D.4 - Financial rules of Horizon Europe and Horizon 2020 in 5 sessions

Financial rules of Horizon Europe and Horizon 2020 in 5 sessions

08:45 - 09:00 Accessing Zoom Online Meeting Room

Session 1 – Warming up – The Essentials of the financial rules in Horizon 2020 and Horizon Europe (90 + 30 min)

• How to harmonise national accounting protocols with the H2020/ HE Grant Agreement articles
• Budgeting and planning: What’s the most crucial part?
• What is a cost reimbursement? What is lump sum financing?
• Actual costs and unit costs? Which one should I choose?
• What makes any cost eligible? How to make them eligible?
• Linking a cost to the project? What makes them direct costs?
• Can I report indirect costs? If not, why not?

Session 2 – The Personnel costs in HE and H2020 (90 + 30 min)

• Who and when can be charged to the project?
• Actual or unit-based personnel costs calculation – so what?
• Identifying eligible salary costs
• HE calculations vs H2020 protocols
• Calculation routes – monthly or yearly?
• Productive hours – should I accept 1720 hours / 215 days?
• Freelancers and temporary employees
• Secondment – what is the added value?
• What makes a timesheet bulletproof?

Session 3. – Subcontracting, Purchase costs and Research infrastructure (90 + 30 min)

• Third party articles – why, there are more than one?
• Resource needed or service outsourced?
• Subcontractors or Linked-third parties/ Affiliated Entities?
• Which one should be foreseen? Which one would your office prefer?
• Travel costs – for employees and for other – is there a difference?
• Equipment and research infrastructure – how to calculate your facility costs efficiently?
• Other goods and services – what’s in here?
• How about internal cost transfers and charges? Are they eligible?
• Funding rates, receipts, CFS rules and payments – learn them all!

Session 4. Practice makes perfect - Experience the power of learning by doing (90 + 30 min)

The workshop exercise is designed to help you understand how the rules of the Grant Agreement work in real life. You’ll receive a full documentation of a virtual project, including timesheets, payrolls, invoices and bills, travel notes and asset expenses to experience:

• • Personnel costs calculation for employees and consultants
  • Which calculation gives higher eligible costs for the same salary?
  • Subcontracting or other service – how to trick with them?
  • Travel costs calculations, equipment and other costs – are they always direct costs?

Session 5. Step-by-step guidance on filing your H2020/ HEU project’s claims on the EC portal (60 + 15 min)

• Real-time, step-by step guidance on how to fill in the Financial Statement
• How to report efforts?
• Should you respect the 15% reporting rules on other costs? – Why explain why not…
• Adjustments – detailed guide on what to do
• Harmonising financial reports with technical ones – consistency matters