Business Support Good Practice in Hanse Regions

1
Business Support Good Practice in Hanse Regions

Administrative and financial Issues Henryk
Stasinski
Kick-Off Meeting Gdansk/Sopot, 19/05/2005
2
Business Support Good Practice in Hanse Regions

• Content of presentation
• Partner agreement
• Reporting
• Budget Issues
• Discussion

Kick-Off Meeting Gdansk/Sopot, 19/05/2005
3
Business Support Good Practice in Hanse Regions

Partner Agreements

• Agreements between Lead Partner and each Partner
• Based on subsidy contract for the implementation
  of the Hanse Passage Project Business Support
  Good Practice in Hanse Region
• Defines tasks and responsibilities
• Defines reporting and payments rules

Kick-Off Meeting Gdansk/Sopot, 19/05/2005
4
Business Support Good Practice in Hanse Regions
Reporting scheme

• Each Project Partner maintains the accounts for
  his expenditures.
• Each Project Partner sends every six-month the
  progress report including the audited financial
  report with the certificate of expenditure to
  Lead Partner.
• Lead Partner prepares consolidated progress
  report including audited financial report
• Lead Partner submits progress report and audit
  certificates from an independent auditor (in
  polish case Ministry of Economy) to Joint
  Technical Secretariat every six months.
• Paying Authority effects payments to the LP and
  LP effects payments to partners.

Kick-Off Meeting Gdansk/Sopot, 19/05/2005
5
Business Support Good Practice in Hanse Regions

• Special points of attention on reports
• Calculation on Staff costs based on
• Authorised time registration sheets
• Real salary costs
• Not including overhead costs (administration
  costs)
• Expenditures actually incurred and paid within
  the reporting period can be reported
• Deadlines 1 February and 1 August !!!
• Auditing intructions for auditors about the
  auditor protocol and guidelines
• VAT only not recoverable VAT are eligible costs

Kick-Off Meeting Gdansk/Sopot, 19/05/2005
6
Business Support Good Practice in Hanse Regions

Budget Issues
Kick-Off Meeting Gdansk/Sopot, 19/05/2005
7
Business Support Good Practice in Hanse Regions

• Staff costs
• Personal costs including salary, tax, employers
  contribution for national security, etc.
• Must be based on documents such as Timesheets,
  pay/salary lists
• Administration costs
• All direct general costs paid to external
  providers (office, rent, mail, fax, copying costs
  etc)
• Indirect general costs (related to the
  operational activities, based on real costs)

Kick-Off Meeting Gdansk/Sopot, 19/05/2005
8
Business Support Good Practice in Hanse Regions

External expertise Costs based on contracts and
invoices to service providers who are
sub-contracted to carry out a certain task of the
operation (f.e. audit of the operation Public
procurement rules must be observed Travel and
accomodation costs The most economic way of
transport must be used Please save the boarding
passes, invoices of the travel agency and proof
of actual payment
Kick-Off Meeting Gdansk/Sopot, 19/05/2005
9
Business Support Good Practice in Hanse Regions

Meetings and events Costs related to the
organisation of meetings paid on basis of
contracts with invoices from external providers
(renting of premises and equipment, printing,
etc.) Public procurement rules must be
observed Presence lists of meeting must be kept
Promotion costs Press releases, leaflets,
brochures, newsletters, Public procurement
rules must be observed

Kick-Off Meeting Gdansk/Sopot, 19/05/2005
10
Business Support Good Practice in Hanse Regions

Investments Only small investments are allowed
(computer equipment, printers, ) that will be
used during the time of operation Public
procurement rules must be observed
Kick-Off Meeting Gdansk/Sopot, 19/05/2005
11
Business Support Good Practice in Hanse Regions
Budget

Kick-Off Meeting Gdansk/Sopot, 19/05/2005
12
Business Support Good Practice in Hanse Regions


Henryk Stasinski Phone [phone] E-mail
henryk.s_at_swp.gda.pl
Kick-Off Meeting Gdansk/Sopot, 19/05/2005