PRESAGE CTE FINANCIAL MANAGEMENT AND REPORTING PROCESURES Alenka Vodoncnik, Agencija Ave

Project Financial management system CENTRALISED A CENTRALISATION of the local financial contribution at LP Collection of partners’ cofinancings;􀂾 Payment or reimbursement of the organization costs related to the project implementation; Accounting and certifying procedures through PRESAGE- CTE Centralised financial responsibility at LP level

Project Financial management system DECENTRALISED A keeping of the financial contribution at PPs, who Spends, accounts and certifies its own contribution (liability for its own actions) Provides the LP with the certificate of expenditure signed by the appointed CB at the end of each reporting period LP shall ensure that The expenditure is accounted by the PPs in the correct budget lines without exceeding the max. available amount (flexibility of 20%) and has been certified by the appointed CB 3

Budget and timeline To prevent project budget danger signs : 􀂾 Detailed costed workplan 􀂾 Realistic estimate of the resources required 􀂾 Realistic annual financial plan 􀂾 Respect of deadlines 􀂾 Follow up of PP expenditure by the LP 􀂾 Management of PP financial contributions 4

Sound financial management principles When projects are approved, they agree to act in accordance with : 􀂾 the approved application 􀂾 the approved partnership 􀂾 the approved budget and timeline 􀂾 the relevant rules and regulations 5

Sound financial management principles The LP acts as an administrative link between the project and the programme : 􀂾 joint decision on the desirable project financial management structure realistic spending plans 􀂾 ready to start project activities very quickly 􀂾 deadlines for reporting and certification 􀂾 strong management and control systems set up at LP and PPs’ level 6

Reporting responsibilities and tasks The Lead Partner shall report to the URBACT Secretariat about progress of the whole project, with particular reference to outputs and results. Documents related to reporting: – Certificates of Expenditure – Payment Claim – Progress Report (Activity and Financial Sections) 7

2. Implementation phase: Reporting periods 1. Development phase: • The project duration is subdivided into 4/6-month reporting periods running from – 21st April to 21st October 2008 (TN) 2. Implementation phase: • The project duration is subdivided into 6-month reporting – January to June – July to December 8

Reporting periods For each period, the reporting documents has to be submitted to the Secretariat - using the format available in the web-based monitoring and accounting system PRESAGE-CTE The documents have to be signed and sent to the Secretariat within 3 months after the end of the reporting period i.e. 9

During development phase: Reporting periods During development phase: – within 21 January 2009 (TN), extended 31.March 2009 􀂾 During implementation phase: – within the 30 September for the reporting period January to June – within the 31 March for the reporting period July to December 10

Declaration & cerification of the expenditures Expenditure must be accounted by LP and PP in PRESAGE-CTE (with personal login and password) The expenditure that has been validated by the LP can be certified by the first level controller of the PP in PRESAGE-CTE (with personal login and password) The LP shall submit the certificates and statements of expenditure signed by the PPs’ and LP’s certifying bodies plus a global project’s payment claim (within 3 months after the end of each reporting period) 11

Declaration & cerification of the expenditures Expenditure actually paid out (starting point of the project – end of the 3 months after the project closing date) that complies with all of the relevant rules : 􀂾 EU: (EC)1080/2006, Art. 7+13+21 (EC)1083/2006, Art. 56 (EC)1828/2006, Art. 48 to 53 􀂾 National: eligibility rules laid down by MS within 12 months of OP approval (national contacts in description of management and control systems) 􀂾 Programme: Programme Manual (TWD), Section 4 of Fact Sheet 6b In case of complicated or unclear eligibility criteria, the Secretariat can answer eligibility question (even via its contact to EC) 12

Declaration & cerification of the expenditures Project coordination (incl. Overheads) - General costs, administrative costs, legal costs, etc. Personnel - Costs for the personnel employed by the partner/lead partner’s institutions officially listed in the AF Meeting organisation - Costs for the organization of meetings, conferences and seminars (venue,interpretation, catering, etc.) Travel and accommodation - Costs for travel and accommodation of personnel and experts involved in project activities 13

Declaration & cerification of the expenditures 5. Communication and Dissemination - Costs for newsletter, brochures, other communication and dissemination tools 6. External expertise - Costs for external experts (excluding thematic experts) 7. EquipmentSmall scale investments in equipment that is strictly necessary for the implementation of the project 8. ULSGCosts for funding the ULSG (meetings, training sessions, etc.) 9. Managing AuthoritiesCosts for the participation of the Managing Authorities taking part to the network activities and especially to the milestones meetings 14

Eligibility period Projects’ costs are eligible FROM: the date of approval of the DoI/FA by the Monitoring Committee or the date of formal submission of the DoI/FA by the Lead Partner to the Secretariat TO: the end of the 3 months following the project closing date indicated in the approved DoI/FA. 15

Approbriation of first level controllers Each first level controller has to be approved at national level: 1) The first level controller of PP/LP is proposed in the DoI/AF and in the audit trail 2) The PP/LP fills in a checklist with the information concerning the proposed controller and sends it duly signed to its national contact (soon available on URBACT website) 3) The national contact confirms the proposal by sending a letter to the URBACT Secretariat and to the concerned Project Partner with the filled in and signed «checklist for approbation of first level controller »in annex 4) The approved first level controller is given an access to Presage- CTE 16

Certificate & statement of expenditures It is a different document than the global project payment claim • It is signed by the first level controller of PP/LP • It certifies the eligibility of the declared expenditure • It is produced in PRESAGE-CTE by the first level controller on a PDF model (with a checklist filled in by the first level controller in annex) 17

Payment Claim It is a different document than the certificate and statement of expenditure • It is signed by the Lead Partner • It claims globally the expenditure incurred by the project within the end of the reporting period • It is produced in PRESAGE-CTE by the LP on a PDF model 18

Claim deadlines It is a different document than the certificate and statement of expenditure • It is signed by the Lead Partner • It claims globally the expenditure incurred by the project within the end of the reporting period • It is produced in PRESAGE-CTE by the LP on a PDF model 19

Claim deadlines During implementation phase: 􀂾 Two claim deadlines per year + an extra claim round: – within 30 September of year N for the expenditure paid before 30 June of year N – within 31 March of year N+1 for the expenditure paid before 31 December of year N – within the 31 November of year N for the expenditure paid before 31 October of year N 20

Progres report The main aim of the Progress Report is to ensure that the project’s activities are progressing in accordance with the work plan and the budget approved by the Monitoring Committee It includes sections mainly related to activities and finances, but also to communication and expertise It is signed both by the Lead Partner’s responsible person and by the Lead Partner’s first level controller 21

Activity section – minor changes Change in contact information Small rescheduling of activities Others… 22

Activity section – minor changes 􀂾Reporting per objectives/actions The link between activities and expenditure is fundamental for any financial control and monitoring system (activities in Progress reports should always draw a link with expenditure) 􀂾 Information on the total budget consumption 􀂾 Follow up of the consumption of PPs’ contributions 􀂾 Information on the distribution of ERDF by LP to PPs 􀂾 Particular decisions undertaken by the LP during project financial management 23

Financial section Progress on Finances Financial reporting on Objective X –Action Y Update on bank account’s information (important for a quick ERDF refunding) Budget of a main category is exceeded (<20% i.e. 20% flexibility rule) Change on the contact details of the first level controllers Others… 24

1. Drop out or replacement of partners Reprogramming Major changes 1. Drop out or replacement of partners 2. Extension of duration 3. Others… 25

Reprogramming Major changes 1. Changes in the budget (>20%) 2. Financial changes in the work plan (costs do not correspond to activities) 3. Changes in the partnership (co-financing/ERDF) 4. Others… 26

Only once a year, normally in September Reprogramming Only once a year, normally in September Changes on the Application Form/budget through PRESAGE-CTE A new signed Application Form must be sent to the Managing Authority Approval of the Monitoring Committee Amendment of Subsidy Contracts (if it is the case) 27

Project closure Final documents and reports (to be sent within 3 months after the end date) 􀂾 Final Progress Report (activity and finance) 􀂾 Final Certificates and Statements of Expenditure 􀂾 Final Payment Claim 􀂾 Final Administrative Closure Report 􀂾 Match Funding Sheet 􀂾 Project’s final outputs 28

The Lead Partner has to respect: Project closure The Lead Partner has to respect: • the end date for eligibility of expenditure (in order to have the final claim eligible) • the information and publicity requirements (further information available in the TWD, section 5 of Fact Sheet 6a and in Articles 8 & 9 of Reg. (EC) 1828/2006 • the rules and procedure for archiving of documents 29

FINANCIAL MANAGEMENT AND REPORTING PROCESURES PRESAGE CTE FINANCIAL MANAGEMENT AND REPORTING PROCESURES 30

The first step to account your project expenditure in PRESAGE-CTE consists in going into the following web-site: https://urbact.presage-cte.org You will be asked to enter your login and password. Please use the login and password that the URBACT Secretariat has sent to you by email. After having entered your login and password, the screen that you should see at this stage will be the following one:

FINANCIAL ADMINISTRATION PRESAGE CTE FINANCIAL ADMINISTRATION

FINANCIAL ADMINISTRATION PRESAGE CTE FINANCIAL ADMINISTRATION