Project Management
Guidelines

PREPARATORY ACTION

MEDIA INTERNATIONAL 2010

Lots: 1 & 2

Table of Contents

1.	FOREWORD
2.	Amendment procedure
3.	Project Technical Reporting
4.	Financial statement
5.	Budget Transfers
5.1.	Budget transfers that do not require prior approval by the Commission
5.2.	Budget transfers that require prior approval of the Commission
Annex 1: Amendments
1.	AMENDMENTS INITIATED BY THE GROUP/CONSORTIUM
1.1.	Overview
1.2.	Amendment Letter
1.2.1.	Procedure
1.2.2.	Documents to be provided by the project coordinator to the Commission in order to process the amendment letter
1.3.	Full Grant Agreement Amendment
2.	Amendments initiated by the Commission
Annex 2: Project Technical Reporting
1.	Interim technical report (if applicable)
2.	Final technical Implementation Report
3.	Deliverables
Annex 3: Reimbursement of Costs
1.	General principles of eligible costs
2.	Cost Categories
2.1.	Personnel costs
2.2.	Travel and subsistence costs
2.3.	Equipment
2.4.	Consumables and supplies
2.5.	Other direct costs
2.6.	Indirect costs
2.7.	Non-allowable costs
Annex 4 – Financial Statement Forms
1.	FS1 and FS2 - Financial Statement form
2.	FS3 - Consolidated Financial Statement
3.	FS4 – breakdown of payments
Annex 5: Template for the amendment letter

1.	
FOREWORD
This guide explains the procedure for the administrative handling of MEDIA International grant agreements. It aims in particular at helping beneficiaries (especially project coordinators) to identify clearly the documents that need to be provided to the Commission services during the execution of the project and the procedures for the reimbursement of costs or the acknowledgment of amendments. These guidelines are also used by the Commission's Project Officer assigned to a MEDIA International project.
The guide addresses the following:
•	the amendment procedure;
•	project reporting; 
•	cost reporting – including the reporting on the distribution of the Union funding; and
•	the specific case of budget transfers. 
2.	Amendment procedure
It may be that during the life of a project the grant agreement needs to be amended as e.g. new beneficiaries join the group/consortium or the project duration needs to be extended. In general an amendment is needed when any change to the provisions of the grant agreement could affect the rights and obligations of one or more of the beneficiaries or of the Commission. As a matter of good practice, it should be ensured that during the execution of the project the grant agreement reflects the actual situation of the group/consortium and the planned work.
Article II.13.1 of the General Conditions to MEDIA International grant agreement stipulates that: 
“Any amendment to the grant conditions must be the subject of a written supplementary agreement. No oral agreement may bind the parties to this effect.”
This implies that any modification of the grant agreement, including modification of any of its annexes, is subject to a written agreement, concluded between the authorised representatives of the beneficiaries and of the Commission.
Furthermore the grant agreement states in the same article:
“Where the request for amendment is made by the coordinator, in agreement with the co-beneficiaries, he must send the request to the Commission in good time before it is due to take effect and at all events one month before the closing date of the action, except in cases duly substantiated by the coordinator and accepted by the Commission.”
Hence, except in duly justified, exceptional cases, any amendment request received after the end of the project as defined in the grant agreement will NOT be accepted.
Amendments can be initiated by the group/consortium or the Commission. The amendment request is normally initiated by the group/consortium and done by an exchange of two letters (i.e. the request signed by an authorised legal representative of the coordinator and the approval of the request signed by the Commission). In exceptional cases the Commission may initiate an amendment or as an exception an amendment is acknowledged by a single document (i.e. a document signed by the Commission and countersigned either by the coordinator acting on behalf of the group/consortium or by all beneficiaries).
The details on the amendment procedure and the documents to be used are given in Annex 1 of this guide.
3.	Project Technical Reporting
According to the grant agreement two types of technical reports need to be delivered by the group/consortium:
•	A final technical implementation report  (within 45 calendar days after the project end); and
•	Any other deliverable as specified in Annex I of the grant agreement (within 45 calendar days after the delivery date indicated in the table 'List of Deliverables')
For some projects, the grant agreement can include the possibility of an Interim payment. If the group/consortium requests for such a payment, he needs to deliver an Interim technical implementation report (see Article I.5.2 of the grant agreement if you are in this situation).
The interim (if applicable) and final technical implementation reports must be submitted by the project coordinator in 1 original signed paper copy and 1 electronic copy and should be in English or French. 
The details of the technical implementation reports and deliverables are given in Annex 2 of this guide. The deadlines should be respected.  
4.	Financial statement 
In Annex 3 – a brief explanation of the eligible costs and of the different cost categories is given. 
In accordance with the grant agreement a financial statement needs to be provided at the interim (if applicable) and at the final stages of the project. They need to be submitted along with the interim technical report and the final technical implementation report (within 45 days of the closing date of the project).
The three 'Financial Statement' forms to be used for claiming costs are given in Annex 4.  'Individual Financial Statement' forms (FS1 and FS2 – see Annex 4) need to be completed by each beneficiary (including the project coordinator) and based on these the project coordinator compiles the 'Consolidated Financial Statement' form (FS3 – see Annex 4). The financial statements need to be duly signed as indicated in the forms. By signing the financial statements the project manager and the duly authorised financial officer certify that the costs claimed are incurred for the project and comply with the definition of eligible costs as given in the grant agreement. They also certify that supporting documents to justify the costs are available for audit. Note that in the FS1 form interests (to be declared by the project coordinator only – if received) and receipts (by all beneficiaries – if received) need to be declared.
All costs need to be reported in Euro. Costs incurred in currencies other than the Euro shall be reported in Euro on the basis of the conversion rate published in the Official Journal of the European Union applicable on the first day of the month following the end of the reporting period.
There is no need to provide certified copies of the invoices for the costs of subcontracting or other specific costs or payslips or timesheets of the personnel who worked on the project. This information, however, needs to be available and needs to be kept by each beneficiary (for a period of five years after the final payment) since it may be requested by the Commission during that period. 
The coordinator also needs to provide a form on the distribution of the Union's contribution (see FS4 form given in Annex 4). The FS4 form contains data on the payments made by the project coordinator to the co-beneficiary (ies). The form needs to be duly signed and dated by the authorised legal representative of the group/consortium coordinator. A FS4 form can be requested at any time, in particular in case the participation of a beneficiary is terminated and after the end of the project to inform the Commission on the breakdown of the final payment.
5.	Budget Transfers
Budget transfers are foreseen in the Grant Agreement (see Article I.4.4. of the grant agreement -Special Conditions) and refer to transfers between beneficiaries or between cost categories of a given beneficiary.  A budget transfer results in a new version of the “Budget Table” and does not constitute an amendment per se.
5.1.	Budget transfers that do not require prior approval by the Commission
Budget transfers between beneficiaries are authorised 
•	if the scope of the project is not fundamentally altered; and
•	the action is carried out as described in Annex 1 and without exceeding the total eligible costs indicated in Article I.4.2. 
The beneficiary(ies) concerned shall inform the Commission of such budget transfers and confirm that the scope of the project is not fundamentally altered. After receipt of the information, the Commission sends an acknowledgement letter signed by the Project Officer.
Budget transfers between cost categories of a given beneficiary are authorised provided that
•	the scope of the project is not fundamentally altered; and
•	the action is carried out as described in Annex 1 and without exceeding the total eligible costs indicated in Article I.4.2.
The Commission can be informed of such budget transfers explicitly or implicitly via financial statements.  In the latter case, the Commission does not send any letter. When the Commission is explicitly informed of the budget transfer, the Commission sends an acknowledgement letter signed by the Project Officer.

5.2.	Budget transfers that require prior approval of the Commission
All other budget transfers than the ones above (in particular if the scope of the project will be altered due to changes related to the budget transfers) require the prior written approval by the Commission. 
Documents to be provided to the Commission for such budget transfers  :
•	A request letter (registered with acknowledgement of receipt) from the coordinator explaining the reasons for the budget transfer;
•	Acceptance letters from all the beneficiaries concerned agreeing to the budget transfer; 
•	A revised “Budget table”.

Annex 1: Amendments
1.	AMENDMENTS INITIATED BY THE GROUP/CONSORTIUM
1.1.	Overview
Amendments of grant agreements are normally requested by the group/consortium (exceptionally, an amendment might also be requested by the Commission, see below). An amendment requested by the group/consortium can be acknowledged in two ways: 
•	An amendment by an exchange of letter (“Amendment Letter”)
•	A full grant agreement amendment
Contractually, these two ways are equivalent.  Both types of amendments are made in response to a written request to the Commission. The written request must be signed by the authorised legal representative of the project coordinator.  
In the case of an amendment letter, the amendment is acknowledged by a letter signed by an authorised representative of the Commission, which confirms the modifications proposed in the amendment request of the project coordinator.
The procedure for a full grant agreement amendment (used in the exceptional case of the project coordinator being replaced) is similar to the signature of a grant agreement, i.e. the amendment is signed by authorised representatives of the project coordinator and of the Commission.
In both cases the request by the project coordinator to amend the grant agreement must clearly indicate all the modifications that are requested and should explicitly state that the request is made in agreement with and on behalf of all the beneficiaries. The project coordinator should keep adequate proof of the agreement by all beneficiaries to the amendment request. These supporting documents must only be made available to the Commission on explicit request or e.g. in the event of an audit. In case the Commission's project officer considers it necessary to receive this proof, he/she can ask the project coordinator to submit documentary evidence demonstrating the agreement of all beneficiaries to the amendment. 
1.2.	Amendment Letter
1.2.1.	Procedure
The amendment is acknowledged by an amendment request of the project coordinator on behalf of the group/consortium (see above) and a letter drafted, signed and dated by the Commission to the project coordinator confirming the proposed modifications to the grant agreement.  The amendment letter sent by the Commission does not require the counter-signatures of the project beneficiaries. The grant agreement is not attached to the amendment letter. 

If the Commission does not agree with the request proposed but could agree with a new request which includes some modifications, or when the request from the consortium is not clear, the Commission will reject the initial request and send the project coordinator a proposed model request containing those changes the Commission might be ready to accept if the consortium were to formalise such a request. The letter accompanying the proposed modifications will explain that the original request is rejected and that the proposed model does not constitute an offer from the Commission to amend the grant agreement. 
Then either a new request is proposed by the consortium based on the Commission model (or a completely new request), to which the Commission may indicate its acceptance by return mail, or the consortium does not make a new request, so that the initial proposal remains rejected and the grant agreement does not change.
Amendment letters are typically used in the following cases: 
1.	Changes to the details concerning any of the beneficiaries, i.e. change of a organisation's legal name or status, change of acronym, change of address or change of beneficiaries’ authorised representative;
2.	Withdrawal, addition, replacement of one or more beneficiaries;
3.	Merger/acquisitions of companies of/by beneficiaries;
4.	Transfer of rights and obligations from one beneficiary to another;
5.	Change of project start date;
6.	Extension of the duration of the project;
7.	Modification of the period covered by the final report and financial statement;
8.	All changes relating to bank details;
9.	Any modifications to the special conditions (amendments, deletion or introduction of new special conditions in Article I.11 of the grant agreement);
10.	Changes (withdrawal, addition, replacement) of subcontractors mentioned in Annex I;
11.	Modification of the total estimated eligible costs of the project;
12.	Modification of the maximum Union contribution (the maximum Union contribution can only be lowered and not increased);
13.	Modification of the Annex II “Budget table”(see Chapter 5 above);
14.	Modification of the pre-financing payment of the Commission; and
15.	Changes to the Annex I (Description of Work).
1.2.2.	
Documents to be provided by the project coordinator to the Commission in order to process the amendment letter 
a)	A request letter for an amendment signed by the authorised legal representative of the project coordinator acting for all the beneficiaries.
b)	Depending on the nature of the request, the Coordinator must include with the letter the appropriate supporting documentation, as follows: 
1.	For a change of the name or address of an organisation:
A duly signed ‘Identification Form’ 
(see http://ec.europa.eu/budget/info_contract/legal_entities_en.htm) and official documents to prove these changes as indicated on the web site here referred to)
2.	For a change of the authorised signatory: 
The request letter is sufficient.
3.	For the withdrawal of a beneficiary: 
a)	A letter from the withdrawing partner with the date of the withdrawal;
b)	A new Annex I (Description of Work) and a new Annex II (Budget table).
4.	For the addition of a beneficiary: 
a)	A letter of agreement from the new beneficiary to join the project, clearly stating the date of entry 
b)	Legal and financial documents: a duly signed ‘Identification Form’ (see http://ec.europa.eu/budget/info_contract/legal_entities_en.htm) and official documents to prove these changes as indicated on the web site here referred to. In addition the last two years’ certified accounts to allow financial viability checking must be provided;
c)	The A2 form signed by an authorised legal representative of the new beneficiary;
d)	A new Annex I (Description of Work) and a new Annex II (Budget table).
5.	For mergers/acquisitions: 
a)	A letter from the beneficiary stating that they take over the rights and obligations of the former partner and the date of the takeover;
b)	A duly signed ‘Identification Form’ (see http://ec.europa.eu/budget/info_contract/legal_entities_en.htm) and official documents to prove these changes as indicated on the web site here referred to;
c)	 The A2 form signed by the authorised legal representative of the new beneficiary.
6.	For a change of the start date: 
The request letter with appropriate justification is sufficient.

7.	For an extension of the duration of the project: 
If the “Work Packages” are affected by the amendment, a new Annex I (Description of Work) will be required.  A full update is strongly preferred, but an addendum or the replacement of specific pages is acceptable if only dates change.
8.	For changes of bank details:
A new “Banking Information Form” is required.  The stamp of the bank and the signature of the financial manager are strictly required for validation by Commission Services. 
9.	Changes to Annex I  (Description of Work) : 
A revised Description of Work.
10.	Changes to Annex 2 (Budget table)
A revised Budget table

1.3.	Full Grant Agreement Amendment
A full grant agreement amendment consists in a preamble stating the modifications being made and a revised grant agreement incorporating these modifications.
A full grant agreement amendment is used in the exceptional case of replacement of the project coordinator.
Documents to be provided to the Commission by the (old) project coordinator are: 
a)	A request letter for an amendment signed by the authorised legal representative of the project coordinator and acting expressly on behalf of all beneficiaries. The agreement of all beneficiaries to the replacement of the project coordinator should be demonstrated by documents attached to the request letter (written statements of the beneficiaries, minutes of meetings or similar).
b)	In addition, in case a new partner becomes the project coordinator (arising from either an addition of a new beneficiary to the grant agreement or a takeover of rights and responsibilities of an existing beneficiary), the legal documents for this legal entity (see section below). 
c)	The new banking information (see also above).
Signature of the Grant Agreement amendment: 
On the basis of the amendment request received, the Commission will prepare a draft proposal for the amended grant agreement and forward it by electronic mail to the (old) project coordinator with an offer letter. In parallel, a hard copy of the offer letter from the Commission signed by its authorised representative will be sent by courier. In case all beneficiaries agree with the proposal for amendment, the grant agreement amendment is signed by the authorised legal representatives of each beneficiary.

Following the receipt and after verification of the beneficiaries’ signatures, the grant agreement amendment will be signed by the authorised representative of the Commission and returned to the new project coordinator for onward transmission to the beneficiaries. The amendment enters into force with the signature of the amendment by both parties, i.e. on the date of signature by the authorised representative of the Commission.
2.	Amendments initiated by the Commission
The Commission might, in exceptional cases, initiate an amendment, notably to rectify incorrect contractual data.
A single document amendment will be prepared and signed by the Commission. The proposed amendment will include the following statement: “If the Commission fails to receive the signed copies of the amendment within [insert a time-limit], the Commission is no longer bound by its offer to amend the grant agreement.”  The Commission services will send two signed copies of the amendment per beneficiary to the project coordinator for their signature.  
Each beneficiary must print clearly below the signature: 
•	Name of the legal entity
•	Name of legal representative
•	The corporate seal, if available.
The project coordinator shall collect one signed copy from each beneficiary and send them back to the Commission. If the Commission fails to receive the signed copies of the amendment within the time-limit specified, the Commission’s offer to amend the grant agreement will expire and the grant agreement remains unchanged.  

Annex 2: Project Technical Reporting 
1.	 Interim technical report (if applicable)
A template is available for the interim report. You will be asked to provide brief information on key project actions. The overall length of the report depends on the complexity of the project, the number of beneficiaries, and the number of work packages etc. The report includes information on the project objectives and major achievements, progress towards meeting your objectives for each work package, the status of project management and the activities of the beneficiaries, including any problems and how they were solved and any changes to responsibilities, and dissemination activities. You will also be asked to provide a short publishable executive summary of the project.
2.	Final technical Implementation Report
A template is available for the final technical implementation report. You will be asked to provide brief information on key project actions. The report includes information on the project objectives and major achievements, the status of project management and the activities of the beneficiaries, including any problems and how they were solved and any changes to responsibilities, and dissemination activities. You will also be asked to provide a detailed publishable executive summary. This publishable executive summary will normally not be more than two pages and of suitable quality to enable direct publication by the Commission. It should include a summary description of project objectives, beneficiaries involved, project coordinator contact details, work done, intentions for use and impact. While not excluding technical language, it should be broadly comprehensible to an interested general reader.
3.	Deliverables
A project deliverable represents a verifiable output of the project which is subject to review by the Commission. Normally, each project will produce one or more deliverables during its lifetime. The deliverables and the timing of their submission are specified in Annex I to the grant agreement.
Any deliverable (report or any other information) which is designated as "public", "publishable" or "for publication" in the Grant agreement and in particular its Annex I, shall be submitted to the Commission in a publishable format (electronically and on paper as for project reports). 
Each deliverable must have a front page which clearly identifies the project and the title of the deliverable as provided in the Annex I to the grant agreement (see table 'List of Deliverables').
Deliverables should be submitted on the due date as specified in Annex I, with a maximum contractually permitted period of 45 days following the end of the project. Any delay in the submission of a deliverable must be reported in the final technical implementation report (see above).
The formal approval of deliverables by the Commission services may form part of the review process.

Annex 3: Reimbursement of Costs
In this annex, the general principles for claiming costs are explained. The explanations are derived from the provisions of the grant agreement. These explanatory notes do not override the provisions of the grant agreement.
1.	General principles of eligible costs
All costs of the beneficiary must be recorded in the accounting system of the beneficiary.
The EU contribution is calculated on the basis of actual costs that have been incurred for the work under the project.  
To be considered as eligible costs, costs must satisfy the following general criteria:
•	they must be connected with the subject of the agreement and they must be provided for in the estimated budget annexed to it;
•	they must be necessary for performance of the action covered by the agreement;
•	they must be reasonable and justified and they must accord with the principles of sound financial management, in particular in terms of value for money and cost-effectiveness;
•	they must be generated during the lifetime of the action as specified in Article I.2. of the grant agreement;
•	they must be actually incurred by the beneficiaries, be recorded in their accounts in accordance with the applicable accounting principles, and be declared in accordance with the requirements of the applicable tax and social legislation;
•	they must be identifiable and verifiable.
The beneficiaries’ internal accounting and auditing procedures must permit direct reconciliation of the costs and revenue declared in respect of the action with the corresponding accounting statements and supporting documents.
2.	Cost Categories
2.1.	Personnel costs
The cost of staff assigned to the action comprise actual salaries plus social security charges and other statutory costs included in the remuneration, provided these staff are remunerated in accordance with the normal practices and provided these are regarded as acceptable by the Commission. 
The costs of the administrative support to carry out the project are normally included as part of the overheads and not in personnel costs. The only exception to this is for co-ordination costs that can only be charged by the co-ordinating partner.
The three elements that must be used to calculate the total personnel costs that can be charged to the project are:
•	working time to be charged must be recorded in time sheets throughout the duration of the project. The person in charge of the work/project manager designated by the beneficiary should certify the records at least once a month. Even though the costs for permanent staff cannot be charged to the project for the additional cost case, their working time must be recorded. The whole working time must be recorded, not just the time devoted to the project;
•	remuneration costs charged should be taken from the payroll account and should be the total gross remuneration plus the employer’s portion of social charges (e.g. holiday pay, pension contributions, health insurance and social security payments);
•	remuneration costs can be calculated individually for each staff member or as an average by category of staff (the method should however fairly represent actual labour costs).
Productive time is the total number of hours worked, excluding holidays, personal time, sick leave, or other allowances. In order to obtain an hourly rate, the salary costs must be divided by the productive time. Total productive hours can be obtained either on the basis of actual hours recorded in time sheets or on the basis of standard hours. In the latter they should represent the total workable hours based on the contract of employment less a provision for non-chargeable time such as holiday and sick leave (these must correspond to the actual situation of the beneficiary). Where productive hours are calculated based on standard hours, working time charged to the project should exclude overtime. On average, the Commission considers a figure of about 210 days or 1680 hours per full-time employee per year to be reasonable.
2.2.	Travel and subsistence costs
Travel and subsistence allowances for staff and external experts taking part in the action, as long as their participation is necessary to carry out the action provided that they are in line with the beneficiary’s usual practices on travel costs or do not exceed the scales approved annually by the Commission. 
2.3.	Equipment
Durable equipment charged to the agreement must be specifically required for the project, have an expected life equal to or greater than the duration of the work under the agreement and must be capitalised in the books of the beneficiary according to the national accounting rules. Depreciation can be calculated on equipment which has been purchased after the start date of the agreement.
Durable equipment costs are charged to the project by means of depreciation calculations and percentage of the use of the equipment for the project. 
2.4.	Consumables and supplies
Costs of consumables and supplies, provided that they are identifiable and assigned to the action.
Consumables shall relate to the purchase, fabrication, repair or use of any materials, goods or equipment and software which:
•	do not have a life expectancy greater than the duration of the work under the contract; 
•	are not placed in the inventory of durable equipment of the beneficiary; 
•	are not treated as capital expenditure in accordance with the accounting conventions and policies of the beneficiary. 
This category of costs covers access rights or licences for software but does NOT include office supplies, mailing, utilities, etc. which are covered in the overheads category. No direct charge shall be made for consumables where it is the usual practice of the contractor to include these costs in actual overheads.
2.5.	Other direct costs
Other specific direct costs than those in the categories set out above. These include, in particular, costs arising directly from requirements imposed by the agreement (dissemination of information, specific evaluation of the action, audits, translations, reproduction, etc.), including the costs of any financial services (especially the cost of financial guarantees and financial transfer costs). Such costs may also include specific costs incurred by the coordinator for fulfilling his responsibilities as the body responsible for the overall management of the action and the co-ordination of the beneficiaries. In addition, they may also include such items as costs related to organisation of seminars, workshops, conferences, including rental of meeting rooms, production of brochures and other dissemination material etc. They may also include the cost of subcontractors. This cost should be reasonable and reflect the normal price of the market. Subcontracts are to be awarded to the tender offering best value for money, i.e. the one offering the best price-quality ratio, in compliance with the principles of transparency and equal treatment for potential beneficiaries, care being taken to avoid any conflict of interests.
2.6.	Indirect costs
A flat rate overhead of 7% of the total eligible direct costs can be charged to the project. 
2.7.	Non-allowable costs
The following costs are not allowed:
•	return on capital;
•	debt and debt service charges;
•	provisions for losses or potential future liabilities;
•	interest owed;
•	doubtful debts;
•	exchange losses;
•	VAT, unless the beneficiary can show that he/she is unable to recover it according to the applicable national legislation;
•	costs declared by a beneficiary and covered by another action or work programme receiving a Union grant;
•	excessive or reckless expenditure;
•	any costs related to the preparation of the proposal for the projects.

Annex 4 – Financial Statement Forms
(to complete for any interim and final payment request)
There are three financial statement forms to be completed.
1.	FS1 and FS2 - Financial Statement form 
These first two forms need to be completed by all beneficiaries. FS1 provides the overview of the costs that are claimed, the receipts, the requested funding and the declaration of interests. In the FS2 beneficiaries have to provide the details on personnel costs, travel and subsistence costs, equipment costs, consumable costs, other costs and indirect costs. 
2.	FS3 - Consolidated Financial Statement 
The Consolidated Financial Statement will only be completed by the coordinator. It summarises all the costs claimed by the beneficiaries. The amounts in the Consolidated Financial Statement need to be consistent with the amounts claimed in each beneficiary's Financial Statement form.
3.	FS4 – breakdown of payments 
In addition to these three financial statement forms, the coordinator also needs to provide a form on the distribution of the Union's contribution (see FS4 form). The FS4 form contains data on the payments made by the project coordinator to the other co-beneficiaries.  The form need to be duly signed and dated by the authorised legal representative of the group/consortium coordinator. A FS4 form can be requested at any time, in particular in case the participation of a beneficiary is terminated and after the end of the project to inform the Commission on the breakdown of the final payment.

FS1                             Financial Statement
(to be completed by each beneficiary, including the coordinator)	
 	
Type of action (tick relevant option):              □   Lot 1: Training 
                                                                           □   Lot 2: Access to Markets 
	MEDIA International 2010	
Project Title (or Acronym)	 	Grant agreement n°	 	
 	
Beneficiary's legal name	 	
Contact Person	 	Telephone	 	
E-mail	 
 	
Nature of the financial statement 
(tick the relevant option)	□   Interim payment
□  Final payment
			
Period from dd/mm/yyyy to dd/mm/yyyy	 		 	
 	
2- Declaration of eligible costs (in €)	
The costs declared should distinguish between direct and indirect costs excluding VAT	
COST CATEGORY	TOTAL	
Personnel 	0,00	
Travel	0,00	
Equipment (depreciation)	0,00	
Consumables 	0,00	
Other Costs 
–	Subcontracting
–	Other specific costs	
0,00

0,00
	
Total direct costs 	   0,00 €	
Indirect costs (max 7 % of the total direct costs) 	   0,00 €	
Total costs (right click to update the field)	   0,00 €	
 	
3- Declaration of receipts (in €) (external co-financing i.e. from sponsors, participation fees)	
Total receipts	0,00	
4- Requested EU funding (in €) 	
Pre-financing payment	0,00	
Interim payment requested (if applicable)		
Final payment requested (if applicable)	0,00	
Total EC contribution (only in the case of the final payment)	0,00	
5- Declaration of interest generated by the pre-financing (in €)                                                               (to be completed only by the coordinator)	Yes 	No	
Did the pre-financing (advance) you received by the Commission for this period yield interest? 			
If yes, please indicate the amount.	 0,00	
 	
Beneficiary’s Stamp	Name of the project manager

	
Name of the duly authorised Financial Officer

	
			
 	Date (dd/mm/yyyy)	Date (dd/mm/yyyy)	
			
	Signature	Signature	

			
Beneficiary's certificate: 	
We certify that:	
i. the above costs are related to the resources necessary for the work under the grant agreement	
ii. such costs have been incurred and comply with the definition of eligible costs specified in the grant agreement (Article II.14 of Part B - Financial Provisions)	
iii. full supporting documentation to justify the costs hereby declared is available for audit by the Commission and its authorised representatives or the Court of Auditors.	

FS2                 Details by category for financial statement
(to be completed by each beneficiary, including the coordinator)	
Name of the beneficiary: 	
Categories of eligible costs:	
1.	Personnel Costs	n° of persons	n° of days	average price /day	Total (€)	
1.1	Management positions					
1.1.1	Specify title (1 row per job title)					
1.1.2	(add rows if necessary)					
1.2	Team members					
1.2.1	Specify title (1 row per job title)					
1.2.2	(add rows if necessary)					
 	 					
Total Heading 1 – Personnel Costs (max 25% total budget)		
 	
2.	Travel and subsistence costs	n° of persons	destination and n° of trips  or n° of days	average price/trip or day	Total (€)	
2.1	Travel and subsistence for contractor team					
2.1.1	Travels					
2.1.2	Subsistence					
2.2	Travel and subsistence for participants, trainers…					
2.2.1	Travels					
2.2.2	Subsistence					
Total Heading 2 – Travel and subsistence Costs 	 	
3.	Equipment	 	n° of days or unit 	average price/day or unit	Total (€)	
2.3.1	Specify (1 row per equipment)					
2.3.2	(add rows if necessary)					
Total Heading 3 – Equipement 	 	
 	 	 	 	 	 	
4.	Consumables	 	n° of days or unit 	average price/day or unit	Total (€)	
2.3.1	Specify (1 row per equipment)					
2.3.2	(add rows if necessary)					
Total Heading 4 – Consumables 	 	
 	
5.	Other costs	n° of persons (when relevant only)	n° of days or units	average price/day or unit	Total (€)	
5.1	Promotion and dissemination of results					
5.1.1	Advertising					
5.1.2	Web pages					
5.1.3	Other					
5.2	Rental of conference rooms					
5.3	Didactic material					
5.4	Distance learning tools					
5.5	Subcontracting costs					
5.5.1	Trainer fees					
5.5.2	Translation					
5.5.3	Interpretation					
5.5.4	Print costs					
5.5.5	External accounting services					
5.5.6	Other					
5.6	Others (must be specified)					
 	 	 	 	 	 	
Total Heading 5 – Other Costs	 	
 	
OVERHEADS			
Max. 7% of Total of Headings 1+2+3+4+5		0	
 	
TOTAL ELIGIBLE COSTS OF THE ACTION (1+2+3+4+5+overheads)	0	

FS3                                                   Consolidated Financial Statement
(to be completed by the coordinator)	
Project Title (or Acronym)		
Reporting period	From dd/mm/yyyy to dd/mm/yyyy	
			
Beneficiary nº
(see the grant agreement)	Beneficiary 
Name	Total eligible 
Costs (in €)	
EU pre-financing payment
(in €)	
EU interim payment requested
If applicable
(in €)	
EU final payment requested
If applicable
(in €)	
Total EC contribution
only in the case of the final payment
 (in €)	

Total eligible costs for all beneficiaries (in €)		
Total EU pre-financing payment (in €)		
Total EU interim payment requested, if applicable, (in €)		
Total EU final payment requested, if applicable, (in €)		
Total EUcontribution, only in the case of the final payment, (in €)		
Amount of the financial interests generated by the pre-financing		
Add rows if necessary

FS4     Report on the breakdown of the Community's contribution	
 	
Grant agreement n°	Grant agreement title (or Acronym)

	
Part I	Community's contribution sent to the coordinator	

	Pre-financing payment	Interim payment
(if applicable)	Final payment	Total Amount	
	Date	Amount	Date	Amount	Date	Amount		
Total (€)								
	
Part II	Breakdown of the Community's contribution between beneficiaries	
	Pre-financing payment	Interim payment
(if applicable)	Final payment	Total Amount	
Beneficiary Name	Date	Amount	Date	Amount	Date	Amount		

								

Part III	Community's contribution sent to the coordinator not yet distributed between beneficiaries	
	Pre-financing payment	Interim payment
(if applicable)	Final payment	Total Amount	
EU contribution not yet distributed between beneficiaries								
	
I certify that the information set out in this(these) form(s) is accurate and correct and agreed by all beneficiaries (signed by the coordinator).	
	
Name 	Signature 	Date (dd/mm/yyyy)	

			
Add rows if necessary

Annex 5: Template for the amendment letter

	Letter heading of the organisation of the project coordinator	

YYY, (date)
Ref 

(Commission Address)

REGISTERED

Dear (name of the MEDIA International project officer in the Commission),

Subject: 	Grant Agreement No. MEDIA International-(Contract number) (Acronym)- Project (name)

With reference to the above MEDIA International project, I hereby request on behalf of the consortium the Commission to modify the grant agreement as follows:
Details concerning the beneficiaries
The beneficiary’s details as specified in the preamble of the grant agreement have been updated as follows: 
- (full name and legal form of the beneficiary) (Acronym) established in (Country/full address/city/state/province) represented by its legal/statutory representative (name of legal representative), (function), or her/his/their authorised representative).
Any reference in the Grant Agreement and its annexes to “insert previous full name or acronym” will therefore be deemed to be a reference to “insert new full name or acronym”.
Extension of the duration
The duration specified in Article I.2.2 of the grant agreement Special Conditions is requested to be modified as follows: 
New duration: [insert new duration] months
Modification of the banking details
The coordinator’s banking details indicated in Article I.7.1 of the grant agreement Special Conditions are requested to be amended as follows: 
New banking details [insert new banking details]
Addition or removal of one or more special clauses
The special clause(s)
No	Text of the special clause	

[is] [are] requested to be removed from Article I.11 of the grant agreement Special Conditions.
The special clause(s)
No	Text of the special clause	

[is] [are] requested to be added to Article I.11 of the grant agreement Special Conditions.
The special clause(s) set out in Article I.11 of the grant agreement Special Conditions is requested to be modified as follows: 
No	Text of the special clause	

Replacement, addition or cancellation of a subcontract
The subcontractor…….. as indicated in Annex I to the grant agreement is requested to be replaced by………….
The beneficiary……… would like to enter into a subcontract with……………
The subcontract of the beneficiary……………..with…………..as indicated in Annex I to the grant agreement is requested to be cancelled.
This (these) change(s) is (are) requested to be reflected in the attached Revision No. ...... dated…. Pages “……” through “……….” which shall replace the existing pages “………” through “……….” in Annex I to the grant agreement.  This (these) new page(s) would then form an integral part of the grant agreement and its annexes.
Withdrawal of one or more beneficiaries
The following beneficiary(ies) has (have) indicated its (their) withdrawal from the grant agreement from the date(s) specified in the following table: 
Beneficiary full name	[Date of withdrawal]	

Addition of one or more beneficiaries
The following entity(ies) [is] [are] requested to be added as beneficiary(ies) with effect from the date[s] specified in the following table : 
Beneficiary full name	[Start date of participation]	

The table of indicative breakdown of estimated eligible costs and Annex I have been modified accordingly.
Merger/Acquisition
Beneficiary “…insert acronym of the new beneficiary…” has taken over the rights and obligations of “…insert acronym of the initial beneficiary….” as of “[….insert date….]. 
The table of indicative breakdown of estimated eligible costs and Annex I have been modified accordingly.
Transfer of rights and obligations
All rights and obligations of the beneficiary “….insert acronym..” are transferred to the beneficiary “…insert acronym….” from […insert date…].
The table of indicative breakdown of estimated eligible costs and Annex I have been modified accordingly.
Change of the start date of the project
The start date of the project specified in Article I.2 of the grant agreement Special Conditions is requested to be modified as follows: 
New starting date of the project: [insert new start date of the project]
Modification of total costs
The total estimated eligible costs of the project in Article I.4.2 of the grant agreement Special Conditions are requested to be changed from EUR “…..” to EUR “…..”.
The table of indicative breakdown of estimated eligible costs has been modified accordingly.
Modification of the Union contribution
The Union maximum contribution of the project in Article I.4.3 of the grant agreement Special Conditions is requested to be changed from EUR “…..” to EUR “…..”.
The table of indicative breakdown of estimated eligible costs has been modified accordingly.

Modification of pre-financing payment
The initial pre-financing in Article I.5.1 of the grant agreement Special Conditions is requested to be changed from EUR “….” To EUR “….”.
The table of indicative breakdown of estimated eligible costs has been modified accordingly.
Modification of the Annex II 'Budget table'
The budget table which follows the signatures grant agreement is requested to be modified as annexed.
Modification of Annex I
Annex I (Description of work) to the grant agreement is requested to be replaced by the Annex I dated … as attached.
All other provisions of the Grant Agreement and its annexes remain unchanged.
Yours sincerely,
………………..

On behalf of the consortium 
Authorised legal representative of the project coordinator