Belarus

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3rd INTERREG IIIA North priorityLead Partner
Seminar
Reporting Procedures by Olga Smirnova Tacis
Expert for Russia BSR INTERREG III B Joint
Secretariat Riga
Belarus Denmark Estonia Finland Germany Latvia Lit
huania Norway Poland Russia Sweden
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REPORTING
The reporting procedure is described in art. 2
of the General Conditions

• Activity report description of the Action

• Financial report budget details for the Action

Interim report Provided by the projects exceeding
12 months and financing by the CA is more
than 100 000EURO (by the end of the 1st year)
Final report Provided by all projects (within 3
months after finalizing the project)
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INTERIM FINANCIAL REPORT
1. Summary table - INTERIM FINANCIAL REPORT -
template 2
2. Summary tables for Fees and Per Diems -
templates 4 and 5
3. Summary tables for budget headings 2,3,4,5 and
6template 6
4. Copies of supporting documents for Budget line
3 (Equipment and Supplies)
5. Presence sheets for participants of seminars,
conferences, workshops etc template 7
6. Copies of addenda and relevant correspondence
between your Organisation and the EC Delegation
related to approval of financial issues
7. Second bound copy of the whole package of
documents listed above
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1) Summary table INTERIM FINANCIAL
REPORT(template 2)
INCLUDES

• real total expenditure incurred including EC
• and your organisations (partner organisations)
  contribution
• and be as detailed as the contract budget
  breakdown

- eligible costs invoiced to your organisation
(partner organisations) only during project
implementation period

• if budget is changed through a contract
• addendum the latest figures are indicated under
• the column In contract

NB
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2) Summary tables for FEES and PER
DIEMS(templates 4, 5)

• Each project staff member must regularly fill in
  timesheets
• (template 3)

NB
A full-time working month consists of 22 working
days

• Per Diems are paid only to the project staff and
  experts
• of the project specified by article 1. Human
  Resources for each
• night spent on mission

NB
Per Diems accommodation (hotel) costs, meals,
local transportation (car rent, taxi), bed sheets
in the train and sundry expenses Per diems rate
cannot exceed the official rate set for the date
of the mission, which can be found at
www.europa.eu.int/comm/europeaid/perdiem/index_en.
htm

• Total of Timesheets for Fees (template 4) and
  PerDiems
• (template 5) is transfered into the heading
• Human resourses of the FINANCIAL REPORT

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3) Summary tables for budget headings 2,3,4,5
and 6(templates 6)
REQUIRED
- to summarize all relevant invoices and
receipts in tables

• to keep originals of the invoices and receipts
  for 7 years
• in your organization

- to transfer only the total per sub-heading to
the FINANCIAL REPORT
month of actual payment of an invoice or ticket
determines the exchange rate
NB

• exchange rates are available at
• http//europa.eu.int/comm/budget/infoeuro/files.ht
  m

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4) Copies of supporting documents for for
budget line 3(Equipment and Supplies)
- Copy of invoice - Copy of
invoice-facture - Copy of delivery notice
(???????? ?????????) (if appropriate) - Copy
of the document confirming the payment for the
equipment (copy of cash check, copy of payment
order)
OTHER
5) Presence sheets for participants of seminars,
conferences, workshops etc (template 7)
6) Copies of addenda and relevant correspondence
between your Organisation and the EC Delegation
related to approval of financial issues
7) Second bound copy of the whole package of
documents listed above
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FINAL FINANCIAL REPORT (1)
1. Summary table - FIANL FINANCIAL REPORT
template 2
2. Audit Certificate (Annex IV of the Contract)
for project in case of a grant of more than 100
000 EURO
3. Copies of timesheets of each Staff
member/Expert covering the whole period
(template 3)
4. Summary tables for Fees and Per Diems -
templates 4 and 5
5. Summary tables for budget headings 2,3,4,5 and
6 template 6
6. Copies of supporting documents for Budget line
3 (Equipment and Supplies)
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FINAL FINANCIAL REPORT (2)
7. Presence sheets for participants of seminars,
conferences, workshops etc template 7
8. Statement from your bank about interests
accrued from pre-financing paid by the EC
9. Copies of addenda and relevant correspondence
between your Organisation and the EC Delegation
related to approval of financial issues
10. Second bound copy of the whole package of
documents listed above
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2) AUDIT Certificate(Anex VI to the Grant
Contract)
PURPOSE
- to certify that the amount that you report is
correct
- to confirm that the amounts claimed by the
Beneficiary have actually and necessary been
incurred and each invoiced item has a valid and
original supporting document
- to confirm and attest the accuracy of your
Final Financial Report by signing each page of
the Financial Report Table and the Summary
Tables.
NB

• approved auditor who is a member of
  internationally
• recognized supervisory body for statutory auditing

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4) Copies of supporting documents for for
budget line 3(Equipment and Supplies)
- copy of invoice - copy of invoice-facture
- copy of delivery notice (???????? ?????????)
(if appropriate) - ?opy of agreement for
equipment purchase (if appropriate) - copy of
the document confirming the payment for the
equipment (copy of cash check, copy of payment
order)
ADDITIONALLY

• - certificate of origin for the equipment
• - tender documentation (if appropriate)
• transfer of ownership document (should be
  stamped and
• signed by both parties)
• if the equipments remain with the beneficiary -
  organization,
• then the accounting documentation confirming that
  
• the equipment is on the organizations balance
• should be provided.

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Contact Helen Flamme (EC Delegation in
Moscow) 7 495 721 20 00 Helen.Flamme_at_cec.eu.int
Olga Smirnova (JS in Riga) 371 735 73
69 www.bsrinterreg.net/3a olga.smirnova_at_bsrinterre
g3a.net