[Allpartners.music360-beta] Music360 - Start preparing the periodic report - DEADLINE 05-04

Kohestani, L. (Lima) l.kohestani at vu.nl
Sat Mar 16 08:40:57 CET 2024 

DEADLINE Submission of financial statements to the coordinator: Friday 05-04-2024

Dear Partners,

You have been notified by the EC system to start preparing the 1st periodic report of Music360 covering M1 (1st March 2023) – M12 (29th  February 2024).
There are various actions we need to take as individual organisations and as a whole consortium to produce and submit a periodic report to the European Commission.

In short, the following documentation needs to be provided to the EC for the preparation of the Review Meeting in May/June:

•  Technical Report (consisting of two parts):

­   Part A (web-based tables in the portal covering issues related to the project implementation as well as economic and social impact);  Link to template: https://drive.google.com/drive/folders/1pPVPIDB2lKWinv_edWFKrgvrNSocERDz

­   Part B (Word document consisting of an overview of the progress towards the project objectives, explanations of the work carried out during the reporting period 1); Link to template: https://drive.google.com/drive/folders/1ignB0bnAiRHCdEG4RyU2ZhoqWUv9rEuO

•  Financial Statements (individual financial statements filled in and submitted in the portal).

With this email I would like to ask all partners to submit your financial statement in the portal to the Coordinator by Friday 5th April  2024.

Instructions:

1.       You will need to fill in your financial statement directly in the portal. You have four weeks to insert the data and ask your PFSIGN (Project Financial Signatory) to submit the data to the Coordinator.

2.       You need to report on personnel cost, purchase costs & subcontracting.

­   Example personnel cost: WP7 = 2PM (Person Months)

­   Example purchase costs (travel, equipment & other goods and services): travel kick-off meeting VU , 17-18 April, person <name project member> €750 <amount in Euros>  (name, date and place of the event, names of people attending and contribution type, e.g. presentation or poster).

­   Subcontracting: all -if any- subcontracts must be detailed in the GA.

3. You must provide a single cost statement for your financial data.

4. You can consult the Horizon Europe online manual [LINK<https://webgate.ec.europa.eu/funding-tenders-opportunities/pages/viewpage.action?pageId=1867970>], the “Project handbook” and “ Music 360 financial information” [Link<https://drive.google.com/drive/folders/1Z02sFskLVWflI6aQvLA5BdZpGeMHpNvV>] attached to this email and on google drive  and fill out your part of the financial statement.



        You will find the following templates at financial folders:

  *   Instructions document for financial reporting. Link: https://docs.google.com/document/d/1bUwRXoCX_ICSzXQIPddWGG7NIpaHtcFA/edit
  *   Personnel cost calculation sheets for 2023 and 2024. Links: 2023<https://docs.google.com/spreadsheets/d/1Kgca9gR--fOZ4ii2tEn2No1-Q02kjZ7R/edit#gid=1378640103> and 2024<https://docs.google.com/spreadsheets/d/1zHLqBFPEhmM0Am4tG-5QLPowXVZuwx5D/edit?usp=drive_web&ouid=106617876872455045506&rtpof=true>
  *   3.Cost overview sheet for purchase costs (travel, equipment & other goods and services). Link: https://docs.google.com/spreadsheets/d/1yJxMZIKZmag2VSOH6CZaiNYjvlR_9Cc9/edit#gid=1333556548
  *   Template for CERTIFICATE ON THE FINANCIAL STATEMENT (CFS). Link: https://docs.google.com/document/d/13gTRoh3Jfxxzy2n2Fs2BrTsO1AR3IT_U/edit



Timeline:

  *   05 April  2024
  *   15 April 2024
  *   22 April 2024
  *   25 April 2024
  *   May/June 2024

  *   PFSIGN submits the financial data to the Coordinator on the portal (optional: sends an Excel template for a revision)
  *   The Coordinator performs check, sends feedback and reopens the financial statement for adjustments if necessary
  *   PFSIGN adjusts the financial statement if needed and submits to the Coordinator
  *   The Coordinator submits the reporting to the EC
  *   Remote rehearsal and review meetings



All documents are available on the google drive “Reporting” folder [Link<https://drive.google.com/drive/folders/1Z02sFskLVWflI6aQvLA5BdZpGeMHpNvV>]]. I will add a checklist and instructions for Audit in the financial folder soon.



Don’t hesitate to contact me in case of any questions. I am also available for bilateral calls to assist in submitting your financial statements on the portal, if needed.

Best regards.


Note: Since it's the weekend, the group email will need approval and will likely be sent on Monday. I wanted to make sure you get this email, so I added you all in Bcc as well. My apologies for the inconvenience in advance!

Met vriendelijke groeten/ With kind regards,

[A blue and white logo  Description automatically generated with low confidence]
Lima Kohestani | Project Coördinator | Department of Computer Science
Phone: +31205981233| Mobile: + 31 6 43218744 | Email: l.kohestani at vu.nl<mailto:l.kohestani at vu.nl>
Address: De Boelelaan 1083a| 1081 HV Amsterdam | The Netherlands

Not in the office on Wednesdays


From: European Commission <EC-NO-REPLY-GRANT-MANAGEMENT at nomail.ec.europa.eu>
Date: Friday, 1 March 2024 at 06:20
To: Kohestani, L. (Lima) <l.kohestani at vu.nl>
Subject: For Action - Music360 - 101094872 - REP-101094872-1 - Start preparing the periodic report
Europa / Funding & Tenders Portal notification

Dear Madam/Sir,

Please note that the periodic reporting is now open for your project referenced above.

Within the deadline specified in your grant agreement:

  *   Complete the technical part.
  *   Complete your individual financial report and those of your linked third parties, if any.
  *   Lock, sign and submit these to the coordinator (who must perform the single submission of the periodic report to the EU services).
For more details, please log on to the Funding & Tenders Portal > My Project(s) ( https://ec.europa.eu/info/funding-tenders/opportunities/portal/screen/myarea/projects) and click on Action > Manage Project.

Regards,
Grant Management Services

Please do not reply to this message
This message has been automatically generated by the Grant Management Services of the European Commission with the following configuration:
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