Transcript Titre Power Point Sous-titre

Maritime projects
Lead partners seminar
27th May 2014
Contents
Administrative & Financial issues
Communication
Short presentation of Presage CTE
Contracting procedure
 All contracts should be signed by mid-June in order
to avoid any delay in the stat-up
 Date of decision of the MED Programme Selection
Committee : 9th April 2014 (article 1.1)
 Kindly be sure that you sign the updated version of
the Subsidy Contract
 Partnership agreement: In regard to the official
notification of the Managing Authority to the selected
projects … transmitted 11th April 2014
 Start up report to be submitted before 31st July
Eligibility of the implementation
expenses

Engaged, invoiced and paid out between:
 The day after the submission of complete AF
 Within date of project closure

In case costs cannot be paid out within the date of project
closure:
 paid out within two months after project closure

Closure administrative expenditures (First Level Control and
staff costs):
 may be engaged and paid out within two months after
project closure
All expenses must be paid out within the 30th June 2015
End of the eligibility

According to the Subsidy Contracts and Programme
documents, the eligibility of the projects’ expenditure ends
on the 30th June 2015

No two additional months for payments for projects whose
ending date is less that two months before that date

All expenditure (including closure administrative
expenditures) engaged, invoiced or paid out after the 30th
June 2015 will not be eligible
Project ending
date
End of the
eligibility
30/04/2015
2 months
30/06/2015
31/05/2015
1 month
30/06/2015
15/06/2015
15 days
30/06/2015
30/06/2015
0 days
30/06/2015
Reporting frequency
Every 6 months a submission of:
– Progress report + annexes + list of deliverables
– Payment claim + certifications of expenditure
Maritime projects
Reporting period
Date of submission to
the JTS
Start-up to 31st
December 2014
31st March 2015
1st January 2015 to
end of the project
3 months after the
end
Art: 3.3 of the Subsidy Contract
Deadlines for submission must be respected
Reporting frequency
 The intermediate payment claim is not compulsory…
 BUT the progress report is!
 In order to have a visibility on the state of the art of the
expenditure… please update Presage once a month
 For the closure of the project you will have to submit:
- Progress report (2nd implementation period)
- Final Report (Part 1, 2 and 3)
- Annexes
- CD including all final deliverables for the Library
- Excel: budget real execution
Expenditure reporting
procedure [1]
1
Each partner enters activities and expenditures on
PRESAGE CTE
PP
2
Lead Partner validates the other partners’ expenses on
PRESAGE CTE
LP
FLC of each partner (centralised or decentralised system)
3
•
•
Validates the eligible expenditure
FLC/PP
Generates a First Level Control Certificate on PRESAGE CTE
4
In Spain and Portugal: the FLC’s certificate has to be
validated by the responsible National Authority
5
The Lead Partner gathers all the certificates and produce a
payment claim + progress report on PRESAGE CTE
LP
6
Submission to the JTS within the deadlines mentioned in
the Subsidy Contract
LP
NA/FLC/
PP
Expenditure reporting
procedure [2]
7
8
The JTS verifies the report:
• Conformity against application form
• Conformity of validations by controllers against national systems
• Transfers to Managing Authority
The Managing Authority ensures the precision of the
payment claim and communicates it to the Certifying
Authority
JTS/LP/
PP/FLC
MA/CA
9
The Certifying Authority draws up payment order to the
Lead partner
CA/LP
10
The Lead partner transfers funds to the ERDF partners
LP
National control systems
 Each Member State
 Has set up a First Level Control system
 Has determined the selection mode for controllers
 Each partner:
 must refer to the control system of the State
where it is located
 must follow the information provided by the
national bodies on the selection procedure
Centralized System: Croatia, Greece, Malta, Slovenia
and UK (Gibraltar)
Decentralized System: Cyprus, France, Italy, Spain and
Portugal
Some tips…
 First thing to do: Selection of FLC
 Second thing to do: Public procurements, events &
payments
 Fluent communication with your JTS Project Officer
 Update expenditures on Presage once a month
 Take advantage of partners experience
 Remember: No prolongation is possible. Budget
modifications are not desirable.
 One year of implementation… Time flies!!
COM&CAP activities
 Organization of events and com material led by the
COM&CAP project will be provided by it
 Don’t forget that content info needs to be provided by
partners towards the COM&CAP project
 Attendance costs to events organized by the COM&CAP
project must be borne by partners
 All eventual travel outside of the MED area must be
approved in advance by the JTS, even in the case of
events organized by the COM&CAP project
 Any COM&CAP initiative of a project must be approved
in advance by the JTS, and communicated for
information to the COM&CAP project
More information @ programmemed.eu
Donwload programme
reference documents and
guidance sorted by project
phase
Example:
Downloads in
‘IMPLEMENTATION’
Communiation
Avoid ineligibility and respect
all visual obligations set by
the MED Programme and EC
regulations!
Presage CTE
Short Introduction
Background information
 Reporting procedure is made through Presage CTE.
 Each LP, Project partners and FLC will have a
different user name and password.
 JTS sends the LP all partners’ user name and
password and LP will have to forward them to each
partner.
 Those of the FLC will be sent to them after receiving
the national approval, in the case of decentralized
systems.
 Each actor will have a different profile and access to
different functionalities according to its role in the
reporting procedure.
 LP will have access to information of all partners, PP
only will have access to their own information.
Background information
 Create
 Enter
 Modify
 Remove
 Validated/Locked
 Export info
 Create a PDF
 Get exports and
PDF
Homepage
Look up or download the last
approved AF
Through this section access to all
reporting
In this section financial tables which allow a
global financial monitoring
To enter expenditure data [1]
To start entering the expenditure data, click
on « Show expenditure list »
To enter expenditure data [2]
Click on « Add an expenditure » to start
entering an expenditure. And repeat the same
procedure for each expense
To enter expenditure data [3]
It is highly
recommended to
include a comment
which may help to
quickly identify the
nature of the
expenditure
Following expenditures on the reporting
procedure
Expenditures entered by partners
Partners expenditures waiting for LP
validation
Expenditures already validated by
the LP waiting for certification
Expenditures already validated
and certified waiting to be included
in a payment claim
LP validates the other partners’ entries
 “Expenditure in validation process” by the Lead
partner
 It is not an eligibility check, but a verification of the
conformity of the expenditure against the activities
foreseen in the application form
 If the partner has allocated the expenditure to the
wrong budget line, for example, the LP should refuse
it and make the partner correct it before the
certification
 Once the LP has validated the partner’s expenditure,
it will appear in Presage as “Expenditures in
certification process”
 The First Level Controller will then be able to certify
the expenditure
Expenditure in validation process by the
Lead partner [1]
Here the magnifying glass allows
you to see the elements related to
the declared expense
The Lead partner verifies the
expenses of its partners, then
validates or refuses them
Certificate of expenditure
FLC should click on « Show certificates
list » to start the creation of a certificate of
expenditures.
LP will be allow to see if the FLC has already
created and validated a certificate of
expenditures.
The Lead Partner gathers all
the partners’ certificates and
produces a payment claim
To create a payment claim (LP) [1]
In the homepage, click on « Show payment
claims list »
To create a payment claim (LP) [2]
Switch to final only if it is
the project’s last payment
claim. For now, they
should all be “interim”
payment claims
Click here to include
the certificates of your
partners and also your
own, in the payment
claim
To create a payment claim (LP) [3]
LP will enter this chapter to make
the payment claim statement
LP must include the name of the
person signing the payment claim
LP can check here that
the payment claim is
complete and that the
project budget is
respected
Click here to validate
definitively the
document and print it
out
Activity report
Each partner must fill in
a simplified progress
report containing the
activities per component.
And the LP must fill a
complete “Progress
Report” containing a
synthesis of the progress
at project level
(transnational approach)
ERDF payments
When the Lead partner
receives the ERDF
reimbursement it has to
enter the Presage
system and to fill-in the
payment list by clicking
on « Show received
payments »
Payment date ERDF amounts and
transfer to partners
Enter date of
payment
reception (LP
and partners)
«Add a received payment » to include
information concerning the transfer of
ERDF to partners
Thank you for your attention
Joint Technical Secretariat
MED PROGRAMME
www.programmemed.eu