Transcript How to run a project

INTERREG IIIB PROGRAMME
“ALPINE SPACE“
FORALPS kick-off meeting
March 10th & 11th, 2005
Trento (I)
AGENDA
CONTRACTUAL ARRANGEMENTS
– Partnership Agreement
– Subsidy Contract
REPORTING OBLIGATIONS AND FINANCIAL CONTROL
– Activity Report
– Financial Report
– I&P Report
– First Level Control
– Second Level Control
Contractual arrangements
Contractual arrangements
European Commission
Regulations
Managing Authority/Paying Authority
JTS
Regulations
• 1260/1999: General Provisions
• 1685/2000 in the version of No. 448/2004: Eligibility
• 1159/2000: Information and Publicity
• 438/2001: Management and Control Systems
• 448/2001: Financial Corrections
Contractual arrangements
European Commission
Regulations
Managing Authority/Paying Authority
JTS
Agreement
Partner State
Lead Partner
Partnership Agreement
Project Partner
Partnership Agreement
• Contributions to the project
• Obligations of Lead Partner and Project Partners
• Responsibilities of Lead Partner and Project
Partners
• Request for Payments
• Audit
• Change/Loss of Partners
Contractual arrangements
European Commission
Regulations
Managing Authority/Paying Authority
JTS
Subsidy Contract
Lead Partner
Partnership Agreement
Project Partner
Agreement
Partner State
Subsidy Contract
• Funding
• Request for Payments
• Changes in the project partnership
• Obligations of Lead Partner
• Audit rights
• MA‘s right of withdrawal
Contractual arrangements
European Commission
Regulations
Managing Authority/Paying Authority
JTS
Agreement
Partner State
Subsidy Contract
Lead Partner
Partnership Agreement
Project Partner
Subcontract
Subcontractor
Subcontract
Subcontractor
Financial flows and
reporting obligations
MA/JTS
Financial flows and reporting obligations
European Commission
Managing Authority/Paying Authority
JTS
progress reports (activity
and financial report)
Partner State
Lead Partner
reports incl.
certifications of expenditure
Project Partner
services,
invoices
1st level control
payment
Subcontractor
=
ERDF-funding
= national funding
Periodical and Final Progress Reports
Managing Authority/Paying Authority
5.: JTS verifies the plausibility
of the reported activities and
expenditure
Joint Technical Secretariat/MA
4.: LP submits aggregated activity,
financial and I&P report
6.: MA checks and approves
the progress report
7.: PA releases ERDF funds
Lead Partner
3.: PPs submit activity and financial
report
Project Partner
1.: LP and PP report expenditure
2.: certifies expenditure
1st level control
Documents to be submitted
• Activity, financial and I&P report (incl.
certifications of expenditure)
originals per post to MA
per E-Mail to MA and JTS
• One copy of each publication produced
(brochures, leaflets, articles, CD-ROM)
per post to the JTS
Some hints for reporting
• Use the provided forms! Please do not change the lay out of the
documents.
• Check your subsidy contract for reporting obligations!
• Be short and precise!
• Refer to your approved application!
• Don‘t hesitate to report problems, and failures (in time!)!
• In case of doubt consult the manual, JTS, NCP or MA!
Information and Publicity
Why to implement I&P measures
• To ensure greater transparency in the use
of public funds.
• To increase awareness of the joint action of
the European Union in partnership with the
Member States in supporting financially the
project activities.
• To inform on EU-funded project activities
and disseminate results and best practices.
Implementing and reporting of I&P measures
I&P
measures
Information events
Publications
Description in the
I&P report
Description in the
I&P report and delivery
I&P officer
check
Submission to MA/PA
Recommendations to the LP
I&P officer check
Congruency:
• AF
PR
• I&P Report
• I&P measures
I&P Report
supporting documents
Reg.(EC)1159/2000
Hints for implementing I&P measures
• If you don‘t use the Joint AS/EU logo, the regulation
requests always the mention of the co-funding
(through ERDF) to finance the project actions.
• The presence of the EU logo is always mandatory when
the national/local emblem is portrayed.
• The languages used in the publication must be the ones
related to the partnership; in any case use the principle
of “target-tailored communication“ and “good sense“.
• Indicate in the publication the contact references where
to get information on the Programme.
Financial Control First Level Control
The first level control
Any expenditure related to a project will be certified by
a responsible national authority or private institution
authorised to do so.
The certification of expenditure / the first level control
shall confirm
– the delivery of the products and services co-financed,
– the reality and eligibility of expenditure claimed and
– that national and community rules, especially Commission
Regulation (EC) 1685/2000, have been respected.
The first level control in the single
Member States
• Austria: depending on the type of national co-funding different rules for first level control
• France: the public authority that is responsible for the evaluation of the project carries out the first
level control
• Germany:depending on the type of national co-funding different rules for first level control
• Italy:
the first level control is carried out by an independent external auditor selected by the
Italian Ministry of Infrastructures and Transport
•Slovenia: the first level control is carried out by the Ministry of the Environment, Spatial Planning and
Energy, depending on the type of national co-funding different rules for first level control
Implementation of the first level
control
Which documents have to be submitted?
• Receipted invoices
• accounting documents of equivalent probative value
What has to be checked?
• 100% of the project costs indicated for the respective Project
Partner in table 8.2 of the application form independent from
the co-funding rate
What kind of expenditure is eligible?
• Regulated by Commission Regulation (EC) No 1685/2000
Content of the first level control manual
• Basic documents
• Process of ERDF-Cofunding
• First level control (certification of expenditure)
• Description of the organisation of the first level control in
the single member states
• Implementation of the first level control
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Which documents have to be submitted?
What has to be checked?
What kind of expenditure is eligible?
How to handle revenues?
What has to be done after finishing the control?
Some hints
• For Austrian and German project participants a
confirmation of the reliability of the first level control
has to be provided (an agreement between the flc
body and the responsible national authority)
• Time management (coordination with the FLC body)
is very important!
• Cooperate with the FLC bodies!
Financial Control Second Level Control
The second level control - Sample checks
Art. 10 Commission Regulation (EC) No 438/2001:
• Member States shall organise checks on operations on an appropriate
sampling basis, designed in particular to
– verify the effectiveness of the management and
controlsystems in place
– verify selectively, on the basis of risk analysis,
expenditure declarations made at the various levels
concerned.
• The checks carried out before the winding-up of each assistance shall
cover at least 5% of the total eligible expenditure and be based on a
representative sample of the operations approved.
THANKS FOR YOUR KIND
ATTENTION