Financial reporting Linda Wormö, MA Per Dahlström, MA 1st October,2015 Kuopio, Finland

The Lead Partner A link between project partners and the Programme Distributing NPA grant Have enough administrative and financial capacity Only MS partners, Iceland and Norway Co-Lead Partner LP can delegate a part of their responsibility Overall project management Being contact person for the Joint Secretariat in Copenhagen Delivery of project reports and documentation; Required Producing the documents for controls and payments Delivery of project outputs Informing the Managing Authority of the choice of project controllers; Concluding a partnership agreement for its relations with the other project partners Ensuring that the certified expenditures for all partners are matching activities outlined in the approved application and any other decisions Ensuring that all expenditure has been certified by National Controllers Please note Please note, All partners should keep all supporting documents available for a period of seven years following the end of the calendar year when the project was formally closed, or longer if it is stipulated in national rules applicable to the beneficiary.

Partnership agreement A written agreement between the LP and the project partners Guarantees each partners Match funding contribution Outlines each partners responsibilities Partnership consensus regarding the project´s targets and goals Must be signed before the Grant offer is issued

Grant Offer Letter The Official decision, issued by the Managing Authority Contains the rights and responsibilities of all parties Main decision Official decision signed by the Managing Authority and the Monitoring Committee Chair, stipulating the eligible budget, start and end date and reporting deadlines. Enclosure 1 Includes a detailed project description including work packages and indicators, and the project budget Enclosure 2 Includes legal conditions that need to be met by the Lead Partner and other Lead Partner responsibilities.

Partner Progress Report ”List of expenditures” Information on what expenditure that has incurred during a specific period. Obligatory fields are: Budget line Work Package Total value of item in original currency Declared amount in original currency Please note Please note, Tick the applicable tickboxes if ”In- kind” or ”Expenditure outside (the union part) of the Programme area has been used.

List of expenditures Please note Please note, All costs should be converted using the monthly accounting exchange rate of the European Commission. In the month during which expenditure was submitted for verification to the National controller. et/contracts_grants/info_ contracts/inforeuro/infor euro_en.cfm Please note Please note, All costs should be converted using the monthly accounting exchange rate of the European Commission. In the month during which expenditure was submitted for verification to the National controller. et/contracts_grants/info_ contracts/inforeuro/infor euro_en.cfm

List of expenditures Ledger for the current reporting period should be uploaded (every partner should keep separate project accounts) Time sheets (for part time project employees) Employment contracts (for full time project employees, one time only) Model to show the office costs distributed proportionally including relevant supporting evidence Partner Activity Report Copies of all invoices and receipts Latest approved application and any further decisions Transaction List Other relevant documentation Please note Please note, that this is a general list that are likely to be required by FLC. Each programme partner country establishes exactly what supporting documentation is required.

Attachments and Forecast Please note Please note, Before submitting a partner report, it needs to be checked. By clicking ”Check Saved Report” Estimate of their spending, in kind and Match funding Attach supporting documents

Partner Finance Report

Financial Reporting Financial reporting Project partner fills in list of expenditure, Attachment and Forecast Project partner saves and submitts the Partner Report to FLC FLC evaluates partner report and issue FLC certificate and checklist LP create Progress report

First Level Control (FLC)-What do they do? Checking project expenditure and match funding in accordance with the NPA Eligibility rules/ National rules. Maximum 2 months On the Spot visits (according to decided methodology) Reporting IrregularitiesIssue FLC certificate/ FLC checklist FLC

First level control Evaluates Partner report FLC checks that Project partner costs are following the EU/ NPA eligibility rules and National rules If nessecery deduct reported amount Evidence of public/private match funding Request additional documentation

Financial Reporting Financial reporting Project partner fills in list of Expenditure, Attachment and Forecast Project partner saves and submitts Partner Report to FLC FLC evaluates partner report and issue FLC certificate and checklist LP compile Progress report

Project Progress Report Lead partner compile the FLC Certificate and checklist from all project partners in eMS If necessary, any other documents agreed in the partnership, Activity report ect. 3 months (2 months FLC) Progress report, maximum 3 months (2 months FLC)

LP select the “FLC certificate” that should be included in the claim. Tick the box “Project Finance Report”

Under “Certificates” expenditures can be deducted by LP “Project Report Tables” is an overview of the Project Report Expenditure Summary

Project Progress Report FLC Certificate FLC Checklist Activity Report & Workpackage

Project claim at the Managing Authority A deeper validation of the Project claim Check Match funding If applicable, checking In Kind Costs do not exceed the approved budget Use of correct funding source

Project claim at the Managing Authority Beneficiary match funding - Calculated and not a transfer of cash. - Only public partners Public Match funding -Cash payment by an Public organization Private match funding - Cash Payment by an Private organization

Project claim at the Managing Authority In Kind (Public or Private) -Contributed by a third party outside the Project -No cash payment -In form of work, NPA eligibility rules for Staff cost shall apply -Same pace as the project implementation Time worked for project/ staff cost Goods Services Land and real estate Demonstrating an in-kind contribution as a certified cost will not generate ERDF or ERDF equivalent funding unless actual costs have been spent by the project partner.

Payment Procedure MA Managing Authority will issue a Decision of Payment Made in accordance with the Grant Offer Letter CF Certifying function validate the payment decision information, e.g bankinformation The NPA-Grant will be transferred to LP:s Bank account A payment notification will be sent to the LP LP Lead Partner receive NPA-Grant on the bank account stated in the Project claim LP distribute the received NPA-Grant to the individual project partners. PP Project partner receive their share of the NPA-Grant

Thank you for listening Linda Wormö, MA Per Dahlström, MA Managing Authority Tel: