Overview of the claim system Lead partner and partner seminar Sundsvall, Sweden 5th February 2009 Maxi Nachtigall

The life circle of a project claim Lead partner: Receipt of Grant Lead partner: Allocation of Grant Project partner: Receiving share of partnership Grant NPP Secretariat: Assessment of activity report Managing Authority: Completeness and Compilation Check Managing Authority: Decision of Payment Certifying Authority: Final Payment Check Certifying Authority: Payment (+payment notification) Project partner: Statement of Expenditure + Documentation + Partner activity report National controller: First level control -Certificate of Expenditure -FLC checklist Lead Partner: - Activity report - Project Claim -Partner’s COEs - COEs summary - FLC checklists Proj partner: -Certificate of Expenditure + FLC checklist + transaction list + Partner activity report

1st step Project partner: Statement of Expenditure + Documentation + Partner activity report National controller: First level control -Certificate of Expenditure -FLC checklist Lead Partner: - Activity report - Project Claim -Partner’s COEs - COEs summary - FLC checklists Proj partner: -Certificate of Expenditure + FLC checklist + transaction list + Partner activity report

Project partner  Statement of Expenditure  To be supported by:  Copies of invoices  Partner activity report  Other appropriate documentation (national controllers)  1 month estimated time of work Project partner: Statement of Expenditure + Documentation + partner activity report

National controller  Performance of 1st level of control on national level  Certifying expenditures in accordance with:  Regulations of the European Commission  NPP Common Eligibility Rules  National legislation  FLC checklist  Issuing 1st level of control certificate: Certificate of Expenditure (COE)  Outline of eligible costs and deducted cost  Sent to individual partner together with FLC checklist  2 months estimated time of work  List of national controllers in programme manual 6th version, part 4  Currently controllers for Finland, Northern Ireland, Ireland, Sweden, Iceland, Norway, Faroe Islands and Greenland  Currently no information about controllers for Scotland National controller: First level control -- Certificate of Expenditure -FLC checklist

Project partner  Receives partner’s Certificate of Expenditure and First Level Control Checklist from National controller  Sending partner documents to Lead partner  Partner’s Certificate of Expenditure  Partner’s FLC checklist  Partner’s transaction list  Partner activity report Project partner: -Certificate of Expenditure + FLC checklist + transaction list + partner activity report

Lead partner  Compilation of the Progress report  Reporting on activities, based on each partner’s activity report  Activity report (template on  Examples of information and dissemination material  Financial reporting  Project Claim  Including a Summary of Certificates of Expenditure  Each partner’s Certificate of Expenditure  Each partner’s FLC checklist  LP is the policeman in the partnership and should ensure that all costs certified by the project partners are related to activities outlined in the latest version of the application and any further decisions.  Progress report to be signed by authorised LP representative  Original signed version and electronic copy to be sent to Programme Secretariat Lead Partner: - Activity report - Project Claim -Partner’s COEs - COEs summary - FLC checklists

2nd step NPP Secretariat: Assessment of activity report Managing Authority: Completness and Compilation Check Managing Authority: Decision of Payment Certifying Authority: Final Payment Check Certifying Authority: Payment (+payment notification)

Programme Secretariat  Assement of the activity report:  Completeness of information  Eligibility of activities carried out, if being in accordance with application and decision.  Assessment of activity report will be sent to Managing Authority together with the claim NPP Secretariat: Assessment of activity report

Managing Authority  Completeness and compilation check  Completeness of documents  Correct compilation of claim documents  Certification by national controller  Calculate the amount to be paid on the basis of certified expenditures  Issuing Decision of payment  Forwarding the Decision of Payment to Certifying Authority Managing Authority: Completeness and Compilation Check Managing Authority: Decision of Payment

Certifying Authority  Final payment check before transfer of programme funding  Entitelement of final beneficiary to receive co-funding  Public match funding has to be paid out before a payment to a project can be made  In first claim: exception from this rule can be applied  Payment and payment notification to Lead partner  Payment will be issued in accordance with grant contract and approved claim Certifying Authority: Final Payment Check Certifying Authority: Payment (+payment notification)

3rd steps Lead partner: Receipt of Grant Lead partner: Distribution of Grant Project partner: Receiving share of partnership Grant

Lead partner  Receipt of Grant  Allocation of Grant to indivdual project partners Individual share of partnership grant Lead partner: Receipt of Grant Lead partner: Allocation of Grant Project partner: Individual share of partnership Grant

Thank you for your attention