2.19. Financial statements and their presentation

For timely and smooth project reporting, the project manager shall submit to the Finance Office the deadlines for submitting payment requests and, if necessary, also the payment request form if it has not been specified in the project agreement or it has been amended under a special agreement. To this end, send an e-mail to Siret.Malleus@taltech.ee

The financial reporting of a project is coordinated by the preparer of financial statements assigned to the project by the Finance Office in the approval round of the funding source.

The preparer of financial statements shall add all the financial documents related to the reporting period: expenditure receipts and payment documents to the project folder. If the project manager or any other person authorised by the project manager has already added other evidence of expenditure (participant lists, offers, plans, instruments of acceptance, etc.) to the invoice in the e-invoicing environment (Fitekin), the preparer of financial statements shall link these documents to the expense documents related to the reporting. The project manager must upload other evidence of expenditure in the expense processing environment already at the start of the approval round.

The preparer of financial statements shall fill out the payment request form and verify consistency between the expenses and the data in the accounting system. The project manager is also involved in the preparation of the report and provides input to the preparer of financial statements on the project activities indicated in the report form, as well as on expenses that fall under indirect costs and that are not included in the payment request. The project manager checks and approves the payment request to be submitted.

As a rule, the project manager or a person appointed by the project manager enters the financial statements in the funder’s environment or sends the statements to the funder’s contact person.

In the case of a programme coordinated at the university by the Research Administration Office (ASTRA, Mobilitas+, Dora+, target grants), the statements drawn up by the preparer of financial statements and verified by the project’s contact person in the Research Administration Office shall be entered and submitted to the funder by the Research Administration Office in cooperation with the Project Accounting and Reporting Division.

The preparer of the financial statements provides assistance in replying to queries regarding the financial statements, the action consultant of the Research Administration Office provides support in matters regarding eligibility.  The project manager or a person appointed by the project manager sends the replies to the queries to the funder, unless otherwise agreed.

After final approval of the report, the preparer of financial statements shall notify the project manager and project coordinator of the ineligible costs, potential overheads and own contribution.

In order to avoid the risk of incurring ineligible expenses, the person responsible for the project expenses must negotiate the eligibility rules with the project partners, involving also the action consultant of the Research Administration Office.

Upon receipt of the project grant, an automatic notification will be sent to the project manager and action consultant.

If a report is submitted via the Funding and Tenders Portal of the European Commission, please make sure that Siret Malleus, who has to approve all the reports on the portal, is assigned to the project in the role of FSIGN. To do this, after the project has received a positive decision, click on “Consortium”, select “TALLINN UNIVERSITY OF TECHNOLOGY”, select “edit roles” on the right and add the roles LSIGN (Marika Lunden), who is authorised to sign the contracts and FSIGN (Siret Malleus) who is authorised to approve the reports.

The LEAR (Maia-Liisa Anton) is added automatically, when the university’s PIC code is entered.

If a report is submitted via the KIKAS portal of the Environmental Investment Centre, no automatic notification will be sent and an e-mail must be sent to the Head of the Research Administration Office Maia-Liisa.Anton@taltech.ee, who can approve the report as an authorised person.

For data to be provided in the environments, see chapter ”University’s details to be indicated in proposals and signing of project proposals”