1 CASIP-SMEs project Project & Financial and Management Committee Meeting Luxembourg, 15th November 2012 This project is funded by the European Union Provided by the European Union A project implemented by the Chamber of Commerce of Venice Mr Francesco Baiocchi Update on Financial Issues

2 CASIP-SMEs Project A project implemented by the Chamber of Commerce of Venice This project is funded by the European Union CONTENTS 1 – Financial issues – First year report 2 – Project Change – Project Extension 3 - Project Change – Budget Modification 4 - Financial issues – Budget expenditure level overview 5 – Calendar of the next financial accounting periods 6 – Expenditures supporting documents

CASIP-SMEs Project A project implemented by the Chamber of Commerce of Venice This project is funded by the European Union 1 - Financial issues – First year report 22/12/ /12/2011 Date of submission to the EU Delegation: 2012/07/26 Total expenditures declared: € ,91 Documents submitted: 1.Annex VI – 1° Yearly report (description on what we have developed in the framework of the project); 2.The First Year Financial Report (description on the expenditures incurred during the first year of project development); 3.Forecast Budget and Follow up (a budget modification proposal for year 2); 4.Annex V – Request for further pre-financing resources (not received yet);

CASIP-SMEs Project A project implemented by the Chamber of Commerce of Venice This project is funded by the European Union 1 - Financial issues – First year report 22/12/ /12/2011 Date of submission to the EU Delegation: 2012/07/26 Total expenditures declared: € ,91 Documents submitted: 1.Annex VI – 1° tearly report (description on what we have developed in the framework of the project); 2.The First Year Financial Report (description on the expenditures incurred during the first year of project development); 3.Forecast Budget and Follow up (a budget modification proposal for year 2); 4.Annex V – Request for further pre-financing resources (not received yet); Approved.

CASIP-SMEs Project A project implemented by the Chamber of Commerce of Venice This project is funded by the European Union 2 – Project Change – Project Extension Official date of submission to the EU Delegation: 2012/11/06 Informal transmission of the request: Documents informally submitted to EU delegation since August 2012 Object of the request: Extension of the project to 22 of april 2012 What we have submitted: Request of Grant Contract Modification; New Project Gantt; Formal Project Partners Letter of approval of the extension: Implementation state of the art updated at the end of octuber 2012

CASIP-SMEs Project A project implemented by the Chamber of Commerce of Venice This project is funded by the European Union 2 – Project Change – Project Extension Official date of submission to the EU Delegation: 2012/11/06 Informal transmission of the request: Documents informally submitted to EU delegation since August 2012 Object of the request: Extension of the project to 22° of april 2012 What we have submitted: Request of Grant Contract Modification; New Project Gantt; Formal Project Partners Letter of approval of the extension: Implementation state of the art updated at the end of octuber 2012 Informally approved, still waiting for formal Grant Contract modification.

CASIP-SMEs Project A project implemented by the Chamber of Commerce of Venice This project is funded by the European Union 3 - Project Change – Budget Modification Official date of submission to the EU Delegation: 2012/07/26 Request for clarification from EU delegation: 2012/10/17 Budget Change Clarification submitted to EU delegation: 2012/11/06 What we have submitted: 1.Forecast Budget and Follow up (a budget modification proposal for year 2); 2.Budget Change Clarification, and several supporting documents.

CASIP-SMEs Project A project implemented by the Chamber of Commerce of Venice This project is funded by the European Union 3 - Project Change – Budget Modification Official date of submission to the EU Delegation: 2012/07/26 Request for clarification from EU delegation: 2012/10/17 Budget Change Clarification submitted to EU delegation: 2012/11/06 What we have submitted: 1.Forecast Budget and Follow up (a budget modification proposal for year 2); 2.Budget Change Clarification, and several supporting documents. Our Project Manager have highlight problems that could bring to the rejection of our Budget Change proposal. (Staff costs too high) Our request is still under evaluation.

CASIP-SMEs Project A project implemented by the Chamber of Commerce of VeniceThis project is funded by the European Union Total cost of the action: Timeframe of the action: We have reached month 22 on 28 from the project start Financial issues – Budget expenditure level overview Total Project Budget Budget spent by CASIP PPs until now Expenditures % respect to total budget € ,00€ ,0053 %

10 CASIP-SMEs Project A project implemented by the Chamber of Commerce of Venice This project is funded by the European Union 5 – Calendar of the next financial accounting periods Implementation period: DeadlineWhat we have to submit: 22/12/ /06/ /11/30 Interim Quarterly report on the state of the art of the project. 22/06/2012 – 21/12/ /01/31 Annex VI – 2nd Yearly Implementation Report The second Year Financial Report Forecast Budget and Follow up (a budget modification proposal for the remaining 4 months); Annex V – Request for further pre-financing resources 22/12/2012 – 22/04/ /05/31 Final Implementation Report; Final Financial Report; Expenditure Verification Report (By an external Controller); Annex V - Balance Request.

11 CASIP-SMEs Project A project implemented by the Chamber of Commerce of Venice This project is funded by the European Union 5 – What we need for every implementation period: Expenditure list, following the template provided; Proof of the expenditures (invoices, payslip…); Proof of payment (bank statement, declarations…).

12 CASIP-SMEs Project A project implemented by the Chamber of Commerce of Venice This project is funded by the European Union 6 – Expenditures supporting documents - STAFF Staff Start of the project – Documents to produce and to be delivered to the Lead Applicant - List of involved personnel; - Assignment letter, issued by the head of the institution, giving evidence of: - the period of involvment; - the role inside the project; - Monthly cost calculation; - Curriculum Vitae of the person; During the project, every six month - Documents to produce and to be delivered to the Lead Applicant: - Description of the activities developed by every person involved in the framework of the project (monthly template provided); - Payslips and banking proof of payment (or equivalent document);

13 CASIP-SMEs Project A project implemented by the Chamber of Commerce of Venice This project is funded by the European Union 6 – Expenditures supporting documents Per Diem includes: Per diems cover accommodation, meals, local travel within the place of mission and sundry expenses Per diem costs of a single PP participant to a mission abroad shall consider: Costs incurred directly by the PP; Costs incurred by the meeting organizing partner, for example: Catering, Dinner, Local transportation… Can NOT be consider eligible for travel costs the following items: Personal shopping and any other personal expenses; Phone calls, if not strictly required; Mission/Travel

14 CASIP-SMEs Project A project implemented by the Chamber of Commerce of Venice This project is funded by the European Union 6 – Expenditures supporting documents Per Diem includes: Per diems cover accommodation, meals, local travel within the place of mission and sundry expenses Mission/Travel Actual Per diem rate (From 4/07/2012): Italy:€ 230,00 Luxembourg:€ 237,00 Uzbekistan€ 209,00 Tajikistan:€ 145,00 Kyrgyzstan€ 381,00 Kazakhstan€ 310,00

15 CASIP-SMEs Project A project implemented by the Chamber of Commerce of Venice This project is funded by the European Union 6 – Expenditures supporting documents Equipment and supplies Documents to be stored and delivered to the Lead Applicant: - Request for quotation (possibly more than 1 supplier); - Note approving the selected quotation; - Supporting documents on the service/supply (copy of the leaflet produced, fotos of the meeting…etc); - Invoice/receipt issued by the provider; - Bank money transfer certification (or equivalent document). Original documents can be in your language followed by a translation in English. Equipment and supplies

16 CASIP-SMEs Project A project implemented by the Chamber of Commerce of Venice This project is funded by the European Union 6 – Expenditures supporting documents Documents to be stored and delivered to the Lead Applicant: 1.Agenda of the meeting; 2.Promotional documents (leaflet, newspaper promotional pages, web site snapshot, newsletter….); 3.Power point presentations; 4.Photos of the event; 5.Participants signature sheet; 6.Necessary supply/services -Request for quotation; -Note approving the selected quotation; -Supporting documents on the service/supply; -Invoice/receipt issued by the provider; -Bank money transfer certification (ro equivalent document). Meetings organization

17 CASIP-SMEs Project A project implemented by the Chamber of Commerce of Venice This project is funded by the European Union Thanks for your kind attention!