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FLOODMED: Monitoring, forecasting and best practices for FLOOD mitigation and prevention in the CADSES region

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FLOODMED: Monitoring, forecasting and best practices for FLOOD mitigation and prevention in the CADSES region INTERREG IIIB CADSES FINANCIAL MANAGEMENT – PowerPoint PPT presentation

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Title: FLOODMED: Monitoring, forecasting and best practices for FLOOD mitigation and prevention in the CADSES region


1
FLOODMED Monitoring, forecasting and best
practices for FLOOD mitigation and prevention in
the CADSES region
INTERREG IIIB CADSES
  • FINANCIAL MANAGEMENT
  • KLIO MONOKROUSOU
  • Physicist, Environmental Technology MSc National
    Technical University of Athens (NTUA)

FLOODMED Kick off meeting 15-16 June 2006 Athens
Greece
2
FLOODMED Monitoring, forecasting and best
practices for FLOOD mitigation and prevention in
the CADSES region
INTERREG IIIB CADSES
  • Outline
  • Eligibility of expenditure
  • The Budget Lines
  • Documentary evidence
  • First level control

FLOODMED Kick off meeting 15-16 June 2006 Athens
Greece
3
FLOODMED Monitoring, forecasting and best
practices for FLOOD mitigation and prevention in
the CADSES region
INTERREG IIIB CADSES
  • 1. Eligibility of expenditure (1)
  • Reasonable and in compliance with the general
    principles of sound financial management
  • Take place within the EU-territory (Exception
    Travel Accommodation costs can take place in
    Non-EU countries of the project)
  • Necessary to carry out the project expenditure as
    stipulated in the approved Application Form

FLOODMED Kick off meeting 15-16 June 2006 Athens
Greece
4
FLOODMED Monitoring, forecasting and best
practices for FLOOD mitigation and prevention in
the CADSES region
INTERREG IIIB CADSES
  • 1. Eligibility of expenditure (2)
  • The eligibility rules described in the
    Commission Regulation (EC) No. 448/2004 cover the
    following topics
  • Expenditure actually paid out within the duration
    of the project (03/2006-04/2008)
  • Expenditure recorded in the beneficiarys
    accounts or tax documents, identifiable and
    controllable
  • Financial and other charges and legal expenses
    (e.g. external auditors)
  • Purchase of second-hand equipment

FLOODMED Kick off meeting 15-16 June 2006 Athens
Greece
5
FLOODMED Monitoring, forecasting and best
practices for FLOOD mitigation and prevention in
the CADSES region
INTERREG IIIB CADSES
  • 1. Eligibility of expenditure (3)
  • Purchase of land
  • Purchase of real estate
  • Leasing
  • Venture capital loan funds
  • Guarantee funds
  • VAT

FLOODMED Kick off meeting 15-16 June 2006 Athens
Greece
6
FLOODMED Monitoring, forecasting and best
practices for FLOOD mitigation and prevention in
the CADSES region
INTERREG IIIB CADSES
  • 2. Budget Lines (1)
  • BL 1. Project Co-ordination Project
    Preparation Co-ordination costs comprise
    administrative costs that accrue in relation to
    the overall management of the project
  • Preparatory costs can be charged to the project
    up to 2 of the overall budget project, in any
    case not more than 20.000

FLOODMED Kick off meeting 15-16 June 2006 Athens
Greece
7
FLOODMED Monitoring, forecasting and best
practices for FLOOD mitigation and prevention in
the CADSES region
INTERREG IIIB CADSES
  • 2. Budget Lines (2)
  • BL 3. Meetings Conferences
  • The rental of the venue, rental of equipment,
    documents, translators and interpreters and meals
    if not covered by daily allowances

FLOODMED Kick off meeting 15-16 June 2006 Athens
Greece
8
FLOODMED Monitoring, forecasting and best
practices for FLOOD mitigation and prevention in
the CADSES region
INTERREG IIIB CADSES
  • 2. Budget Lines (3)
  • BL 6. External expertise and audit
  • Subcontracting of external staff, speakers for
    workshops, trainers, web designer, studies,
    services, etc. Subcontracting between Project
    Partners is not eligible. It is possible to hire
    a subcontractor originating from a non ERDF
    country
  • BL 7. Others
  • Any other costs, which do not fit under any of
    the other headings, should be fully detailed
    (description, number of units, unit rate)

FLOODMED Kick off meeting 15-16 June 2006 Athens
Greece
9
FLOODMED Monitoring, forecasting and best
practices for FLOOD mitigation and prevention in
the CADSES region
INTERREG IIIB CADSES
  • 3. Documentary evidence
  • Programme invoices must
  • (a) bear the acronym of the project, the code,
    the name of the programme
  • (b) contain a clear description of the service
    or goods purchased and
  • (c) correspond to payments definitely and
    genuinely borne by the beneficiary.
  • Accounting records, relevant files and documents
    concerning the project are to be kept for the
    period of at least three years from the last
    payment

FLOODMED Kick off meeting 15-16 June 2006 Athens
Greece
10
FLOODMED Monitoring, forecasting and best
practices for FLOOD mitigation and prevention in
the CADSES region
INTERREG IIIB CADSES
  • 4. First level control (1)
  • Each EU PP (ERDF) has his invoices checked and
    certified by his respective first level control
    body.
  • Standard Form (see www.cadses.net)!!
  • The certifier issues a certification of
    expenditure
  • The LP will therefore collect only the
    Certifications of Expenditure sent by each PP and
    will submit the overall payment request to the
    Managing Authority.
  • The same applies to the beneficiaries of the
    external funds (Non-EU PP)

FLOODMED Kick off meeting 15-16 June 2006 Athens
Greece
11
FLOODMED Monitoring, forecasting and best
practices for FLOOD mitigation and prevention in
the CADSES region
INTERREG IIIB CADSES
  • 4. First level control (2)
  • Documents necessary for the 1st level control
    body are
  • (a) Invoices
  • (b) Documents to justify the payment of the
    expenses
  • Standard Form (Contact Certifying Authority)!
  • National provisions may differ your local
    CADSES representative will be of help (Local
    Contact Points)

FLOODMED Kick off meeting 15-16 June 2006 Athens
Greece
12
FLOODMED Monitoring, forecasting and best
practices for FLOOD mitigation and prevention in
the CADSES region
INTERREG IIIB CADSES
  • 4. First level control (3)
  • EXAMPLES
  • Travels must be backed by tickets testifying not
    only that the cost was incurred, but also that
    the person entitled did travel.
  • For the Meeting Costs invitations, agenda,
    e-mails etc are necessary to be submitted.
  • Personnel cost should be calculated on the hourly
    cost per each staff member working on the
    project.
  • The value of internal hours should be backed by
    supporting documents (time sheets, payslips, etc.)

FLOODMED Kick off meeting 15-16 June 2006 Athens
Greece
13
FLOODMED Monitoring, forecasting and best
practices for FLOOD mitigation and prevention in
the CADSES region
INTERREG IIIB CADSES
  • 5. Payment Claim (1)
  • Procedure
  • Each project partner has to provide the LP with
    his Certification of Expenditure according to the
    first-level control guidelines.
  • The LP has to collect the Certifications of
    Expenditure and all other documents needed for
    the Payment Claim
  • The original Payment Claim will be sent to the
    Managing Authority in Rome to be validated.
  • The MA itself gives a mandate to Paying Authority
    for ERDF reimbursement to the LP and the PA
    transfers ERDF funds on the LP account.
  • The LP will manage the internal allocation of
    ERDF funds among the project partners.

FLOODMED Kick off meeting 15-16 June 2006 Athens
Greece
14
FLOODMED Monitoring, forecasting and best
practices for FLOOD mitigation and prevention in
the CADSES region
INTERREG IIIB CADSES
  • 5. Payment Claim (2)
  • The Payment Claim consists of
  • Demand for reimbursement of expenditures (LP)
  • Description of Incurred Expenditures (LP)
  • Certifications of Expenditure as foreseen in the
    Application form approved (one per each PP)
  • Deadlines
  • There are 4 deadlines per year to submit the
    Payment Claims to the MA in Rome
  • April 1st - July 1st - October 1st
    - December 1st

FLOODMED Kick off meeting 15-16 June 2006 Athens
Greece
15
FLOODMED Monitoring, forecasting and best
practices for FLOOD mitigation and prevention in
the CADSES region
INTERREG IIIB CADSES
  • 6.    Exchange rates
  • Cost claims must be expressed in Euro. The PP
    located in countries outside of the Eurozone are
    required to convert their costs in local currency
    into Euro.
  • Here we suggest some methods
  • Use the exchange rate of the very day the cost
    was incurred
  • Use an average exchange rate, e.g. for the period
    covered by the cost claim, provided by some
    official financial or banking institution
  • Use the exchange at some fixed dates (e.g. 30/6
    and 31/12)
  • In any case, the system chosen should be used
    for the whole duration of the project and should
    be clearly and quickly demonstrable.

FLOODMED Kick off meeting 15-16 June 2006 Athens
Greece
16
FLOODMED Monitoring, forecasting and best
practices for FLOOD mitigation and prevention in
the CADSES region
INTERREG IIIB CADSES
  • Thank you for your attention!

FLOODMED Kick off meeting 15-16 June 2006 Athens
Greece
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