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Important information regarding amendments Requesting the electronic-only submission and signature for C Forms.

Following the New Financial Regulations introduces January 1 2013:

Consortia working on projects which were on-going on January 1 2013, may, by means of an amendment, request to use the electronic signature method.
Click here for complete details.

 Process Overview

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FP7 periodic report

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All projects for which the Grant Agreement was signed after January 1 2013, must submit costs using an electronic signature. Paper C forms are no longer required.

Additionally, projects which were on-going  on January 1 2013 may, by means of an amendment, request to use the electronic signature method also.

New Role FSign

In order to ensure the legality of the electronic only signature method, a new role is required, the Financial Statement's Authorized Signatory (FSign). The FSign role must be assigned to one or more persons by the LEAR of the participant.

 

The FSign is then assigned  to a project by the coordinating Contact (COCO). These actions are performed in the Participant Portal.

Rights of the Roles

Acronyms:

FSIGN: Financial Statement's Authorized Signatory  

PACO:  Participant contact.

COCO:  Coordinating participant contact

The FSign:

  • can finalise and unfinalise costs
  • cannot modify costs
  • cannot submit C forms

The COCO:

  • Can enter costs in the C form
  • Can save costs in the C form and request finalisation from the FSign
  • Cannot finalise a C form
  • Can unfinalise a C form
  • Can submit C form to the Commission after it has been finalised by the FSign

The PACO:

  • Can enter costs in the C form
  • Can save costs in the C form
  • Cannot finalise a C form
  • Cannot unfinalise a C form

Projects signed after January 1 2013

  1. The PACO enters costs in the C form and saves. He is prompted to notify his FSign and request e-signature.
  2. PACO clicks Yes.
  3. Participant FSign finalises participant C form.
  4. The COCO checks the participant C form. If it has errors, he can unfinalise and request changes from the PACO. Then steps 1-3 take place again.
  5. When the COCO is happy with participant C forms, he enters coordinating company costs and saves. He is prompted to notify his FSign and request e-signature.
  6. Coordinating company FSign finalises C form.
  7. COCO submits costs.

(info)Note: An email was sent to coordinators in December 2012, informing them about the new financial regulations. A copy of that email is available here. The email has three attachments as follows:

  • Instructions on how to request an amendment to your FP7 grant agreement in order to benefit from the abolition of paper-signed Forms C.
  • Template amendment letter to be send by the coordinator to the Commission in order to request the application of the electronic-only signature and transmission of financial statements (Form C), and electronic-only transmission of certificates on financial statements and certificates on the methodology (Forms D and E).
  • FP7 Quick Information letter on the electronic-only transmission and signature of Form C and electronic-only transmission of certificates (Forms D and E).