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Project Fee Invoicing
ARTEMIS Industry Association
ARTEMIS Industry Association is the association of R&D actors in the field of Advanced Research & Technology in EMbedded Information Systems in Europe. The association is the private partner in the ARTEMIS Joint Undertaking (ARTEMIS-JU) that issues the ARTEMIS Calls together with the EC and participating ARTEMIS Member States, whilst means:
> ARTEMIS Industry Association is dedicated to continuous support of the ARTEMIS-JU.
> ARTEMIS-JU tasks are programme management, production of the Call information, proposal evaluations, project monitoring etc.
> ARTEMIS Industry Association pays a substantial part of the ARTEMIS-JU operating costs, which is borne by the ARTEMIS Industry Association members and other participants in the projects.
The ARTEMIS-IA 'Variable Fee' for ARTEMIS-JU project participation
ARTEMIS Industry Association pays up to 20-30 M EURO and the European Commission pays up to 10 M EURO. ARTEMIS Industry Association finances their contribution to these costs through a 1.5% contribution fee, paid by project participants on their eligible project costs, the so-called: 'Variable Fee. See article 3.3 ARTEMISIA Supplementary Agreement_03 April 2007 (ASA).
Non-member project partners of ARTEMISIA will be invited by ARTEMIS Industry Association to become member or to voluntarily sign an ARTEMISIA Declaration of Acceptance (DoA) to pay the same 1.5% variable fee as the ARTEMIS-IA members do.
Note that the contribution fee of non-members in an ARTEMIS-JU project who do not sign a DoA has to be covered by the ARTEMIS Industry Association C-members in the project, as defined in the ASA. Please be aware of this.
To ensure that the contribution is borne fairly by all partners, we encourage you to ensure that all non-members partners in your project sign the DoA.
Invoice rules ARTEMIS-IA Variable Fee
An invoice of the variable contribution fee will be send in the first quarter of each year, except for the first year of a project (see: important remarks). In principle, the variable fee in a certain year is the amount of active days in that year divided by the total number of active days of the project, times 1,5% of the total eligible project cost. At the end of the project a (credit) invoice based on a post calculation will be issued.
Variables fees over project cost of a project starting in 'year n' with a total duration of M(T) days.
1) M(n) days in year n
2) M(n+1) days in year n+1
3) M(n+2) days in the year n+2
March year n: Advanced payment based on forecast: total eligible project cost over the years x M(n)/M(T)
March year n+1: Advanced payment based on forecast: total eligible project cost over the years x M(n+1)/M(T)
March year n+2 etc.
An example calculation of the variable contribution fee, for purpose of clarification only:
> Partner A: total eligible project cost: 700K Euro
> For partner A, the variable contribution fee is:
> After the project has ended: a final invoice (post calculation) based on total actual costs spend in the project will be made. This will be done within three months after reception of the confirmation from the Member State about the finally accepted total project cost of a partner.
>The invoices of the variable fee are addressed directly to the representatives of the partners in project consortia.
> Credit notes up to the 50 K EURO advanced payments of C members (yearly revenue>500 million EURO) will be
addressed to member-representatives of these C members. A credit note to a C member will be issued on decision of the Steering Board under the condition that all project partners belonging to that C member have paid their invoices to ARTEMIS Industry Association.
> The variable fee will only be invoiced after the Grant Agreement has been signed by the ARTEMIS-JU or the European Commission.
Additional Invoicing Rules
> The ARTEMIS JU has to deliver the actual cost data of the project partners. These data are delivered when:
- a project has ended
- a project partner has left the project
> The post calculation invoice of the variable fee is the final invoice for the project.
> The amount that is credited or invoiced is the difference between:
- 1.5 % of the Eligible Actual Costs (the realized eligible cost after termination of project (participation) on which the funding is based)
- 1.5 % of the Eligible Budgeted Costs (the agreed upon eligible cost after negotiation with the JU Office and before project start)
C-member share post calculation (Additional Contribution Fee):
> The C-member share for the non-paying non-DoA (or non-member) project partners is not post calculated.
> The C-member share is a yearly invoice and will be based on the situation within the project in December of the year of the invoice.
C-member share invoicing (Additional Contribution Fee ) for new C-members:
> In case a project partner becomes a C-member during a project, he is not invoiced for the C-member share of previous years, before the official start-date of his membership.
> Of course, the new C-member will be invoiced for the C Member share starting with the running calendar year.
Regarding new membership or signing of the DoA
> If a project partner signs a DoA or becomes an ARTEMIS-IA member during the execution of a project, the project partner is obliged to pay all the Variable Contribution Fee Invoices for active projects for the full duration of the project, including those of past years.
Detailed information on the ARTEMIS Industry Associaton and its ASA is available on the official documents website
Any questions and/ or concerns may be directed to the ARTEMIS Industry Association Office at +31 88 0036188 or firstname.lastname@example.org