Program structure. Steering Committee. Joint Technical Secretariat, in Gdansk

Transcription

1 M o n i t o r i n g C o m m i t ee Contact Points Support to potential beneficiaries, marketing and information of the programme. Managing Authority Program structure Ministry of Regional Development of Poland Steering Committee Representatives from each country/region participating in the programme. Joint Technical Secretariat, in Gdansk Lead Beneficiary Partner 1 Partner 2 Partner 3 Setting up the system and procedures of programme implementation, ensuring control of the programme, signing of contracts with lead beneficiaries Making decisions on selection of submitted projects Registration of project proposals, assessment of the project proposals in cooperation with experts, preparation of a ranking list of projects, preparation of documentation for MC and SC meetings, assistance to the MC and SC, implementation of programme, promotion activities.

2 Partnership Agreement Rights and obligations of and between LB and Project partners Obligatory! Annex 1: Application form Annex 2: Bank details Annex 3-4: Power of attorney LB+PP Annex 5: Partner budget Annex 6: Cost sharing agreement Annex 7: Subsidy contract

3 Eligibility rules Important EU legislation Regulation (EC) No 1080/2006, Art 7 och 13 Regulation (EC) No 1081/2006, Art 11 Regulation (EC) No 1083/2006, Art 56 Regulation (EC) No 1828/2006, Art 48-53

4 Form and content: Reporting procedure Financial report compilation of expenditures Activity report description of activities and outputs FLC certificate confirmation of the correctness of the partner progress report Project level all expenditures in total Partner level expenditures for each partner

5 First things first Reporting procedure Create a separate project account in the book-keeping system Start keeping time records

6 How often and when? Reporting procedure Three times per year (nine reports in total) Period Deadline Clarification 1 Jan-30 April 19 June (9 July) July/Aug/Sept 1 May-31 Aug 20 Oct (9 Nov) Nov/Dec/Jan 1 Sept-31 Dec 19 Feb (11 Mar) March/April/May

7 Reporting procedure How? Pre-filled partner progress report (PPR) Report own costs with 2 decimals after the comma in national currency Partner share of shared costs is provided by LB Electronic version to LB for approval Submission of PPR to First Level Control (FLC) Submission of PPR and FLC certificate to LB

8 Reporting procedure - Start preparing PPR FLC / certification - only LB - only shared costs FLC / certification on partner level - All project partners (incl LB) - Certification of non-shared costs - Acknowledge shared costs for each partner Shared Costs Template 10 calendar days Partner Progress Report 40 calendar days Project Progress Report 20 calendar days End of the reporting period < 70 calendar days > Deadline to submit Project Progress Report to the JTS

9 Cost sharing method Compilation by LB Reporting procedure Using Shared costs Template Certification by LBs FLC LBs submits copy to each partner

10 Reporting procedure What can/shall be reported? Costs actually paid during the reporting period and accounted for on the separate project account Correlation between reported activities and costs

11 Eligibility rules Staff costs: Full-time or part-time employees Supporting documents to be submitted to FLC: employment contracts, pay slips, and time sheets.

12 Travel costs: Eligibility rules For partner employees or external persons of certain importance for the project (prior approval necessary). Clear relation to project activities Cost efficiency

13 Eligibility rules Administration costs: Direct costs like postal fees, paper, toner, financial charges. Indirect costs (OH) like rent of premises, electricity, telephone, IT. OH method (to be approved by national FLC).

14 Eligibility rules Investments/Equipment: Investments leads to durable results (after project closure) for the project target group and/or geographical area Deliveries purchase of physical units/material Works purchase of labour from a supplier Equipments is purchased for the purpose of implementing one or several project activities Only depreciation costs (national depreciation rules applies)

15 Eligibility rules External expertise and services: E.g. speaker, First Level Control, meeting costs, consultant. Normal market value (consider public procurement) Supporting documents (contract+invoice)

16 Eligibility rules VAT eligible or not (see co-financing statement) Financial charges certains costs are OK 20% regeln depends on partner location 10% regeln activities outside EU territory Non-eligible costs Outside project period Costs whom you already received grants for Staff executing statutory tasks within normal service Loan fees, debit interest, exchange rate losses

17 Financial report FR 1 Summary FR 2 Components FR 3 Further indicative financial information FR 4 ERDF reimbursement Attachment 1: List of expenditures Attachment 2: List of revenues FLC certificate

18 Activity report AR 1: Activities AR 2: Indicators AR 3: Summaries + other information AR 4: Further information

19 Payment of ERDF grants JTS/Managing Authority approves Project Progress Report Certifying Authority issues payment of ERDF grants to LB LB distributes each partner s share withholding/after deduction of the partner s share of the shared costs reported for that reporting period

20 IMPORTANT!!! Information and publicity EU logo, South Baltic logo and project (MOMENT) logo on all information materials Use templates provided by LB