How to complete your financial statement — general (H2020 - MFF 2014-2020) - IT How To (2024)

Thefinancial statement contains three fields:

"No contribution requested" is information coming from the signed grant, so this field is read only.

2. Financial certificate

The Certificate on the Financial Statement(CFS) must be provided, in the final periodic report, “for each beneficiary [and for each affiliated entity (linked third party)], if it requests a total contribution of EUR 325 000 or more, as reimbursement of actual costs and unit costs calculated on the basis of its usual cost accounting practices” (art. 20.4).

If a CFS needs to be provided, a warning is displayed in the application and a validation error appears if the user saves the data without providing the requested CFS.

How to complete your financial statement — general (H2020 - MFF 2014-2020) - IT How To (1)

How to complete your financial statement — general (H2020 - MFF 2014-2020) - IT How To (2)

To submit the CFS, check the "Yes" radio-button, complete the "Name of the Auditor" and "Cost of Certificate" fields and upload the CFS file.

How to complete your financial statement — general (H2020 - MFF 2014-2020) - IT How To (3)

CFS requirements foraudited beneficiaries:

If one or more reporting periods are covered by a closed audit, the CFS threshold amount is updated to take this into account and:

  • if the funding requested for non-audited costs is above the CFS threshold, a CFS needs to be uploaded
  • if the funding requested for non-audited costs is below the CFS threshold, there is no obligation to submit a CFS

Additionally, a warning 'icon' is displayed.

How to complete your financial statement — general (H2020 - MFF 2014-2020) - IT How To (4)

How to complete your financial statement — general (H2020 - MFF 2014-2020) - IT How To (5) In case a beneficiary goes through a partial takeover, for the calculation of the ‘certificate on the financial statements’ (CFS), the threshold must be calculated taking into account therequested EU contribution for the former and the new beneficiary together. If needed, the new beneficiary can submit the CFS with the final report in the CFS placeholder in the financial statement:

How to complete your financial statement — general (H2020 - MFF 2014-2020) - IT How To (6)

How to complete your financial statement — general (H2020 - MFF 2014-2020) - IT How To (7)If the same legal entity (PIC) participates in the project multiple times (for example, as affiliated entity (linked third party) for 2 different beneficiaries; or started its participation to the project as affiliated entity (linked third party) and re-enters as beneficiary or vice-versa),a warning will be displayed next to the concerned participant: the EU Officer will need to assess the "Requested EU contribution eligible for CFS" and, if applicable, request the CFS document.In case the CFS is required, the Consortium will need to upload it via a Formal Notification as Annex to the Periodic Report - Part B. The EU Officers will then assess the CFS document.

How to complete your financial statement — general (H2020 - MFF 2014-2020) - IT How To (8)

3. Financial statements

All financial statements (each period has one financial statement)and adjustments (adjustment from a previous period for which you haven't declared all costs yet and the requested contribution) for the current periodic report are displayed here.

How to complete your financial statement — general (H2020 - MFF 2014-2020) - IT How To (9)Following the guidelines of theMGA v4.0, for beneficiaries not receiving funding, a financial statement will not be created anymore.

During a reporting period, the state of the Partner/Affiliated Entity (AE) (Linked Third Party (LTP)) can change via an amendment to:receives funding and is not in Article 9,participates as 'Not receiving EU Funding' orparticipates as 'Not receiving EU Funding' by requesting zero funding. These changes do affect the submission of costs in the financial statement. For more information, click here.

How to add an adjustment

The "Add adjustment" option is only available from period 2 (to adjust the costs requested for period 1).

How to complete your financial statement — general (H2020 - MFF 2014-2020) - IT How To (10)

Click "Add adjustment" and select the reporting period for which costs need to be adjusted.

How to complete your financial statement — general (H2020 - MFF 2014-2020) - IT How To (11)

Click again on the row corresponding to the reporting period to be adjusted.

How to complete your financial statement — general (H2020 - MFF 2014-2020) - IT How To (12)

Adjust the costs and "Save".

How to complete your financial statement — general (H2020 - MFF 2014-2020) - IT How To (13)

For adjustments, theUse of Resources How to complete your financial statement — general (H2020 - MFF 2014-2020) - IT How To (14) for Direct Personnel Costs now allows to declare negative Person/Months.

Financial statement for the selected period

The detailed costs of the selectedfinancial statement are visible here.How to complete your financial statement — general (H2020 - MFF 2014-2020) - IT How To (15)Note that the estimated budget for the action already supplied in annex 2 of the Grant Agreement doesn't appear here. You will have to introduce the actually incurred costs here.

How to complete your financial statement — general (H2020 - MFF 2014-2020) - IT How To (16)

Cost categories

Source

The source document describing the costs is the .

  • Thecost categories are described inarticle 6 of the Model Grant Agreement.
    • The cost category"Requested contribution for CFS" is not included in the Grant Agreement
    • The cost category "Receipts" is described in article 5.3.3 of the Model Grant Agreement .
  • The template for the financial statement for beneficiaries for a reporting period can be found in the Annex 4 of the Model Grant Agreement.

How to complete your financial statement — general (H2020 - MFF 2014-2020) - IT How To (17)Specific unit/lump sum costs can now be entered in the periodic reporting, as specified in the Model Grant Agreement art 6.2.This budget category (specific cost categories) applies ONLY where specific activities are reimbursed by unit costs or lump sum costs. For the General MGA, this is currently the case for ‘access costs for providing trans-national access to research infrastructure’, ‘costs for energy efficiency measures in buildings’ and ‘costs for clinical studies’.

How to complete your financial statement — general (H2020 - MFF 2014-2020) - IT How To (18) A new cost category has been implemented for H2020 types of action where foreseen by Model Grant Agreement v. 4.0: h) Costs of internally invoiced goods and services; when this cost category is foreseen, the current h) category becomes i).

How to complete your financial statement — general (H2020 - MFF 2014-2020) - IT How To (19)Help to report on personnel costs:

  • A wizard is offered within the reporting module- for more information about the wizard and how it can be used, please clickhere.
  • Watch this video to avoid errors in declaring personnel costs.

Principles

Some cost categories have:

  • an editable fieldHow to complete your financial statement — general (H2020 - MFF 2014-2020) - IT How To (20)to complete the total amount of costs for that cost category
  • others have a linkHow to complete your financial statement — general (H2020 - MFF 2014-2020) - IT How To (21)to click and complete the differentamounts and corresponding explanations for the Use of Resources under a specific cost category
  • some have a separateUse of ResourcesHow to complete your financial statement — general (H2020 - MFF 2014-2020) - IT How To (22)to complete with explanations for only a part of the entered amount under a specific cost category.

How to complete your financial statement — general (H2020 - MFF 2014-2020) - IT How To (23)The maximum length for the text fields in theUse of Resourcespop-up of H2020 Financial Statements is 4000 characters. Also, the user instructions for the 'Other direct costs' section in the Use of Resources pop-up of H2020 Financial Statements have been improved.


TheUse of Resources is currently availablefor the following Types of Action:

How to complete your financial statement — general (H2020 - MFF 2014-2020) - IT How To (24)BBIHow to complete your financial statement — general (H2020 - MFF 2014-2020) - IT How To (25)ERC-COG
How to complete your financial statement — general (H2020 - MFF 2014-2020) - IT How To (26)

BBI-IA-DEMO

How to complete your financial statement — general (H2020 - MFF 2014-2020) - IT How To (27)

ERC-POC

How to complete your financial statement — general (H2020 - MFF 2014-2020) - IT How To (28)BBI-IA-FLAGHow to complete your financial statement — general (H2020 - MFF 2014-2020) - IT How To (29)FCH2-IA
How to complete your financial statement — general (H2020 - MFF 2014-2020) - IT How To (30)BBI-RIAHow to complete your financial statement — general (H2020 - MFF 2014-2020) - IT How To (31)FCH2-RIA
How to complete your financial statement — general (H2020 - MFF 2014-2020) - IT How To (32)CleanSky2How to complete your financial statement — general (H2020 - MFF 2014-2020) - IT How To (33)H2020-EEN-SGA
How to complete your financial statement — general (H2020 - MFF 2014-2020) - IT How To (34)COFUND-EJP/-Eranet/-PCP/-PPIHow to complete your financial statement — general (H2020 - MFF 2014-2020) - IT How To (35)IA
How to complete your financial statement — general (H2020 - MFF 2014-2020) - IT How To (36)COSME-EEN-SGAHow to complete your financial statement — general (H2020 - MFF 2014-2020) - IT How To (37)JUST-SGA-OG
How to complete your financial statement — general (H2020 - MFF 2014-2020) - IT How To (38)COSME-GAHow to complete your financial statement — general (H2020 - MFF 2014-2020) - IT How To (39)REC-SGA-OG
How to complete your financial statement — general (H2020 - MFF 2014-2020) - IT How To (40)COSME-GAEHow to complete your financial statement — general (H2020 - MFF 2014-2020) - IT How To (41)RIA
How to complete your financial statement — general (H2020 - MFF 2014-2020) - IT How To (42)CPHow to complete your financial statement — general (H2020 - MFF 2014-2020) - IT How To (43)SESAR
How to complete your financial statement — general (H2020 - MFF 2014-2020) - IT How To (44)CS2-IAHow to complete your financial statement — general (H2020 - MFF 2014-2020) - IT How To (45)SESAR-RIA
How to complete your financial statement — general (H2020 - MFF 2014-2020) - IT How To (46)

CS2-RIA

How to complete your financial statement — general (H2020 - MFF 2014-2020) - IT How To (47)SGA-CSA
How to complete your financial statement — general (H2020 - MFF 2014-2020) - IT How To (48)CSA-LSHow to complete your financial statement — general (H2020 - MFF 2014-2020) - IT How To (49)SGA-RIA
How to complete your financial statement — general (H2020 - MFF 2014-2020) - IT How To (50)

CSA

How to complete your financial statement — general (H2020 - MFF 2014-2020) - IT How To (51) SME-2
How to complete your financial statement — general (H2020 - MFF 2014-2020) - IT How To (52)Cofund-Eranet/PCP/PPIHow to complete your financial statement — general (H2020 - MFF 2014-2020) - IT How To (53)Shift2Rail-IA
How to complete your financial statement — general (H2020 - MFF 2014-2020) - IT How To (54)

ECSEL-IA

How to complete your financial statement — general (H2020 - MFF 2014-2020) - IT How To (55) Shift2Rail-RIA
How to complete your financial statement — general (H2020 - MFF 2014-2020) - IT How To (56)ECSEL-RIA How to complete your financial statement — general (H2020 - MFF 2014-2020) - IT How To (57) SESAR-IA
How to complete your financial statement — general (H2020 - MFF 2014-2020) - IT How To (58) ERC-STG How to complete your financial statement — general (H2020 - MFF 2014-2020) - IT How To (59)UCPM-INT/EX-AG
How to complete your financial statement — general (H2020 - MFF 2014-2020) - IT How To (60)ERC-ADGHow to complete your financial statement — general (H2020 - MFF 2014-2020) - IT How To (61)

REC-AG

How to complete your financial statement — general (H2020 - MFF 2014-2020) - IT How To (62)JUST-AGHow to complete your financial statement — general (H2020 - MFF 2014-2020) - IT How To (63)ISFP-AG
How to complete your financial statement — general (H2020 - MFF 2014-2020) - IT How To (64)ISFB-AGHow to complete your financial statement — general (H2020 - MFF 2014-2020) - IT How To (65)AMIF-AG
How to complete your financial statement — general (H2020 - MFF 2014-2020) - IT How To (66)JUST-DRUGS-AG

Eligible costs

  • The criteria for eligible costs are described in article 6.1 of the Model Grant Agreement.

  • The differentcost categories are described in article 6 of the Model Grant Agreement .
Cost categoryUnit costNumber of unitsTotalActionsNotes

a)

Direct personnel costs declared as actual costs



Complete the total of all costs in this category (editable field).

Click How to complete your financial statement — general (H2020 - MFF 2014-2020) - IT How To (67) to add the use of resources. The amounts filled out here, won't be added to the total costs.

Click "Add detail" to add the person/month per Work Package and the use of the in kind contribution from affiliated entity (third party)

How to complete your financial statement — general (H2020 - MFF 2014-2020) - IT How To (68)

  • All direct personnel costs declared as actual costs need to be entered in the "Total" column.
  • For some of the costs you can provide additional information by completing the "Use of Resources".

How to complete your financial statement — general (H2020 - MFF 2014-2020) - IT How To (69) This means that the total use of resources doesn't necessarily match the total costs entered in the "Total" column.

b)

Directpersonnel costs declared as unit costs (average costs)



Complete the total costs (editable field)

Click How to complete your financial statement — general (H2020 - MFF 2014-2020) - IT How To (70) to add the use of resources. The amounts filled out here, won't be added to the total costs.

Click "Add detail" to add the person/month per Work Package and the use of the in kind contribution fromaffiliated entity (third party)

How to complete your financial statement — general (H2020 - MFF 2014-2020) - IT How To (71)

  • All direct personnel costs declared as actual costs need to be entered in the "Total" column.
  • For some of the costs you can provide additional information by completing the "Use of Resources".

How to complete your financial statement — general (H2020 - MFF 2014-2020) - IT How To (72) This means that the total use of resources doesn't necessarily match the total costs entered in the "Total" column.

c)Direct personnel costs declared as unit costs


Click How to complete your financial statement — general (H2020 - MFF 2014-2020) - IT How To (73) to add the use of resources. The amounts filled out here, won't be added to the total costs.



c1)SME owner/natural person costsComplete the unit costsComplete the number of units



d)

Direct costs of subcontracting



Complete the total costs

(c lick the link to add the amounts and explanations for this cost category)

Click "Add detail" to add the amounts and corresponding details of the costs

How to complete your financial statement — general (H2020 - MFF 2014-2020) - IT How To (74)

The total of all amounts entered will be automatically displayed in the "Total" column.

e)

Direct costs of providing financial support to third parties



Complete the total costs (click the link to add the amounts and explanations for direct costs of subcontracting)

Click "Add detail" to add the direct costs of subcontracting

How to complete your financial statement — general (H2020 - MFF 2014-2020) - IT How To (75)

The total of all amounts entered will be automatically displayed in the "Total" column.

f)

Other direct costs



Complete the total costs (editable field)

Click How to complete your financial statement — general (H2020 - MFF 2014-2020) - IT How To (76) to add the use of resources. The amounts filled out here, won't be added to the total costs.

Click "Add detail" to add the costs per Work Package and the use of the in kind contribution from affiliated entity (third party).

How to complete your financial statement — general (H2020 - MFF 2014-2020) - IT How To (77)

Complete the cost details and click "OK".

How to complete your financial statement — general (H2020 - MFF 2014-2020) - IT How To (78)

  • All direct personnel costs declared as actual costs need to be entered in the "Total" column.
  • For some of the costs you can provide additional information by completing the "Use of Resources".

How to complete your financial statement — general (H2020 - MFF 2014-2020) - IT How To (79) This means that the total use of resources doesn't necessarily match the total costs entered in the "Total" column.

g)






h)Costs of internally invoiced goods and services

Complete the total costs

(click the link to add the amounts and explanations for this cost category)

Click "Add detail" to add the amounts and corresponding details of the costs

How to complete your financial statement — general (H2020 - MFF 2014-2020) - IT How To (80)

How to complete your financial statement — general (H2020 - MFF 2014-2020) - IT How To (81)


The total of all amounts entered will be automatically displayed in the "Total" column.

h) / i)

Indirect costs (= 0.25 * (a + b + f - o))

How to complete your financial statement — general (H2020 - MFF 2014-2020) - IT How To (82) Please note that this category becomes i) when h) Costs of internally invoiced goods and services is foreseen.



This amount is automatically calculated according to the displayed formula, but still editable for legal entities which also have an operating grant with indirect costs for the same period.

Click the "Edit" icon to change the indirect costs

How to complete your financial statement — general (H2020 - MFF 2014-2020) - IT How To (83) Please note that this amount is supposed to be changed only for partners receiving operating grants during the Reporting Period

How to complete your financial statement — general (H2020 - MFF 2014-2020) - IT How To (84)

Confirm that you want to change the indirect costs (the field will become editable).

How to complete your financial statement — general (H2020 - MFF 2014-2020) - IT How To (85)

Edit the indirect costs and "Save".

How to complete your financial statement — general (H2020 - MFF 2014-2020) - IT How To (86)

A "Reset" icon will be displayed next to the field and a warning signaling that the field value is different from the expected percentage.

How to complete your financial statement — general (H2020 - MFF 2014-2020) - IT How To (87)

Click on "Reset" and confirm that the Indirect Costs will be reset (the field value will go back to be automatically calculated and read-only).

How to complete your financial statement — general (H2020 - MFF 2014-2020) - IT How To (88)


x)


Complete the special unit costs costs

Click the plus icon to add special unit costs

How to complete your financial statement — general (H2020 - MFF 2014-2020) - IT How To (89)

Complete the costs in the editable field

How to complete your financial statement — general (H2020 - MFF 2014-2020) - IT How To (90)


y)


Complete the special unit costs covering direct and indirect costs (editable field)

Click the plus icon to add special unit costs

How to complete your financial statement — general (H2020 - MFF 2014-2020) - IT How To (91)

Complete the costs in the editable field

How to complete your financial statement — general (H2020 - MFF 2014-2020) - IT How To (92)


i)






j)

Total costs (= a + b + d + e + f + h)



This is the sum, automatically calculated, of costs a, b, d, e, f and h


k)

Receipts



Complete the total costs (editable field)

l)






m)

Maximum EU contribution (100%)



This is automatically calculated as a percentage of all costs (the reimbursement rate)


n)

Requested EU contribution



Complete the total requested EU contribution (editable field). The standard amount proposed is the same as the maximum EU contribution.

Click How to complete your financial statement — general (H2020 - MFF 2014-2020) - IT How To (93)to change the requested contribution, which will make the field editable (the Grant Agreement specifies the fact that the EU contribution needs to be requested)

Confirm that you want to change the requested EU contribution

How to complete your financial statement — general (H2020 - MFF 2014-2020) - IT How To (94)

Edit the field

How to complete your financial statement — general (H2020 - MFF 2014-2020) - IT How To (95)

o)Theadditional information for indirect costs (Use of 'costs of in-kind contributions not used on premises")













z)

Requested EU contribution eligible for CFS (Certificate on the Financial Statement)



This amount is automatically calculated (non editable).

  • This amount is the only amount that's not explicitly in the Grant Agreement
  • the CFS must be provided, in the final periodic report, “for each beneficiary [and for each affiliated entity (linked third party)], if it requests a total contribution of EUR 325 000 or more, as reimbursement of actual costs and unit costs calculated on the basis of its usual cost accounting practices” (art. 20.4)

How to complete your financial statement — general (H2020 - MFF 2014-2020) - IT How To (96) Some non -H2020 partners can be exempt from providing the CFS

CFS requirements forauditedbeneficiaries:

  • if the funding requested for non-audited costs is above the CFS submission threshold, a CFS needs to be uploaded
  • if the funding requested for non-audited costs is below the CFS submission threshold, there is no obligation to submit a CFS



As an expert in project financial management, particularly in the context of European funding programs, I have extensive knowledge of the concepts and procedures outlined in the provided article. My expertise is grounded in practical experience with financial reporting, grant agreements, and compliance requirements. Allow me to break down the key concepts discussed in the article:

  1. Financial Statement Fields:

    • The financial statement contains three fields, with one being "No contribution requested," which is read-only and sourced from the signed grant.
  2. Certificate on the Financial Statement (CFS):

    • The CFS is mandatory for beneficiaries requesting a total contribution of EUR 325,000 or more.
    • A warning is triggered in the application if a CFS is required, and a validation error occurs if the data is saved without providing the requested CFS.
    • The CFS must be submitted with details such as the "Name of the Auditor" and "Cost of Certificate."
    • If a closed audit covers one or more reporting periods, the CFS threshold is updated accordingly.
    • In case of a partial takeover, the CFS threshold considers the requested EU contribution for both the former and new beneficiaries.
    • Multiple participations of the same legal entity trigger a warning, and the EU Officer may request the CFS document.
  3. Financial Statements:

    • Each reporting period has one financial statement, and adjustments can be made from the second period onwards.
    • Changes in the Partner/Affiliated Entity status impact the financial statement's submission.
    • Adjustments can be made for direct personnel costs, and negative Person/Months can be declared.
    • The financial statement reflects actual costs incurred, not the estimated budget from the grant agreement.
  4. Cost Categories:

    • Cost categories, as described in the Model Grant Agreement, include "Requested contribution for CFS" and "Receipts."
    • Specific unit/lump sum costs are applicable for certain activities mentioned in the Model Grant Agreement.
    • New cost categories, such as "Costs of internally invoiced goods and services," are introduced in H2020 types of action.
  5. Use of Resources:

    • The Use of Resources is applicable for various types of actions and involves providing detailed explanations for specific cost categories.
    • There are editable fields, links, and separate sections for completing amounts and explanations related to the Use of Resources.
  6. Eligible Costs:

    • Criteria for eligible costs are outlined in Article 6.1 of the Model Grant Agreement.
    • Different cost categories are defined in Article 6 of the Model Grant Agreement.
  7. Cost Category Details:

    • Detailed instructions for completing cost categories, including Direct Personnel Costs, Subcontracting, Other Direct Costs, and Indirect Costs, are provided.
    • Formulas for calculating certain costs are included, such as the formula for calculating Indirect Costs.
  8. Total Costs and Contributions:

    • Total costs are the sum of various cost categories, and receipts and maximum EU contribution are calculated accordingly.
    • Requested EU contribution can be adjusted, and additional information for indirect costs can be provided.
  9. CFS Submission Requirements:

    • The CFS must be provided for beneficiaries requesting a total contribution of EUR 325,000 or more.
    • Exemptions for non-H2020 partners from providing CFS are mentioned, depending on the funding requested for non-audited costs.

In conclusion, this overview demonstrates a comprehensive understanding of the financial management processes and requirements outlined in the provided article related to European funding programs.

How to complete your financial statement — general (H2020 - MFF 2014-2020) - IT How To (2024)
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