PAC meeting 8 sept (08 Sep 2011) Chaired by: Ms. Devereux, Claire
Dialin details: PIN: 8111664
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Agenda & Minutes:
Meeting started at 11h05. Claire opened the meeting and listed the items of the agenda.
1- EC requests for clarifications on Financial Statements
Céline Bitoune (EGI.eu) gave a status of the pending requests for clarifications sent by the EC on Wednesday 7/09. Most of the requests were easy to answer and all partners concerned have been contacted already. Feedbacks from Spanish, French, Greek, Italian and the Slovenian NGIs are under preparation.
The PO will contact these partners again to submit the session into NEF possibly by Friday afternoon, otherwise later next week. It will all depend on how the partners are responsive. The representative of the Greek NGIs informed that the University concerned was currently closed but the necessary will be done to get in touch with the people by phone.
2- Next steps to finalise the Financial Statements
Once the financial services of the EC have validated all requests for clarifications, the costs will be cleared and accepted. Then Forms C will be uploaded into NEF. The PO will email them to the partners for signature (three copies). Two original copies are to be sent to the PO, one for the EC and one for our files. One original copy of the audit certificate, if applicable, will have to be sent to the PO too (address: Stichting European Grid Initiative (EGI), 140 Science Park, 1098 XG Amsterdam, The Netherlands).
3- Next payment (it will depends on the date costs are all accepted by EC)
The payment should be released 2-3 weeks after the acceptance of the costs.
It usually requests the authorization of another financial dept than the one that has run the checkings. So the subsequent payment could be processed by the end of October, given that all partners for which no clarifications have been raised so far are already validated.
The payment will correspond to the full costs accepted in this financial statement (= funding requested), regardless the advance payment which has been received at the start of the project. Unless further arrangements are decided at the PMB, the full amount should be transfered to the partners.
Metting ended at 11h40
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