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ZEN Project State of art of the project - Project closure Lucia Barberini Perugia, 11 September 2014. AGENDA : Progress Report 5 Financial implementation Project closure. COMPONENT 1 Management and Coordination LP responsible partner. Sixth Semester Actions
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ZEN Project State of art of the project - Project closure Lucia Barberini Perugia, 11 September 2014
AGENDA: • Progress Report 5 • Financial implementation • Project closure
COMPONENT 1 Management and CoordinationLP responsible partner Sixth Semester Actions Financial/administrative management: • Financial management of the partnership, collection of reports, certificates, outputs, monitoring documents; • Drafting and presentation of 5th Progress Report (period 1st January – 30 June 2014) – to be submitted to JTS by 1st October 2014.
COMPONENT 1 Management and CoordinationLP responsible partner: financial issues Sixth Semester Actions Financial management: • Budget reallocations in July 2014 to allow financial implementation • 5th Progress Report: good level of expenditures (98,79% of the forecasted) • Progress gap reduced # Some Partners are still on delay • Project financial implementation (30.06.2014) 76,34% (Dekpota data for PR4 and 5 missing and draft data for 2 Partners before FLC) • Criticalities: - Slight overspending of some Partners in some BL despite budget reallocation - External Expertise under Components 2 and 3 high amounts still to be paid out
COMPONENT 1 : financial implementation and project administrative closure Sixth Semester Actions • Main activities will end by 30 September (Final Conference on 11th September): most part of expenditures must be paid out by 30.09.2014 • Only few amounts for residual activities (i.e. some dissemination costs, staff for administrative closure, First Level Controllers) can be paid out by 31.12.2014 • Following budget reallocation of July 2014, NO MORE BUDGET REALLOCATIONS WILL BE ALLOWED
PROJECT CLOSURE RECOMMENDATIONS • The project end date is the cut-off date for all expenditure and activities. FLC MUST be done before 31 December 2014 in order their costs to be eligible. • The last progress report tends to be more extensive and we are required to double our efforts to make the report self-explanatory. • On-the spot checks are an obligation: a project cannot be closed if there is no reassurance that this requirement has been respected. • The Subsidy Contract obliges to keep the website accessible for further 5 years. It will continue to be a valuable tool for the dissemination of the project results.
PROJECT CLOSURE RECOMMENDATIONS • A second level audit or a Commission audit can take place after the closure of the project and that the relevant documents need to be available. • According to the INTERREG IVC rules and to the ZEN PA documents and data about the part of the project for which each Partner is responsible MUST BE PRESERVED in a safe and orderly manner for a minimum period of 3 years after the payment of the final balance by the European Commission to the Interreg IVC programme. (i.e. 2019 2022) • It is important that all Partners indicate a person taking over the responsibility for the project. This is in the interest of all partners: the failure to provide requested information might lead to the exclusion of expenditure from the report and will delay the payment procedure.
SUMMARY DEADLINES: • 1st October 2014: LP willsubmitto the JTS Progress Report 5 • 31st December 2014: Project end All expenditures paid out • 15th January 2015: Send to LP expenditures list and Report on Activities for Progress Report 6 • 1st March 2015: Send to LP Certificates (Annex 5b and 6) for Progress Report 6 – Final • 1st April 2015: Submission to JTS of PR6 and Final Report