EU INTERREG IIIB Programme Alpine Space 4th Call for proposals Lead Partner Seminar Salzburg, April

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EU INTERREG IIIBProgramme Alpine Space 4th
Call for proposals Lead Partner
SeminarSalzburg, April 3rd 2006
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Agenda

• 10.30 10.45h Opening of the seminar
• 10.45 13.00h Parallel Sessions
• Work Group 1 Contractual arrangements,
  reporting obligations, financial control
• Work Group 2 Final report
• 13.00 - 14.00h Lunch Break
• 14.00 - 15.00h Exchange of Experiences
• 15.00 - 16.00h Networking Get to know the
  others
• 16.00 Possibility for individual
  consultations, end of seminar

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Contractual Arrangements
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Time schedule for contractual arrangements

• April 21st 2006 submission of photocopy of signed
  PA to MA
• April/May 2006 preparation of subsidy contract by
  LP and MA
• May 12th 2006 Signature of subsidy contract

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Contractual Arrangements
European Commission
Regulations
Managing Authority/Paying Authority
JTS
Subsidy Contract
Lead Partner
Partnership Agreement
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Partnership Agreement Minimum Content acc. to
Model Contract

• Contributions of Partners to the project
• Obligations of Lead Partner and Project Partners
• Project Steering Group
• Responsibilities of LP and PP
• Request for Payments
• Audits
• Change/Loss of Partners

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Subsidy Contractstandardised contract, main
elements

• Funding of the project
• Requests for payments
• Project changes (partnership, budget shifts)
• Obligations of the Lead Partner
• Audit rights
• MAs rights of withdrawal from contract

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Reporting obligations
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Financial flows and reporting obligations
European Commission
Managing Authority/Paying Authority
JTS
progress report and certifications
Partner State
Lead Partner
1st level control
services, invoices
payment
ERDF-funding national funding
Subcontractor
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Periodical and Final Progress Reports
Managing Authority/Paying Authority
5. JTS verifies the plausibility of the reported
activities and expenditure
6. MA checks and approves the progress report
Joint Technical Secretariat/MA
4. LP submits aggregated activity, financial and
IP report
7. PA releases ERDF funds
Lead Partner
3. PPs submit activity and financial report
1. LP and PP report expenditure
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Documents to be submitted

• Activity, financial and IP report (incl.
  certifications of expenditure)
• originals per post to MA
• per E-Mail to MA and JTS
• One copy of each publication produced (brochures,
  leaflets, articles, CD-ROM)
• per post to the JTS

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Reporting deadlines requirements

• Refer to your Subsidy Contract
• Requests for postponement refer to the
  guidelines sent out by the JTS
• Submit the complete reporting package at once!
• Two steps submission for the original
  certification is not possible
• Monitoring role of the LP essential

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Activity Report

• Use the provided forms and do not modify them!
  Compatibility with the Monitoring System
• Section 3.1 Time schedule
• insert crosses, no shading or colour
• coherence with the deviation indicated in
  section 3.2
• Section 3.2 Work Packages
• Not more than 1 page per WP / no supplementary
  cells
• Report activities from the referring reporting
  period only
• Indicate which partner did what
• Coherence with AF and PA
• Synthetic but precise
• WP accumulated results only the most relevant

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Activity Report

• Sections 3.3 / 3.4 outputs and result indicators
  refer to those defined in AF section 3.1.5
  Indicate only those achieved during the reporting
  period
• Section 3.5 Outlook proceed with an overview WP
  per WP
• Do not hesitate to report problems and failures!
• Further information requests by JTS answer by
  updating the report no side letter!

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Financial Report

• Check the accounting period in the CoE and report
  under the corresponding section in FR
• If the CoE covers 2 reporting periods, distribute
  the amount accordingly (current / correction)
• Totals of sections PPs (EU non EU), CC and WP
  must be the same
• Monitor the budget exhaustion of all PP, CC and
  WP - if not coherent with AF provide explanation
  
• For CTA distribute the shares among the partners
  according to the table in the CoE

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Information and Publicity
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Why to implement IP measures

• To ensure greater transparency in the use of
  public funds.
• To increase awareness of the joint action of the
  European Union in partnership with the Member
  States in supporting financially the project
  activities.
• To inform on EU-funded project activities and
  disseminate results and best practices

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Hints for implementing IP measures

• Use the Joint AS/EU logo and include the mention
  of the co-funding (through ERDF)
• The presence of the EU logo is always mandatory
  when the national/local emblem is portrayed
• The languages used in the publication must be the
  ones related to the partnership in any case use
  the principle of target-tailored communication
  and good sense
• Indicate in the publication the contact
  references where to get information on the
  Programme

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First Level Control
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The First Level Control

• Any expenditure related to a project will be
  certified by a responsible national authority or
  private institution authorised to do so. (first
  level control)
• The certification of expenditure / the first
  level control shall confirm
• the delivery of the products and services
  co-financed,
• the reality and eligibility of expenditure
  claimed and
• that national and community rules, especially
  Commission Regulation (EC) 448/2004, have been
  respected.

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The first level control in the single Member
States

• Austria
• depending on the type of national co-funding
  different rules for first level control
• France
• the public authority that is responsible for the
  evaluation of the project carries out the first
  level control
• Germany
• depending on the type of national co-funding
  different rules for first level control
• Italy
• the first level control is carried out by an
  independent external auditor selected by the
  Italian Ministry of Infrastructures and Transport
• Slovenia
• depending on the type of national co-funding
  different rules for first level control

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Implementation of the first level control

• Which documents have to be submitted?
• Receipted invoices
• Accounting documents of equivalent probative value

• What has to be checked?
• 100 of the project costs indicated for the
  respective Project Partner in table 8.2 of the
  application form independent from the co-funding
  rate

• What kind of expenditure is eligible?
• Regulated by Commission Regulation (EC) No
  448/2004
• Detailed in the flc manual

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FLC - MANUAL

• Legal basis
• Project implementation and ERDF co-funding
• The first level control
• Description of the organisation in the single MS
• Implementation of the first level control
• Which documents have to be submitted?
• What has to be checked?
• What kind of expenditure is eligible?
• How to handle revenues?
• What has to be done after finishing the control?

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Some hints as regards the flc

• Staff
• time sheets including description of work
  performed
• calculation based on actual costs
• External experts
• clear contracts
• invoices addressed to PP and referring to the
  project
• General expenses
• calculation based on actual and eligible costs
• IP measures
• logos and hint on ERDF co-funding
• Revenues
• to be deducted from the expenses

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