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General Provisions of
Narrative reporting
Joint Technical Secretariat
Contractual obligations
Special conditions
Art. 4 Reporting and payment
arrangements
- Narrative and financial reports shall
be produced in support of payment
requests, in compliance with Articles
2 and 15.1 of Annex II
General conditions
Art. 2 Obligation to provide
information
and
financial
and
narrative reports
- Must provide the Contracting
Authority with all required information
on the implementation of the Action
- Interim and final reports (narrative
Art. 7.2.3. modifying GC Art.2.1
and financial section) - Annex VI
- In case, where no expenditure - Intervals for submission of reports
verification report is required the
Beneficiary has to provide a list of Art. 15.2 Approval of report
the
financial
and
supporting - Report is approved if there is no
documents covering the respective
written reply from the Contracting
period and a printout of the project
Authority within 45 days of its
account showing project's income and
receipt;
expenditure and payments received - Suspension of the time-limit for
in the period of the current Interim
approval of a report
Report.
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Contractual obligations
Special conditions
Art. 7.2.4. modifying GC Art.2.2
- additional information to the JMA and the JTS must be supplied within 30
days
Art. 7.2.5. modifying GC Art.2.3
- Supporting documents can be submitted in national languages;
- Frequency of interim reports:
- Payment Option 1 – with every request for payment;
- Payment Option 2 - no later than one month after each six month
period
Art. 7.2.13 modifying GC Art. 15.1
- Payment options and supporting documents to reports
Art. 7.2.14 modifying GC Art. 15.6
- Cases when expenditure verification report has to be submitted
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What is narrative reporting?
 A contractual obligation designed to
- inform the JMA on progress in project implementation;
- request further pre-financing or the payment of the
balance.
 A monitoring tool to ensure reliable, relevant and timely
information about activities, outputs and outcomes of the
project.
 A communication tool that – if report is jointly agreed –
allows all partners
- to be aware of each others activities, joint project results;
- to communicate externally with one voice.
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General provisions
 The narrative report must support and demonstrate the eligibility
of costs included in the financial report!
 Reporting should cover the whole of the project, not only the part
financed by the grant;
 Though the Beneficiary is responsible for submission of reports, ALL
partners must input to project reporting;
 The framework for narrative reporting is set forth in Article 4
“Narrative and Financial Reporting” and complemented by Article 2
“Obligation to provide information and financial and narrative Report”
and Article 15 “Payment and interest on late payment” of General
Conditions to Grant Contract;
 Templates for reporting are provided in Annex VI of Grant Contract.
 Both interim and final reports consist of narrative and financial
components integrated in one document.
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When and whom
to report?
Reporting scheme set forth in the Article 7.3.4 of Special
Conditions to Grant Contract depends on the payment option
applicable to the project.
 Option 1 (≤18 months AND ≤EUR 300 000,00);
 Option 2 (≥18 months [max 36 months] OR ≥EUR 300
000,00).
Report is submitted to JTS both
– by post in paper version (JTS postal address), and
– by e-mail to responsible Project Manager.
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Timeline of reporting
Option 1
Contract execution period
Reporting, closure
activities, warranty period
(supply), defects liability
period (works), etc.
Costs noneligible
3 months
Implementation period
Timeline
START
GC
signature
(provision of services,
delivery if supplies,
works, execution of
activities, etc.)
Interim
report
Report
Request
for payment
Expenditure
Verification Report
Interim Report
Yes
No
Yes
(balance payment)
Yes
Final Report
Interim
report
(optional)
END
(provisional
acceptance of
supplies and
works)
Final
report
Final payment
and/or final
acceptance (the
latter only for
supplies and
works)
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Timeline of reporting
Option 2
Contract execution Period
Costs noneligible
Reporting, closure
activities, warranty period
(supply), defects liability
period (works), etc.
3 months
Implementation period
Timeline
GC
signature
6 months
START
(provision of services,
delivery if supplies, works,
execution of activities, etc.)
6 months
Interim
report 1
6 months
Interim
report 2
Interim
report …
Final
report
END
Report
Request
for payment
Expenditure
Verification Report
Interim Report …
Yes
Yes
Interim Report …
No
No
Yes
(balance payment)
Yes
Final Report
6 months
(provisional
acceptance of
supplies and
works)
Final payment
and/or final
acceptance (the
latter only for
supplies and
works)
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Supporting documents to the
reports
Financing Option 1
Finansējuma saņēmējs:
Financing Option 2
Interim Report
Interim Report and
Interim Report and

Saturiskā
atskaite
ir
visu
projekta
partneru (t.sk.
with Request
• request for payment
• request for payment
vadošā partnera)
apkopots
dokuments.
for Payment
• list of the financial
and
• expenditure verification
supporting documents
report
 Obligāts• formāts
atskaites
iesniegšanai
Programmai
printout of the
project account
• financial guarantee
• financial
pievienots
Grantaguarantee
Līgumam (Pielikums VI)
Interim Report
without
Request
for
Projekta
Payment
saturiskajai
 Report
tādu
Final

Interim Report and
• list of the financial and
supporting documents
partneriem
nav
standarta
formas
of the project
atskaite, var izmantot: • printout
account
pašu
struktūru
VI;Report and
Final
Report and kā PielikumāFinal
request for payment
• request for payment
jebkādu expenditure
formu, verification
ko izstrādājuši
un verification
par kuru
report • expenditure
vienojušies partneri.
report
•
•
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Content of narrative report - 1
Beneficiary:
 Contents of narrative report is a consolidated input
of all project partners (including lead partner).
 Compulsory form attached to Grant Contract
(Annex VI) serves to submit narrative report to the
Programme.
Project partners have no standard form for narrative
reporting. They may follow:
 same structure as in Annex VI;
 any template developed and agreed within the
partnership.
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Content of narrative report - 2
The minimum information each partner
should include into interim and/or final narrative report:
 A description of all activities carried out and all outputs
(materials, etc.) produced during the reporting period;
 An assessment of the results of the activities during the
reporting period;
Timeline of reporting
Option supplies
2
 A list of all contracts (services,
and works) awarded
above €10,000;
 A description of fulfillment of visibility and communication
requirements with relevant attachments (such as copies of
publications);
 Information, which allows the Programme (and external
assessors) to evaluate the project impact.
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Review and approval of reports
• One month before the end of current reporting period the
pre-filled reporting form is sent to the Beneficiary;
• One month after the end of the reporting period the interim
report has to be submitted to the JTS;
• If report is not received in time, PM sends a reminder and
sets new deadline;
• NB! Any report shall be considered approved if there is no
written reply from the Contracting Authority within 45 days of
its receipt accompanied by the required documents!
• In case clarifications are needed, Beneficiary has to provide
them within 30 days;
• In case there are doubts on quality and efficiency of project
implementation, an on-the-spot visit is carried out.
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Joint Technical Secretariat
Thank you!
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