming quarters to address it
   • Exceptionally, WP leaders and project administrators' contributions to Q1, Q5 and Q9 (first quarters of each reporting period) must be provided on 15th of July to take into account the holiday season
   • Quarterly costs cover the three months of the quarter, eg Q2 covers Aug-Sep-Oct 2010 costs.
   • Complete the WorkPerformed tab of the costs template
   • Inform members to upload EMI presentations and publications and submit EMI External Trip report
   • Send your contribution to emi-po@cern.ch
     
3. The EMI Project Office (EMI PO) produces the consolidated QR, including effort accounting from PPT, within 20 days after the end of the quarter. The EMI PO sends consolidated QR to the PEB and the CB for verification and comments
4. The EMI PO sends the final QR to the EC within 30 days after the end of the quarter and makes it available in the EMI document server (still being set-up)

Periodic Report submission and review procedure

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Periodic Financial Reporting procedure

1. Financial Statement (Form C) and Explanation of the Use of Resources
   • Provisional: by 13 May 2013
     • P3 Financial Statement (Form C) and Use of Resources template
     • P3 Financial Statement (Form C) and Use of Resources template (PDF)
   • Final: by 7 June 2013
   • Send your statements to emi-po@cernNOSPAMPLEASE.ch
2. Certificate on the Financial Statements
   • Final: by 15 June 2013
   • Beneficiaries claiming at least 375,000 EUR, when cumulated with all previous payments for which a certificate has not been submitted, must submit a Certificate on the Financial Statement, see GA Annex VII Form D
   • Send your certificate to emi-po@cernNOSPAMPLEASE.ch
3. Final Financial Statement (Form C) via the Participant Portal
   • EC opens the Participant Portal and informs the project to submit the Financial Statements. Each beneficiary submits its own Financial Statement online.
     
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     - The domain should be set as “External”; if not click on “Change it” at the bottom of the page and select “External”.
     - If you do not have an ECAS account: Click on “Sign up for ECAS” and complete the online form. You will receive an e-mail confirming your registration has been approved.
     - How to declare costs or upload CFS in NEF
     - If EMI does not appear on your list of projects, contact emi-po@cernNOSPAMPLEASE.ch
     
4. Beneficiaries with Third Parties
   • Beneficiaries with Third Parties shall provide to the EC an individual Financial Statement from each Third Party. For details consult the Grant Agreement.
5. Signing the Financial Statement and Certificate on the Financial Statements
   • When the project receives clearance from the EC to proceed with the signature, beneficiaries send
     • Two signed paper copies of EC-validated Final Financial Statement
     • Two signed paper copies of the Certificate on the Financial Statements, if needed, to
       Alberto DI MEGLIO
       CERN, Mailbox G07710
       CH-1211 Geneva 23
       Switzerland
   • Electronic copies of signed statements to emi-po@cernNOSPAMPLEASE.ch

See also
Guidance Notes on Project Reporting
Participant Portal User Manual

Diagram: Participant Portal- Roles inside a Project Diagram: Participant Portal- Roles inside a Project

*Actions that can be performed in relation to the roles:*
Financial reports (Form C, CFS, financial summary):
- All contacts have read-only rights to view their own entity's forms.
- All contacts can draft and upload their own entity's forms.
- All contacts can read the financial summary.
- The coordinator can read all partners' forms.
- Participant contact and financial contact person can submit forms to the coordinator.
- Coordinator contact is entitled to submit all forms to the Commission.
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NEF User Manual