WP1 – Reporting procedures and deadlines

1. External consultant: Alianta d.o.o., Ljubljana Split, 4-5 February 2010 WP1 – Reporting procedures and deadlines

2. After 1st reporting finished • Cooperation needed – with LP, Alianta, WP leaders, FLC • 1st time for everyone in SEE programme • Lessons learned • 2nd time will be easier • Example prepared  next session

3. Reimbursement of costs – timeframe (1) • Reporting period – 6 months • Partner Reports • LP – Progress Report • Payment by the JTS to the LP • Payment from the LP to the ERDF partners • Checking process by the JTS

4. Reimbursement of costs – timeframe (2)

5. Reporting periods

6. Reporting methods • Progress Report – Lead partner • Partner Report • Timesheets • – ERDF PARTNERS • Internal Reporting – ALL PARTNERS

7. Reporting procedure

8. Progress Report • Submitted by the LP 3 months after the end of reporting period • Activity report • Summary of all partners’ financial reports • Validations of expenditure • Submitted in on-line system IMIS 2007 - 2013 Information from partners taken from Partner Reports and Monthly reports.

9. Partner Report (1) • New Basis Partner Report tool sent to partners • How to prepare PPR – pdf example with instructions • Before submitting it to the National Controller send it to Alianta for revision and confirmation • Partner Report will be validated by the National Controller • National controllers can define national submission deadlines • The deadlines set in SARMa handbook are planed in a way that partners will be able to meet those deadlines • Declaration on Validation of Expenditure has to be sent to the LP • Each project partner is responsible separately for having its expenditure validated by the designated Controller

10. Partner Report (2) • IMPORTANT: • Contact your National Controllers about additional deadlines and requested documents • Keep LP and Alianta informed about national situations • When preparing the financial report, we advise partners to: • check first what are their sums per WPs for the respective period, • then insert all the invoices for travel, external, equipment and the respective sum for the overheads, • then see what is the difference between the sum value you get and the value you should reach in the respective period – according to this you include the staff costs.

11. Internal monthly reporting • 2 internal reports: • Short activity report – each month • Timesheets – every 3 months • Templates • Deadline: 15thof the month

12. SARMa reporting procedure

13. IPA and 10 % partners (1) • 2 IPA partners: • RGF – Faculty of Mining and Geology, Serbia • MGK10 – Ministry of Economy, Bih canton government • 2 grant agreements signed • 1 pre-financing received • Two 10 % partners: • METE, GSA – Ministry of Economy, Albania; Geological Survey of Albania; sponsored by GeoZS • MINGORP, CGS – Ministry of Economy, Croatia; Croatian Geological Survey; sponored by MUL

14. IPA and 10 % partners (2) • PRAG rules for Grant contracting • IPA partners reporting • activity report each month • Partner Report for project reporting – only activities, no budget • interim reporting for EC delegations • final report for EC delegations • 10 % partners reporting • activity report each month • Partner Report for project reporting – only activities, no budget

15. ROUNDTABLE: Overview of work ofpartners,exchange of experience • Name of the partner organisation • Impressions from the last 9 months of the project • Good experiences • Any troubles, problems • Challenges for the future • Expectations from the project • Common project goals • Benefits for the region/country • Benefits for the organisation • Personal interest