INTERREG IIIC

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Financial handbook INTERREGIIIC Hanse Passage
Version 2.1. Province of Groningen June 2005
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• Guidance specially made for
• Lead partner Groningen
• Cluster lead partners
• Project lead partners
• Website www.hanse-passage.net

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• Contents of this presentation
• Overall Program budget
• Financial procedures and responsibilities PLP
• Special points of attentions on reports
• Reporting and paying structure Project Leaders
• Useful appendixes
• Short explanation of the Budget lines
• Tailor made report

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Budget Programme management Prov. Groningen
1.406.500
Budget Clusterlead Partner Bremen 583.700
Budget Clusterlead Partner Drenthe/Riga
583.700
Budget Clusterlead Partner Niedersachsen
583.700
Budget for Projects Cluster A 1.841.913
Budget for Projects Cluster B 1.841.913
Budget for Projects Cluster C 1.841.913
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• Financial procedures and responsibilities for
  Project lead partners
• Manual for PLP(app.16)
• Progress report
• The report has to be prepared every six months
  by the PLP.
• On 1 February Covering reporting report
  from July to December
• On 1 August Covering report from January
  to June.
• Tailer made report on contents and finance.
• Guidance on the report model.(app.19)
• Every half year the lead partner(Groningen) will
  provide the tailor made report.

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• Financial procedures and responsibilities for
  Project lead partners
• First possibility 1 of Februari 2006
• covering expenditures 29 September 2005 till
  December 2005.
• preparation costs
• Audited by external auditor.
• Documents have to be retained at least untill
  2011

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• Special points of attention on reports.
• Calculation of Staff costs based on
• - authorised time registration sheets
• - real salary costs
• - not including overhead costs(Administration
  costs)
• Expenditure actually incurred and paid within
  the reporting period can be reported.
• please comply with the deadlines 1 February and
  1 August.
• Auditing - Please instruct your auditor about
  the auditor protocol and guidelines in appendix 4
• VAT Only not recoverable VAT are eligible
  costs.

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• Expenditure has to be reported in EUROs
• Using the rate as set by the Commission on its
  website during the month sending out the report
  or declaration. http//europa.eu.int/comm/budget/i
  nforeuro/en/catalog.htm

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Reporting structure Projects
Paying Structure Projects
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• Useful appendixes
• Appendix 13
• Overview of applicable norms(EU-regulations)
• Budget tables (specification budgetlines)

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Budget lines

• Staff costs
• personnel costs for partners of the operation
• salary, tax, employers contribution for social
  security in accordance with national legislation
• based on real costs (actual salary rate)
• certified on the basis of documents like
  contracts, time sheets, salary sheets(app. 14)
  and other documentation of payments

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Calculation of Staff Costs (example) hours spent
on project activities (see time sheet)
120 Employees gross salary EUR
50,000.00 Employers contribution EUR
25,000.00 total costs EUR 75,000.00 hours
worked per year (226 days x 7,5 h) 1700h
hourly rate total costs/hours worked per year
EUR 44.12 staff costs to be reported hourly
ratehours spent EUR 5,294.12
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BUDGET LINES

• Administration Costs can include
• Photocopying
• Mailing
• Telephone, fax and INTERNET costs
• Heating, electricity
• Office furniture, maintenance
• other administration expenditure necessary for
  the
• succesful completion of the project

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• Direct Administration Costs
• Directly identified belonging to the project
• Indirect Administration Costs
• Calculated on a pro rata basis charged to the
  project to the extent that they represent a fair
  apportionment of the organsiations
  administration costs and have been necessary for
  the succesful completion of the project.
• Must be verified by an auditor.

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BUDGET LINES

• 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.

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BUDGET LINES

• Travel and accommodation costs.
• Have to be calculated in accordance with the
  existing national/internal rules of the LP
  and partner organisation
• based on actual costs
• General rule The most economic way of
  transport must be used.
• Please save the boarding passes, invoices of
  the travel agency and the proof of actual
  payment(f.e. a copy of your credit card)

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BUDGET LINES

• Meeting and events.
• Costs related to the organisation of meetings
  paid on basis of contracts with and invoices from
  external providers(renting of premises and
  equipment, printing etc)
• Public procurement rules must be observed.
• Please provide presence lists of all your
  meetings

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BUDGET LINES

• Promotion costs.
• Press releases, leaflets, brochures, newsletters
  a.s.o.
• Public procurement rules must be observed.

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BUDGET LINES

• Investments.
• Only small investments are allowed(computer
  equipment, printers) that will be used during the
  time of the operation.
• Public procurement rules must be observed.

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• Report Tailor made
• Financially
• On contents (Angelika Trochimiak)
• Conformation by lead partner
• Conformation by Independent Auditor

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Thanks for your attention! Johnny
Riekert Province of Groningen Telephone
0031-50-3164631 E-mail j.p.riekert_at_provinciegroni
ngen.nl