Part-financed by the European Union Cost sharing Joint Technical Secretariat Information Seminar for Latvian Project Partners Riga, 29 April 2009.

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Presentation transcript:

Part-financed by the European Union Cost sharing Joint Technical Secretariat Information Seminar for Latvian Project Partners Riga, 29 April 2009

2Information Seminar for Latvian Project Partners, Riga, 29 April 2009 Content Definition Procedure and documents

3Information Seminar for Latvian Project Partners, Riga, 29 April 2009 Definition Dividing part of total expenditure between > 2 project partners Transparent and equitable method Joint activities benefiting several project partners Actors: –Implementing partner (ImP) –Paying partner (PayP) –Lead partner (LP) Not contracting between project partners against invoices!! + First level controllers

4Information Seminar for Latvian Project Partners, Riga, 29 April 2009 Procedure 1.Cost sharing agreement 2.Project data form 3.Optional: Advance payment 4.Realisation of activities 5.Payment and accounting 6.Settlement 7.Reporting

5Information Seminar for Latvian Project Partners, Riga, 29 April 2009 Procedure 1.Cost sharing agreement 2.Project data form 3.Optional: Advance payment 4.Realisation of activities 5.Payment and accounting 6.Settlement 7.Reporting

6Information Seminar for Latvian Project Partners, Riga, 29 April Cost sharing relations Implementing partner Paying partner 1 Paying partner 2 Paying partner n Lead partner Information Cost sharing agreement

7Information Seminar for Latvian Project Partners, Riga, 29 April 2009 Procedure 1.Cost sharing agreement 2.Project data form 3.Optional: Advance payment 4.Realisation of activities 5.Payment and accounting 6.Settlement 7.Reporting

8Information Seminar for Latvian Project Partners, Riga, 29 April Project data form Partner shares to be included in partner budgets Indication of cost sharing for BLs 2 and 4

9Information Seminar for Latvian Project Partners, Riga, 29 April 2009 Procedure 1.Cost sharing agreement 2.Project data form 3.Optional: Advance payment 4.Realisation of activities 5.Payment and accounting 6.Settlement 7.Reporting

10Information Seminar for Latvian Project Partners, Riga, 29 April Advance payment Optional a) Implementing partner submits advance payment invoice b) Paying partner makes advance payment Implementing partner Paying partner (a) Invoice (b) Payment

11Information Seminar for Latvian Project Partners, Riga, 29 April 2009 Procedure 1.Cost sharing agreement 2.Project data form 3.Optional: Advance payment 4.Realisation of activities 5.Payment and accounting 6.Settlement 7.Reporting

12Information Seminar for Latvian Project Partners, Riga, 29 April Realisation of activities Contracting all external suppliers, and/or carrying out own work Ensuring compliance with eligibility rules Implementing partner e.g. Project Manager Employment contract e.g. External researcher Service contract etc.

13Information Seminar for Latvian Project Partners, Riga, 29 April 2009 Procedure 1.Cost sharing agreement 2.Project data form 3.Optional: Advance payment 4.Realisation of activities 5.Payment and accounting 6.Settlement 7.Reporting

14Information Seminar for Latvian Project Partners, Riga, 29 April a. Paying and accounting all expenditure Implementing partner e.g. External researcher (a) Invoice (b) Payment Accounting

15Information Seminar for Latvian Project Partners, Riga, 29 April b. Overviews and validation Cost sharing overviews for LP and Paying partners Validation of expenditure by first level controller

17Information Seminar for Latvian Project Partners, Riga, 29 April 2009 Procedure 1.Cost sharing agreement 2.Project data form 3.Optional: Advance payment 4.Realisation of activities 5.Payment and accounting 6.Settlement 7.Reporting

18Information Seminar for Latvian Project Partners, Riga, 29 April Settlement of shared costs Different ways of payment of costs by Paying partners a.Direct payment b.Deduction from grant re-imbursement c.Advance payment

19Information Seminar for Latvian Project Partners, Riga, 29 April 2009 a) Implementing partner submits cost sharing invoice & overview a) that are validated by first level controller b) Paying partner pays its share 6a. Direct payment Implementing partner (b) Payment Paying partner (a) Invoice & overview FLC validation

20Information Seminar for Latvian Project Partners, Riga, 29 April b. Deduction from grant re-imbursement (I) a)Implementing partner submits financial note & overview that are validated by first level controller Implementing partner Paying partner (a) Fin. note & overview FLC validation

21Information Seminar for Latvian Project Partners, Riga, 29 April b. Deduction from grant re-imbursement (II) b) Lead partner –Receipt of grant from programme –Transfer to Paying partner its grant minus cost share –Transfer to Implementing partner its grant plus cost share (b) Grant + cost share Lead partner Implementing partner Paying partner (b) Grant - cost share Programme Grant

22Information Seminar for Latvian Project Partners, Riga, 29 April c. Advance payment Implementing partner submits cost sharing invoice / financial note BUT! Advance payment is set off against the amount due

23Information Seminar for Latvian Project Partners, Riga, 29 April 2009 Procedure 1.Cost sharing agreement 2.Project data form 3.Optional: Advance payment 4.Realisation of activities 5.Payment and accounting 6.Settlement 7.Reporting

24Information Seminar for Latvian Project Partners, Riga, 29 April Reporting procedure a) Implementing partner submits cost sharing overview to LP b) Partners submit partner reports: WITHOUT cost shares! c) Progress report: LP adds cost shares to each partner’s expenditure Risk of double-reporting!

25Information Seminar for Latvian Project Partners, Riga, 29 April Partner reporting Implementing partner Lead Partner (b) Partner report without cost shares Paying partner (b) Partner report without cost shares (a) Overview FLC validation

26Information Seminar for Latvian Project Partners, Riga, 29 April Project reporting and grant payment Lead Partner Programme (c) Project progress report including all cost shares (d) Grant Implementing partner Paying partner

Part-financed by the European Union Cost sharing Rostislav Zatloukal Adviser for Audit and Control, Joint Technical Secretariat Information Seminar for Latvian Project Partners Riga, 29 April 2009