INTERREG III B CADSES Neighbourhood Programme Administrative and Financial Aspects of Hydrocare Project Dr. Janka Strakova Project contact person Assembly of Partners, Wroclaw (PL), Hotel Mercure Panorama, 28-29th May 2007

INTERREG III B CADSES Neighbourhood Programme Summary Financial status of the ProjectFinancial status of the Project Presented Payment claimsPresented Payment claims New rules for :New rules for : »Certification of expenditures »Payment claim »Reporting Budget changesBudget changes Presentation of the expenditures status by single Project PartnersPresentation of the expenditures status by single Project Partners

INTERREG III B CADSES Neighbourhood Programme Financial status of the Project How much we have spent within ? ,51euro ( ,00 euro foreseen) Are we in line with the AF? -As for expenditures reported yes -As for expenditures claimed not See the Partner‘s presentations

INTERREG III B CADSES Neighbourhood Programme Financial status of the Project Presented Payment claims : N° PP8 ( euro ,89) and PP10 (euro 9 177,27) N° PP10 (euro ,43) N° PP1 (euro ,84), PP5 (euro ,47), PP8 (euro ,41), PP9 (euro ,14) Next Payment claim – : 12,13 % really claimed vs. Planned (83 586,59/ ,00) Reimbursement ERDF of ,61 euro transferred to the LP in June 07 and subsequently transferred to the PPs (only 1.PC)

INTERREG III B CADSES Neighbourhood Programme Financial status of the Project How much we have to spend,certify & claim this year? No funds decommittment – comunication of the JTS dated all the amounts of 2006 must be spent (certified and claimed) in 2007! How much next year? Budget foreseen for 2008 and max. 20% of the budget 2007 Is it real?

INTERREG III B CADSES Neighbourhood Programme Financial status of the Project

INTERREG III B CADSES Neighbourhood Programme New rules - changes Payment claim directly linked to the progress reports (financialy and contentwise) Payment claims to be submitted simultaneously with the progress reports Deadlines : 1° October 1° April

INTERREG III B CADSES Neighbourhood Programme New rules - changes Payment claims - determined by the closing date of the reporting period (expenditures paid within the closing date of the reporting period, and ) Final Payment Claim – expenditures incurred by the closing date of the project and paid at the latest within 60 days following this date!

INTERREG III B CADSES Neighbourhood Programme New rules - documents Payment claim modified; composed of 2 documents (available online): 1.Demand for reimbursement (*.xls- file) 2.Certification of expenditures (*.doc-file) Both documents have a compulsory character Instructions concerning preparation included in the Payment claim manual

INTERREG III B CADSES Neighbourhood Programme New rules- Certification of expenditures

INTERREG III B CADSES Neighbourhood Programme New rules - Certification of expenditures Annex reflecting the attribution of expenditures paid to the Budget Lines and Work Packages, list of invoices All parts mandatory!

INTERREG III B CADSES Neighbourhood Programme New rules - Payment claim *.xls-file compiling the data from the certifications of expenditures Confirmation of ERDF-transfers to the Project Partners by the JTS Details concerning allocation of expenditures to the Budget Lines and Work Packages Complete list of invoices

INTERREG III B CADSES Neighbourhood Programme New rules - Payment claim Automated form; ERDF-funding determined automatically (see the example printed) All parts mandatory! Consistent with the certifications of expenditures and in line with the progress reports!

INTERREG III B CADSES Neighbourhood Programme New procedure – Payment claim 2 main deadlines: 01 April and 01 October, 2 corrective deadlines: 01 July and 01 December Hard copy of the demand for reimbursement and certifications of expenditures to be submitted to the MA E-version of the „demand for reimbursement“ to be submitted to the MA, in copy to the JTS

INTERREG III B CADSES Neighbourhood Programme New procedure – Payment claim Eventual corrections to be made within the corrective deadlines 01 July, 01 December Confirmation of payments to the Lead Partner after the transfer of funds by the Managing Authority

INTERREG III B CADSES Neighbourhood Programme New procedure - Final payment claim Final payment claim to be submitted along with the last progress report within 3 months following the closing date of the project! The total amounts reported in the Final Project report must be in accordance with the amounts claimed during the project duration

INTERREG III B CADSES Neighbourhood Programme New procedure – Payment claim The NEW PROCEDURE enters into force with the deadline 01 October 2007

INTERREG III B CADSES Neighbourhood Programme FAQ Processing of payments claims within approx. 2 months following the deadline provided the formal correctness and availability of funds from the EU Final payment claim(s), i.e. the payment claim(s) submitted after the closing date of the project will be processed just after the appraisal of the Final Project Report

INTERREG III B CADSES Neighbourhood Programme FAQ Cumulative total amount of payments to the project must not exceed 95% of the ERDF-funding granted to the project The last balance will be transferred to the projects just after the approval of the final implementation report of the Programme and the transfer of the last payment to the Programme

INTERREG III B CADSES Neighbourhood Programme Reporting - What has been changed and what not Changed Focus of the report E-version of Payment Claim is annex of report Deadlines Not changed Reporting Tool Submitted to the JTS

INTERREG III B CADSES Neighbourhood Programme Reporting To assure that the: »actual implementation and expenditures coherent with planned activities and budget »activities justify reported and claimed expenditures »expenditures are in line with the nature of the project »reported costs correspond to the claimed expenditures

INTERREG III B CADSES Neighbourhood Programme Deadlines 1st October 1st April

INTERREG III B CADSES Neighbourhood Programme Deadlines In case of incorrect reporting »Progress Report re-submission by: »1 st July (reporting of 1 st April) »1 st December (reporting of 1 st October) Corrections missing these deadlines are rejected!!!

INTERREG III B CADSES Neighbourhood Programme Reporting vs. costs Action Plan (chapter VI) »Focuses on certified and claimed costs of reporting period »Costs to be reported –paid out by end of the given period –certified by the date of report submission –not claimed before »Description of activities and outputs –explain and refer exclusively to reported costs –regardless in which period delivered

INTERREG III B CADSES Neighbourhood Programme Reporting vs. costs Clarify the contribution of PPs that reported costs Specifically explain costs of: »External expertise »Others »Small scale investments Provide evidence that carried out activities are in line with planned ones How to describe an Action in relation to its costs

INTERREG III B CADSES Neighbourhood Programme Reporting – new rules Implementation of the Action Plan (chapter VI) »Action is completed: –all related activities carried out –all expenditures paid and certified –last claim submitted »Deviations to justify –Expenditures exceeding, or –very much below the planned budget of an Action (regradless of „20% rule”)

INTERREG III B CADSES Neighbourhood Programme Reporting – new rules If you will not receive the certification within the deadline? No expenditures to be indicated Status of Milestone – reached Status of activity – in progress The expenditures will be reported in the next Progress report after receiving the certification of expenditures

INTERREG III B CADSES Neighbourhood Programme Reporting – new rules Milestones completion (chapter VII) »Milestone is achieved: –based on “physical” achievement –all related activities and outputs delivered –regardless if related costs have been claimed »Description: –Activities, outputs of the period contributing to the achievement

INTERREG III B CADSES Neighbourhood Programme Preparing the report Example of reporting Conference in May Costs paid by PPs In June PP1 costs certified August PP2 costs certified November October ProgRep - to report: Certified costs of PP1 (but not PP2) Activities of PP1 (but not PP2) Action „In progress” Milestone „Achieved” April ProgRep - to report: Certified costs of PP2 Activities of PP2 Action „Completed” Milestone „Achieved in previous period”

INTERREG III B CADSES Neighbourhood Programme Recommendations Submit progress report on time »JTS checks in the order of receiving »More time for necessary corrections Make sure that financial data are identical in each reporting document »Report only certified costs that are claimed at the same time »Total costs of ERDF PPs in progress report = Total amount of Payment Claim »Contact JTS in case of technical problems, before submission

INTERREG III B CADSES Neighbourhood Programme Budget changes Last requests in line with the 20% flexibility rule received from : PP1, PP3, PP10 Performed by the LP and comunicated to the MA, JTS and certifying bodies through the cadses web-site.

INTERREG III B CADSES Neighbourhood Programme Budget changes Table of budget changes green – increasered - decrease

INTERREG III B CADSES Neighbourhood Programme Questions ? Thank you.