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INTERREG IIIB CADSES NEIGHBOURHOOD PROGRAMME. Transnational Training Seminar for potential Lead Partners and Partners, 3rd call November 9th-10th 2004, Brno. Financial Management: Obligations of a LP. Project budget Legal basics Financial flows and reporting obligations

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INTERREG IIIB CADSES NEIGHBOURHOOD PROGRAMME

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INTERREG IIIB CADSES NEIGHBOURHOOD PROGRAMME

Transnational Training Seminar for potential Lead Partners and Partners, 3rd call

November 9th-10th 2004, Brno


Financial Management: Obligations of a LP

Project budget

Legal basics

Financial flows and reporting obligations

Eligibility of costs

Financial control

Checklist


Project budget –

keywords,

average project sizes


KEYWORDS:

realistic / appropriate correct figures

feasible expressed in Euro


Project sizes (experiences from 2 calls)

(all figures refer to projects´ ERDF budget share)

  • average budgets: 1,2 million Euro

  • budget range: 160.000 - 2,8 million Euro

    Project sizes:

  • budget < 500.000 Euro: 4 projects

  • budget between 500.000 - 1 million Euro: 29 projects

  • budget between 1 - 2 million Euro: 31 projects

  • budget > 2 million Euro: 9 projects


Project sizes (1st call projects)


Projectsizes (2nd call projects)


Legal basics –

Subsidy Contract and

Joint Convention


Contractual arrangements

European Commission

Regulations

Managing Authority/Paying Authority

JTS


Regulations

  • 1260/1999: General Provisions

  • 448/2004: Eligibility

  • 1159/2000: Information and Publicity

  • 438/2001: Management and Control Systems

  • 448/2001: Financial Corrections


Partner State

Partner State

Partner State

Project Partner

Project Partner

Project Partner

Project Partner

Contractual arrangements

European Commission

Regulations

Managing Authority/Paying Authority

Agreement

JTS

Lead Partner

Joint Convention


Joint Convention

  • Duties and Obligations of Lead Partner and Project Partners

  • Responsibilities of Lead Partner and Project Partners

  • Duration of the agreement

  • Activity reports and progress reports

  • Budgetary and financial management

  • Accounting principles

  • Verification and keeping the documents


European Commission

Regulations

Partner State

Partner State

Partner State

Managing Authority/Paying Authority

Agreement

JTS

Project Partner

Project Partner

Lead Partner

Project Partner

Project Partner

Joint Convention

Contractual arrangements

Subsidy Contract


Subsidy Contract

  • Subsidy, object of use

  • Request for Payments

  • Eligible costs

  • Representation of project partners, liability

  • Obligations of Lead Partner

  • MA‘s right of withdrawal

  • Audit rights

  • Publicity


European Commission

Regulations

Managing Authority/Paying Authority

Partner State

Partner State

Agreement

Partner State

JTS

Subsidy Contract

Project Partner

Project Partner

Lead Partner

Project Partner

Project Partner

Joint Convention

Subcontract

Subcontract

Subcontractor

Subcontractor

Contractual arrangements


Financial flows and

reporting obligations


Managing Authority/Paying Authority

5.: JTS verifies the plausibility of the reported activities and expenditure

Joint Technical Secretariat

4.: LP submits aggregated Activity and Financial Report

Lead Partner

3.: PPs submit Activity and Financial Report

Project Partner

Project Partner

2.: certifiesexpenditure

Project Partner

Project Partner

1st level control

Financial flows and reporting obligations

6.: MA checks and approves the Progress Report

7.: PA releases ERDF funds

1.: LP and PP report expenditure


Eligibility of costs –

period, expenditure categories


  • Starting date of eligibility: date indicated in the AF and the Subsidy contract

  • Preparatory costs

  • Expenditure categories: co-ordination costs, personnel costs, overheads, meetings/conferences/seminars, travel and accomodation, promotion and publicity costs, external expertise, others, small scale investments


Financial control –

1st level control


First level control

  • Any expenditure related to a project will be

  • certified by a responsible national authority or private institution authorised to do so.

  • (=first level control)

  • 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) 448/2004, have been respected.


Implementation of 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 resp. Project Partner independent from the co-funding rate

  • What kind of expenditure is eligible?

  • Regulated by Commission Regulation (EC) No 448/2004


Checklist


Checklist of First level control

  • Non-eligible costs:

  • private expenditures

  • maintenance/repair cost

  • running operational cost

  • discounts, reductions

  • double-invoiced cost

  • bank charges

  • and others

  • Problematic costs:

  • missing project link in subject and time matters

  • movable goods not clearly attributable to the project

  • etc.


THANK YOU FOR

YOUR ATTENTION!


INTERREG IIIB - National Contact Point at the Austrian Conference on Spatial Planning Contact: Andrea Cerovska / Doris Wiederwald

Hohenstaufengasse 3 A-1010 Vienna Phone: +43 (1) 535 34 44-22 Fax No.: +43 (1) 535 34 44-54 e-mail:[email protected] [email protected]

Internet:www.oerok.gv.atwww.cadses.at


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