AIACC Semi-Annual Reporting Instructions and Forms: July 15, 2004
For most projects, this is the last intermediate report until the Final Report to be submitted by 30 April 2005. If your project will not be finished by the end of 2004, you will be expected to submit an additional intermediate report on January 15, 2005, then the Final Report no more than 4 months after the project completion date.
The July 15, 2004 report should include:
1)Progress Report
2)Expense Report
3)Cash Advance Information and Request Form
4)Inventory of Non-Expendable Equipment (form) {Please submit the form you have submitted in the past with additional purchases added, and please do not include items costing less than $1500. If you have done so in the past, please remove them.}
Please submit items electronically by the report deadline to: . After AIACC has approved your report, AIACC will ask you to send signed paper copies of items 2, 3 and 4.
PROGRESS REPORT
Please make sure that each page of your progress report contains your project reference number and page numbers. Please make an effort to submit your progress report as 2 PDF files before you send it to AIACC (one for the progress report and appendices, one for the expense report and any narrative related to expenses (including description of travel, etc.))
Please include the following sections in your progress report:
A)A brief summary (200 words or less) describing your project activities for the past six months.
B)Description of tasks performed and outputs produced. Please also include in this description a very brief explanation (one short paragraph per trip) of any travel activities during this reporting period.
C)Description of difficulties encountered and lessons learned.
D)Description of any connections or interaction between your AIACC project and the preparation of national communications under the UNFCCC for countries relevant to your project.
E)Description of tasks to be performed in the next eight-month period.
F)Anticipated difficulties in the next eight-month period
G)Attach any draft or final papers or other outputs of the project produced during the reporting period.
EXPENSE REPORT
The expense report for the reporting period of Jan 1, 2004 – Jun 30, 2004 should have the following format:
Object of Expenditure / Project Budget Allocation for All Years* / Expenses Prior to Current Period (Jan 2002 - 30 Dec 2003) / Current Period Expenses (1 Jan - 30 Jun 2004) / Cumulative Expenses to Date (Column C plus Column D) / Amount Remaining (Column B minus Column E) / Estimated Expenses for Subsequent 8-Month Period (Jul 2004 - 28 Feb 2005)*(USD) / (USD) / (USD) / (USD) / (USD) / (USD)
List in this column your budget categories as they appear in your original budget document (Annex A of your research grant agreement)**
*For most projects, the far right column should be the anticipated expenses for the remainder of the project.
**This should match the budget listed in Annex A of your Research Grant Agreement RGA). If AIACC has approved budget category reallocations since your RGA was signed, please make the appropriate changes in this column and explain in the narrative. However, include the following, even if not included in your original budget from the RGA:
a) List the name of each person to receive salary and benefits in a separate row.
b) Itemize all equipment purchases
c) List the travel expenses associated with each traveler for each trip. Include description in narrative. Travel associated with workshops that the study team has organized can be listed as one line item (not every workshop participant needs to have a line devoted to their travel).
d) List each consultant separately.
e) List each sub-contract separately.
f) Explain other expenses at the same level of detail as in the budget of Annex A in your RGA.
AIACC REGIONAL STUDY EXPENSE REPORT
Project statement of allocation (budget), expenditure and balance (expressed in US$)
covering the period:
01 JANUARY 2004 – 30 JUNE 2004
Project Number: AIACC_{INSERT STUDY CODE}
Principal Investigator(s):{INSERT NAME(S)}
Project Title: {INSERT TITLE}
Supporting Organizations: Global System for Analysis, Research and Training
(START),
Third World Academy of Sciences (TWAS)
United Nations Environment Programme (UNEP
I hereby certify that all information contained in this expense report is true and correct.
Signed:______Date: ______
(Duly authorized official of administering institution)
Signed:______Date: ______
(Principal Investigator)
Signed:______Date: ______
(Principal Investigator)
CASH ADVANCE INFORMATION AND REQUEST:
(All figures should be in US Dollars)
A.Amount of Previous Cash Advances:
(Please modify if there are two recipient parties)
Date: ______Amount: ______
Date: ______Amount: ______
Date: ______Amount: ______
Date: ______Amount: ______
Date: ______Amount: ______
Date: ______Amount: ______
TOTAL(1):______
B.Expenditures (by Reporting Period)
(Please modify if there are two recipient parties)
Total Expenditures for Period 01 Jan 2002 – 30 Jun 2002:______
Total Expenditures for Period 01 Jul 2002 – 31 Dec 2002:______
Total Expenditures for Period 01 Jan 2003 – 30 Jun 2003:______
Total Expenditures for Period 01 Jul 2003 – 31 Dec 2003:______
Total Expenditures for Period 01 Jan 2004 – 30 Jun 2004:______
Total Expenditures for Period 01 Jul 2004 – 31 Dec 2004:______
TOTAL(2):______
C.Total Cash-In-Hand:
(Please modify if there are two recipient parties)
=TOTAL(1) minus TOTAL(2):______
D.Total Estimated Expenses for Subsequent 8-Month Period:______
(for most projects, for remainder of project)
E.Total Cash Advance Requested (D. minus C.):______
(Please modify if there are two recipient parties)
Note: Please keep in mind that, according to the signed RGA, 20% of the 3rd year’s budget will be withheld until receipt and acceptance by AIACC of the final project report, final financial report, and a minimum of one manuscript that has been submitted for publication in a peer-reviewed journal. These items must be submitted within 4 months of the project completion date (for most projects, by April 30, 2005).