Start-up procedures Managing Authority of European Territorial Cooperation Programmes Joint Secretariat of Interreg IPA CBC Programme “Greece – Albania 2014 – 2020 “ www.greece-albania.eu www.interreg.gr INFO-DAY ON PROJECT IMPLEMENTATION STRATEGIC AND 2nd CALL PROJECTS Albania, 04-06/06/2018

Interreg IPA CBC Programme "Greece - Albania 2014 - 2020" Project Start-Up Review all contractual obligations that result from the Subsidy Contract & Partnership Agreement and ensure that they are well understood; Ensure that each beneficiary understands rules and procedures of the Greece-Albania Programme along with the requirements of the National Rules Applicable in each country; Draft a communication plan establishing communication procedures, both internal and external; INFO-DAY ON PROJECT IMPLEMENTATION STRATEGIC AND 2nd CALL PROJECTS Albania, 04-06/06/2018

Start-Up Activities [LB & PBs] Set up the decision-making body of the project (Steering Committee); Set up the project team (project coordinator, financial manager & communication manager); All beneficiaries should appoint a representative/ contact person for communication with the JS; Plan a kick-off meeting with all beneficiaries, in order to timely launch the project. INFO-DAY ON PROJECT IMPLEMENTATION STRATEGIC AND 2nd CALL PROJECTS Albania, 04-06/06/2018

Start-Up Activities [LB & PBs] Open an interest-free EUR bank account informing accordingly LB & MA/JS; Maintain a separate accounting system or an adequate accounting code, in order to clearly trace project costs/revenues by budget line, activity and payment date/reporting period; Setting-up monitoring systems, adequate internal controls and a good document archiving system; Indicate the project title/acronym on the invoices/equivalent documents and on all supporting documents; Appoint First Level Controllers, Greek Beneficiaries only; Lead beneficiaries should have or issue a Code for the MIS (username & password); All beneficiaries should have a Body Code; Greek beneficiaries should have access codes to epde INFO-DAY ON PROJECT IMPLEMENTATION STRATEGIC AND 2nd CALL PROJECTS Albania, 04-06/06/2018

Project Work Plan [LB & PBs] Planned Activities per Project Partner, in terms of actual starting and ending date of each deliverable and in compliance with the proposed Procurement Plan; Recruit necessary staff (where required); Launch the most urgent procurement procedures (Management); Sound financial planning to prevent cash flow problems. INFO-DAY ON PROJECT IMPLEMENTATION STRATEGIC AND 2nd CALL PROJECTS Albania, 04-06/06/2018

Procurement Plan [LB & PBs] Procurement procedures shall follow the provisions of PRAG (Chapter 3 of Title IV of Part Two of Regulation (EU, Euratom) No 966/2012 and of Chapter 3 of Title II of Part Two of Delegated Regulation (EU) No 1268/2012); In case of Greece, Law 4412/2016 applies for supplies, services & works. INFO-DAY ON PROJECT IMPLEMENTATION STRATEGIC AND 2nd CALL PROJECTS Albania, 04-06/06/2018

Procurement Plan Template [LB & PBs] Details of beneficiary Details of tender <60.000 60.000<….…<EU threshold >EU threshold Ministry Region University Research Institutions Chambers NGO Infrastructure, works, supply INFO-DAY ON PROJECT IMPLEMENTATION STRATEGIC AND 2nd CALL PROJECTS Albania, 04-06/06/2018

Milestones In order to ensure that the project will have a successful start-up, and before the signature of the subsidy Contract, the project to submits to the JS/MA a specific time plan 9 months setting the milestones to be achieved for this period. This specific time plan should be reviewed, approved and monitored during the implementation of the project by the JS/MA and the respective Project officer. INFO-DAY ON PROJECT IMPLEMENTATION STRATEGIC AND 2nd CALL PROJECTS Albania, 04-06/06/2018

Milestones At the end of the start-up period, or earlier if necessary, the project shall undergo an internal review with the responsibility of the Lead Beneficiary for assessment. The results of this internal review shall be brought forward to the JS/MA and it shall be assessed whether corrective or any other actions are necessary. INFO-DAY ON PROJECT IMPLEMENTATION STRATEGIC AND 2nd CALL PROJECTS Albania, 04-06/06/2018

Milestones Template Project details INFO-DAY ON PROJECT IMPLEMENTATION STRATEGIC AND 2nd CALL PROJECTS Albania, 04-06/06/2018

Milestones Template Information of tender procedure Information according to the AF Information of tender procedure INFO-DAY ON PROJECT IMPLEMENTATION STRATEGIC AND 2nd CALL PROJECTS Albania, 04-06/06/2018

Milestones and Procurement Plan The Milestones and Procurement Plan are dynamic documents. The goal is the prompt and timely implementation of your projects; INFO-DAY ON PROJECT IMPLEMENTATION STRATEGIC AND 2nd CALL PROJECTS Albania, 04-06/06/2018

Lead Partner Principal Who is the Lead Beneficiary? The Lead Beneficiary is the link between the project partnership and the JS/MA The Lead Beneficiary is appointed by the beneficiaries of the project among themselves (Article 40(1) of the Commission Regulation No 447/2014, Article 13(1) of Regulation (EU) No 1299/2013). INFO-DAY ON PROJECT IMPLEMENTATION STRATEGIC AND 2nd CALL PROJECTS Albania, 04-06/06/2018

Responsibilities of LB Is responsible for the overall coordination, management and implementation of the project vis-à-vis the MA. Ensures that the expenditure by the beneficiaries has been incurred for the purpose of implementing the project as specified in the approved Application Form. Ensures that the expenditure by the beneficiaries has been verified by the controllers. Receives and transfers IPA II contribution to project beneficiaries who are located in Albania. Project Beneficiaries located in Greece will receive IPA II contribution from the Greek Public Investment Account Programme. Prepares and submits all necessary documents to the JS/MA INFO-DAY ON PROJECT IMPLEMENTATION STRATEGIC AND 2nd CALL PROJECTS Albania, 04-06/06/2018

Eligibility of expenditure As a general rule, expenditures shall be eligible for funding if: they have been incurred within the duration of the approved AF; they follow the “real cost” principle; costs which have been actually incurred and paid by the project beneficiaries and they can be supported by original invoices or other accounting documents of equivalent probative value; they are in line with national, EU and programme level rules; The starting date for the eligibility of expenditure of beneficiaries from Greece is the 1st of January 2014, while for beneficiaries from Albania, the starting date for the eligibility of expenditure is the 22nd of September 2014 INFO-DAY ON PROJECT IMPLEMENTATION STRATEGIC AND 2nd CALL PROJECTS Albania, 04-06/06/2018

Programme eligibility rules Preparation costs Cost incurred between the 1st of January 2014 for the Greek beneficiaries and 22nd of September 2014 for the Albanian beneficiaries and the date of submission Should be included in the application form. Do not exceed the amount of 20.000,00€. * Office and administration expenditure are not eligible under preparation costs. INFO-DAY ON PROJECT IMPLEMENTATION STRATEGIC AND 2nd CALL PROJECTS Albania, 04-06/06/2018

Programme eligibility rules Management Costs The management costs of each project beneficiary (Work Package 1) should not exceed 10% of the total beneficiary’s budget. The following WP1 costs (if applicable) are not calculated in the 10% limit: Deliverable 1.X.1 ”Preparation Activities” (where X is the number of the beneficiary) Any potential costs for external auditors INFO-DAY ON PROJECT IMPLEMENTATION STRATEGIC AND 2nd CALL PROJECTS Albania, 04-06/06/2018

Staff Costs “Staff costs” includes staff costs of employees in line with the employment/work contract, and costs of natural persons working for the beneficiary organisation under a contract other than an employment/work contract and receiving salary payments. Staff costs for each Beneficiary cannot exceed 50% of the total Beneficiary’s Budget. INFO-DAY ON PROJECT IMPLEMENTATION STRATEGIC AND 2nd CALL PROJECTS Albania, 04-06/06/2018

Office and Administration expenditure The following options for calculating O&A are available in this Programme: Real costs, or Flat rate of (up to) 15% of staff costs. The office and administration expenditure costs for each Beneficiary cannot exceed 4% of the total Beneficiary’s Budget, regardless of the calculation option selected INFO-DAY ON PROJECT IMPLEMENTATION STRATEGIC AND 2nd CALL PROJECTS Albania, 04-06/06/2018

Travel and Accommodation This budget category includes all the expenses for each of the project’s beneficiary for the travel and accommodation costs of the personnel involved in the project with the condition that they are directly related to the activities of the project INFO-DAY ON PROJECT IMPLEMENTATION STRATEGIC AND 2nd CALL PROJECTS Albania, 04-06/06/2018

External Expertise and services Costs paid on the basis of contracts and against invoices to external service providers, who are sub-contracted to carry out certain tasks of the project. These costs must always be adequately justified. INFO-DAY ON PROJECT IMPLEMENTATION STRATEGIC AND 2nd CALL PROJECTS Albania, 04-06/06/2018

Equipment expenditure Interreg IPA CBC Programme "Greece - Albania 2014 - 2020" Equipment expenditure Costs for the purchasing of equipment are eligible under the condition that equipment is necessary for the project implementation and is foreseen in the approved application form. There should be an analytical description of the technical specifications and a costing (Specification of Budget Costs). και καταχωρείται στη λογιστική μερίδα του έργου και στο μητρώο παγίων του Φορέα. INFO-DAY ON PROJECT IMPLEMENTATION STRATEGIC AND 2nd CALL PROJECTS Albania, 04-06/06/2018

Infrastructure and Works Expenditure for Infrastructure and Works are eligible with the condition that the cross- border impact of the investment is demonstrated and the activity is approved in the Application Form. INFO-DAY ON PROJECT IMPLEMENTATION STRATEGIC AND 2nd CALL PROJECTS Albania, 04-06/06/2018

Activities located outside the Programme area In principle, all activities of a project should take place within the eligible Programme area. If a project plans to finance activities or events outside the eligible Programme area, this is possible in the context of cooperation Programmes and in duly justified cases, provided that Article 44(2b) of Regulation (EU) No.447/2014is respected. the activity and/ or event are for the benefit of the Programme area; the activity and/ or event are essential for the implementation of the project; the implementation and/ or the relevance of the activity and/ or the event is included in the approved Application Form. INFO-DAY ON PROJECT IMPLEMENTATION STRATEGIC AND 2nd CALL PROJECTS Albania, 04-06/06/2018

Activities located outside the Programme area All activities implemented outside the Programme area should be described in a single dedicated WP in the Application form. Beneficiaries Outside Programme Area cannot implement activities outside the Programme area with the exception of technical meetings given that they are included in the AF and approved by JS. INFO-DAY ON PROJECT IMPLEMENTATION STRATEGIC AND 2nd CALL PROJECTS Albania, 04-06/06/2018

Thank you for your time! INFO-DAY ON PROJECT IMPLEMENTATION STRATEGIC AND 2nd CALL PROJECTS Albania, 04-06/06/2018