Transcript Slide 1

Twinning Manual 2009 – New
procedures, new templates, preparing
and amending Twinning Contracts
DG Enlargement – Unit D4
February 2010
Application of Manual 2009
• Applies for all the Twinning Projects whose
notification of the selection was done after
the 15th of September 2009.
TW Manual 2009 – Main Changes
New definition of geographical areas for the authorisation of
a possible third assignment for RTA's: art 2.2
The geographical areas for the authorisation of a possible third assignment for RTA's, in case the
conditions are met, are redefined, reflecting the changed situation in the Enlargement context. There are
now five different areas:
(i)
12 countries of the 5th Enlargement,
ii)
Candidate countries,
(ii)
Potential candidate countries
(iii)
Southern Mediterranean region and
(iv)
Newly independent States
Approval of the contract under ENPI: art 3.9.2
The approval of the contract has been delegated to four countries in the South: Morocco, Tunisia, Jordan
and Egypt and to one country in the East: Ukraine.
New terminology used for "legal duration": art 4.2 and
Annex A "Special conditions" of the Twinning Manual.
To be in line with the "Special conditions" of a grant contract as outlined in the Practical Guide, the "legal
duration" is defined as the "execution period" and the duration of the work plan is defined as the
"implementation period of the Action".
Harmonisation of the rule for study visits by BC officials to
MS under IPA: art 5.7.2
Costs for travel by BC officials from their capitals to a MS or between MS under IPA costs have to be
carried by the BC administration as co-financing.
Uplift of the ceiling for supply of services has been
incorporated in the manual: art 7.6
The uplift of the ceiling for the supply of services under a Twinning contract to € 10.000 per budget item
has been incorporated in the Twinning Manual.
Twinning Review Missions: art 9.2.2
The objective of these Twinning Review Missions are the assessment of the sustainability of the Twinning
project's results and the long term impact on the project's objectives and dissemination of good practice via
a database of Twinning Review Mission reports.
Uplift of the ceiling for visibility costs: art 9.4
The ceilings for visibility costs in Twinning projects have been raised to € 5000 for projects up to €
1.000.000 and to € 10.000 for projects over € 1.000.000.
Model Expenditure Verification Report: Annex A6 of the
Twinning Manual.
To be in line with the "Model Expenditure Verification Report" of a grant contract as outlined in the
Practical Guide, Annex A6 has been thoroughly reviewed.
Selection fact Sheet for IPA has been refined: Annex C 7
In order to improve the quality of the feedback to successful and non-successful bidders, the selection Fact
Sheet for selections under IPA has been modified. A proposal can now receive the score "adequate",
"partly adequate" or "non adequate" for each of the different criteria, and there is more room for
comments.
Templates for Side Letters and Addenda: Annexes C 12,
C13 and C 14
Following several requests from Twinning partners and other users of the Manual, optional templates for
side letters and addenda to Twinning contracts and instructions for their preparations have been added in
new annexes to the manual.
Special Conditions
New terminology used for "legal duration": art 4.2
and Annex A "Special conditions" of the Twinning
Manual.
To be in line with the "Special conditions" of a grant contract as outlined in the Practical Guide,
the "legal duration" is defined as the "execution period" and the duration of the work plan is
defined as the "implementation period of the Action".
Study Visits
Harmonisation of the rule for study visits by BC
officials to MS under IPA: art 5.7.2
Costs for travel by BC officials from their capitals to a MS or between MS under IPA costs
have to be carried by the BC administration as co-financing.
Ceiling for supply of services
Uplift of the ceiling for supply of services has been
incorporated in the manual: art 7.6
The uplift of the ceiling for the supply of services under a Twinning contract to € 10.000 per
budget item has been incorporated in the Twinning Manual.
Ceiling under Manual
2007 was updated by
Letter
Twinning Review Missions
Twinning Review Missions: art 9.2.2
The objective of these Twinning Review Missions are the assessment of the sustainability of the
Twinning project's results and the long term impact on the project's objectives and
dissemination of good practice via a database of Twinning Review Mission reports.
TEST TO BE DONE !!!
Ceilings for visibility costs
Uplift of the ceiling for visibility costs: art 9.4
The ceilings for visibility costs in Twinning projects have been raised to € 5000 for projects up
to € 1.000.000 and to € 10.000 for projects over € 1.000.000.
Model Expenditure Verification Report
Model Expenditure Verification Report: Annex A6 of
the Twinning Manual.
To be in line with the "Model Expenditure Verification Report" of a grant contract as outlined
in the Practical Guide, Annex A6 has been thoroughly reviewed.
Selection Fact Sheets
Selection fact Sheet for IPA has been refined: Annex
C7
In order to improve the quality of the feedback to successful and non-successful bidders, the
selection Fact Sheet for selections under IPA has been modified. A proposal can now receive
the score "adequate", "partly adequate" or "non adequate" for each of the different criteria, and
there is more room for comments.
Addenda / Side Letter Templates
Templates for Side Letters and Addenda: Annexes C
12, C13 and C 14
Following several requests from Twinning partners and other users of the Manual, optional
templates for side letters and addenda to Twinning contracts and instructions for their
preparations have been added in new annexes to the manual.
Lisbon Treaty
• As a consequence of the Lisbon Treaty,
some denominations will have to be
changed in some templates.
TWINNING CONTRACT
TWINNING CONTRACT
•
The formal commitment made by a MS will be
in the form of a ‘Twinning Contract’. This
constitutes the contractual framework for
implementing the Twinning project and
specifies the obligations of both administrations
in the MS and the BC
•
Twinning contract is a Grant contract
COMPOSITION OF THE CONTRACT
Special Conditions
Annex I: Description of the Action + Work Plan
Annex II: General Conditions for EC financed
grant
contracts for external actions
Annex III: Budget for the Action
Annex IV: Contract – award procedures
Annex V: Standard request for payment and FIF
Annex VI: Model Expenditure Verification Report
Annex VII: Special Financial Annex
Annex VIII:
Mandates (if consortium + intra
consortium agreement)
CONTRACTING AUTHORITY (CA)
• Twinning partners should always refer to the Contracting
Authority for financial and contractual issues
• The CA can be either the Commission (for centralized
programmes) or the CFCU (DIS)
CONTRACT SPECIAL CONDITIONS
• Article 2 – Execution and Implementation period
of the Action (legal and work plan duration)
• Article 4 - Technical and financial reporting and
payment arrangements
ANNEX I Description of the Action + WP
• Detailed work plan with clear benchmarks to
allow for close monitoring of progress towards
the final results
• Drafting Twinning contract and work plan must
be a joint MS/BC exercise
• A work plan consists of a sequence of activities
which together constitute a strategy aimed at
achieving the results
ARTICLE 3 MANDATORY RESULTS
(OUTPUTS)
• Concrete operational results
• ‘mandatory results’ should be limited, welldefined, measurable and precise institutional
targets
• Achievements of mandatory results should be
maintained after the end of implementation,
disseminated and consolidated
MANDATORY RESULTS
(OUTPUTS)
Intervention
logic
Overall
Objective
Project Purpose
Mandatory
Results
(Components)
Activities
Benchmar
ks
Sources of
information
Assumptions
(external to
project)
ARTICLE 4. TASKS (INPUTS)
Method
- Brief description of activity (What will happen: MS STE
mission, study visit, training, consultation, etc), how will it
be implemented, by whom (clear share of responsibility
MS/BC) and when
Resources
- MS Human Resources (Number of experts and man /
days)
- Beneficiary Administration Human Resources (No. of
people and their home institutions)
- Other resources (translation, interpretation, training
materials)
ARTICLE 5. RISKS
Internal conditions related to the project that
must be fulfilled in order to guarantee its
success
ARTICLE 6. SCHEDULE
Project Month
Component 1
Activity 1.1
Activity 1.2
Activity 1.3
Component 2
Activity 2.1
Activity 2.2
Activity 2.3
1
2
3
4
5
6
7
8
9
1
0
11
12
ARTICLE 7 RESOURCES
• 7.1. Human Resources
– 7.1.1. Member State(s)
– 7.1.2. BC
– 7.1.3. Curricula Vitae
• 7.2. Material Resources
• 7.3. Indicative Budget
ARTICLE 8 MANAGEMENT AND
MONITORING
• 8.1. Language
• 8.2. Project Steering Committee
• 8.3. Reporting
ARTICLE 9 Twinning Review Missions
• Each project can be followed, 6 to 12 months
after its finalisation, by a Twinning Review
Mission
• This mission aims at reporting whether
sustainable impacts or spin offs have been
observed after Twinning project finalisation.
• Twinning Review Missions are organized and
financed by TAIEX instrument
ANNEX A3 BUDGET
• The Twinning budget is presented in the format
of an activity based budget apart from the RTA
related expenditure and other general budget
items.
• Expenditures listed in the budget must
correspond to the activities listed in the work
plan
• The budget is signed and initialed by both MS
and BC Project Leaders
ELIGIBLE COSTS
• RTA salary, allowances (as per chapter 5.3 and
Annex B), training, Assistant
• Project preparation (chapter 5.2.1)
• Project Leader (fees, travel, visibility costs and
audit certificate (chapter 5.4)
• Experts per activity (fees, travel, per diem, local
travel)
ELIGIBLE COSTS (2)
• “Management Costs”: 150% on all fees
• Translation – Interpretation
• Training in BC – Training in MS
Expenditure verification report costs
(for instance 4000-6000 €)
Procurement of Supplies / Services
• Contingencies (2,5%)
NON-ELIGIBLE COSTS
• Costs of STE/PL working in the MS and
backstopping costs are covered by project
management costs
• Travels to MS for BC officials
• Large scale equipment
• Operational costs of BC (Office space,
telephone, fax, photocopiers, secretarial
support, etc.)
• MS STEs monitoring visits
• VAT
RTA COSTS
Salary, benefits, allowance




Salary and non-wage labour costs
6% of salary and non-wage costs
Subsistence allowance (50% of rate for days spent in BC)
Health insurance RTA + spouse (max. €200 / €100 children)
Accommodation
 Per diem allowance for first 30 days (RTA + spouse/children)
 Accommodation
 Estate agent fees (max 2 months’ rent – one month sufficient)
RTA-RELATED COSTS
Travel
 Travel to and from place of duty
 Removal and storage + annual trip home for RTA +
spouse/children
OR:
 monthly return trips home for RTA
Other RTA costs
 School fees (max. €12,000 p.a.)
 RTA training in Brussels (3 per diems plus return flight to
Brussels)
 Assistant (max. per BC)
PROJECT LEADER COSTS
The Project Leader is required to spend at least 3 days in BC every
quarter






Project leader fees and 150% management costs
Airfares
Per diems
Translation of reports etc.
Interpretation
Final audit costs
Management of Logistics and Accounting are provided by the MS
administration (and Partner MS) and covered out of the
Management Costs (no additional cost to the contract)
CONTRACT PREPARATION
COSTS
Refundable upon endorsement of Contract for trips during the period up
to 6 months following notification of selection
Projects < 1 M€
Projects > 1 M€
Project Leader and RTA
Project Leader and RTA
 6 flights
 9 flights
 20 per diems
 30 per diems
 20 fees
 30 fees
 Flat rate 150%
 Flat rate 150%
VISIBILITY COSTS
Funds for the printing of posters, banners and other items promoting the
activities and acknowledging the funding source (EU)
Projects < 1 M€
5 000 euro
Projects > 1 M€
10 000 euro
The funding source (EU) must be acknowledged on all documents,
products and at events within the project.
As a minimum, the EU logo should be displayed
OTHER COSTS IN BC
Fees of short-term experts
Management costs (150% of fees)
Per diems for STEs (per night, no halves)
Airfare (economy)
Local travel (max. €50)
Translation (for instance €15 - €45 per page)
Interpretation (for instance max. €300 per day)
Interpretation away (for instance max. €400 per day)
COSTS COVERED BY BC
 Office space for RTA and assistant
 Telecommunications (phone, fax)
 Computer, including e-mail access, printer
 Office supplies
 Secretarial assistance
 Meeting and seminar venues
 International travel for BC staff
 BC experts
COSTS IN MS
Per diems for BC participants
Interpretation (for instance max. €300 per day)
Incidental fee 10€ per MS participant
NB: Hiring a BC interpreter is recommended if the cost for per diems
and travel is lower than the cost of hiring a local interpreter
SHORT TERM EXPERTS FEES
PUBLIC ADMINISTRATION
€ 250
Civil servants
MANDATED BODY
Class 1 expert
(Minimum 3 years of relevant experience)
€ 250
Class 2 expert
(Minimum 8 years of experience, work in non-EU countries)
€ 350
Class 3 expert
(Minimum 15 years of experience, high-level staff)
€ 450
PRIVATE SECTOR INPUTS
• Supply of Goods: Limited to € 5000 for each TW
project
• Supply of Services: Limited to € 10000,
• In both cases a single tender procedure is
managed by a MS PL.
Seminars, Training, Traineeships and
workshops
In the Beneficiary Country
• TW mainly provides for experts from MS, possibly also
documentation, interpretation and transport for on-site visits
• Facilities, equipment, transport of BC staff, refreshments should be
provided by the BC
In the Member State
• BC covers transport costs of staff from BC to MS, per diems for BC
trainees are allowed. Costs for MS expert fees cannot be added,
(they are deemed to be included in the TW management costs)
• Small incidental costs can be charged with a lump sum (max 10
EUR per trainee/day)
• Special rules for traineeships, fees for training
IMPLEMENTATION AND
REPORTING
REPORTING REQUIREMENTS
• Interim Quarterly Reports
• Final Report
REPORTING REQUIREMENTS
• Reports shall consist of a content section and a
financial section
• RTA is responsible for submitting them to the
concerned authority
• The BC Project Leader is fully involved in this
process and should be given adequate time to
put forward comments. S/he must also co-sign
each report
INTERIM QUARTERLY REPORTS
• Describe progress in the implementation making
direct reference to the timetables and
benchmarks
• Update on the general environment, assumption
and risks
• Make an overall evaluation of the progress
achieved
• document the actual expenditure in relation to
budgeted expenditure
• Provide recommendations
FINAL REPORT
• Executive summary of the project
• Background information
• Listing of objectives, purpose and mandatory
results
• Implementation process
• Achievement of mandatory results
FINAL REPORT (II)
• Analysis of the long-term impact of the
project, its sustainable results and
identification of potential relevant follow-up
actions
• Information on visibility of EU financing
• Conclusions, recommendations, including
lessons to be learned for future Twinning
projects
FINAL REPORT (III)
• Proof of transfers of ownership (if applicable)
and a final statement of all eligible costs of the
Twinning project plus a full summary statement
of the Twinning project’s income and
expenditure and payments received
• Template to be used in ANNEX C5
• Expenditure verification report from a
recognized, independent auditor
CHANGES TO TWINNING
CONTRACTS
CHANGES TO TWINNING CONTRACTS
• Changes can only be made within the execution
period of the contract (legal duration)
• Changes cannot be retroactive
• There should be no changes to the mandatory
results defined in the work plan; the means of
achieving these may be adapted to
circumstances
CHANGES TO TWINNING CONTRACTS
Two procedures shall apply:
• Addenda
Substantial changes to the Twinning Contract formalized
in a formal written addendum to the contract signed by
both MS administration and BC administration require
prior approval
• Side letters
Minor changes are notified to the CA through a side
letter signed by both PLs. The notifications must be
made by a secure means of communication, so that
dispatch can be proven in the event of dispute.
ADDENDA (1)
• Acquis Communautaire related to the project (Article 2 of
the Work plan)
• Definition of the mandatory results and the benchmarks
to be achieved (Articles 3 and 4 of the Work plan)
• MS administration involved in the Twinning project
(Article 5 of the Contract)
• The period of execution (Art 2 of the Contract)
ADDENDA (2)
• Identity of the MS and BC Project Leaders, the
RTA and the main MS short-term experts (Article
6 of the Work plan)
• Interruption or termination before completion
• Major reallocations beyond 15% of the total
Budget
• Template to be used in ANNEX C12
SIDE LETTERS
• Changes not affecting basic purpose (means
used for implementation, time schedule and
dates, identity of non-key MS’ short term
experts)
• Reallocations below 15% of the total Twinning
budget
• Template to be used in ANNEX C13
BUDGET CHANGES
• The overall budget of a project cannot be increased
• The unit costs (fees, daily allowances, etc.) must respect
the rates set in the manual;
• Introduction of a new activity must be justified by showing
that it will be of real use in achieving the mandatory
results targeted by the Twinning Contract; the mere
availability of funds is not sufficient to justify the financing
of new activities.
• Costs for changes notified or approved after their
implementation cannot be reimbursed
BUDGET CHANGES (2)
As long as the budgetary reallocations of
appropriations remain under 15% of the total
budget for the Twinning project, the changes
are effected trough a side letter
All budgetary changes through side letters
are summed until the threshold of 15% of
the total Twinning budget is reached. As
from this moment, all budget modifications
require an addendum
PAYMENTS
PAYMENT PROCEDURE
• Article 15 of the General Conditions:
• A pre-financing of 80% of the budget for the first
12 months of execution period within 45 days of
receipt of:
• - the Twinning Contract signed by both parties
• - a request for payment (Annex A5)
PAYMENT PROCEDURE
• Further pre-financing: when the MS
Twinning partner can demonstrate that
more than 70% of the cumulated prefinancing has been consumed, a
subsequent pre-financing payment may be
requested
• Payment should take place within 45 days
of receipt of the request further to the
endorsement by the Beneficiary of
services rendered
PAYMENT PROCEDURE
Prior to final payment/settlement, the
accumulated payment of the initial prefinancing
and the successive pre-financing payments may
not exceed 90% of the total budget
• Final payment: Upon completion of the Twinning
project, and subject to approval of the final
project report demonstrating that the mandatory
result has been achieved, the MS Twinning
partner may submit its request for final payment
together with the final global financial report
accompanied by the expenditure verification
report
EXPENDITURE VERIFICATION REPORT
• An auditor must certify that all transactions
invoiced by the MS Twinning partner were duly
justified in accordance with the established rules
and arose solely as a result of the Twinning
Contract. Veracity as well as eligibility of the
transactions must be audited
• The expenditure verification report dispenses
MS implementing bodies from submitting original
documentary evidence to the contracting
authority when requesting payment
DOCUMENTATION IN SUPPORT OF INVOICES
• The MS is obliged to keep full accurate and
systematic record and accounts of the activities
implemented
• Records must be kept for a 7-year period after
the last payment made by the BC and the MS
• These documents comprise any documentation
concerning income and expenditure, inventory
necessary for the checking of supporting
documents, mission/timesheets, transport
tickets, pay slips for experts and other invoices
Thanks for your attention
Twinning Coordination Team
Paolo Gozzi
Jordi Rodríguez Ruiz
Birgit Persson
Elarg Twinning Mail: [email protected]