1. HEALTHY IRELAND FUND
SUPPORT EVENT
STRAND 1
5th December 2017
Kilmainham Hilton Hotel

2. Healthy Ireland Fund – Operational Manual 2017
Grant agreements have been issued to all Strand 1 applicants.
Grantees are requested to return the signed grant agreement and demonstrate that they have met pre-payment contract conditions within 5 working days of receipt of the grant agreement.
Healthy Ireland Fund Operational Manual on Pobal’s website;
Pobal will issue a grant agreement (contract) based on the Department’s funding decision.
You will be asked to submit the following in order to secure your first payment:
Tax Reference Number (TRN)
The grant agreement must be signed by two authorised signatories
Complete the Bank Details Form in Annex III of the Grant Agreement
A Public Procurement Declaration must be completed and signed
Outline at least two authorised signatories
Return your Signed Grant Agreements within the specified timeframe on your cover letter.
You are required to indemnify on all insurance policies Pobal and the Department of Health.
Confirm that appropriate contractual arrangements are in place, where relevant between your organisation and partners/contractors/deliverers.

3. Operational Manual 2017 – www.pobal.ie

4. Healthy Ireland Fund – Operational Manual 2017
The Healthy Ireland Fund (HIF) manual provides information on the procedures required to comply with your HIF grant agreement. The manual addresses the following:
· Grant agreement, payments and eligible expenditure;
· Monitoring and reporting on your grant;
· Recruitment and employment practices and procedures;
· Statutory regulation and other conditions placed on all recipients of public funding.

5. Healthy Ireland Fund – Operational Manual 2017
The presentation today will focus on the following key elements of the Manual;
Pobal Supports
Non-Financial Reporting
Financial Procedures and Reporting
Compliance and other requirements

6. Healthy Ireland Fund – Pobal Support
Each grantee is assigned a development co-ordinator as a primary point of contact within Pobal in relation to your application, project delivery, monitoring and conditions of contract.
You may also liaise with a finance officer in the event of queries relating to your grant payment.
Name the co-ordinators

7. HIF – non-financial reporting requirements
Telephone check-in (January and March)
Non-financial report at the conclusion of the Fund

8. HIF – non-financial reporting Grantee Check-In
Phonecall check in will take place with Strand1 grantees week 22nd January and week 12th March.
December support event
January (week 22nd) check-in will cover the November to January period.
March (week 12th) check-in will cover the February to March period.
The phonecall ‘check-in’ is an opportunity for the grantee to provide an update on progress, raise queries and discuss any concerns in relation to delivery of actions.
Grantees will be required to report on progress for all actions. This will require gathering reports on progress from relevant delivery partners of actions in advance of the check-in.
The primary contact in your organisation will receive an about a week in advance of the scheduled meeting to finalise a date/time for the check-in. The check-in will take the form of a phonecall and you are not requested to complete any forms in relation to this check-in. However an outline of the information/feedback that you need to have considered for discussion at the check-in will be set out in the advance .

9. Phonecall Check-in
 The ‘check-in’ should take about 45minutes (but may take longer or less time depending on the number of actions being delivered).  All grantees will receive an to agree an appropriate date and time for the check- in in advance. The discussion will cover the following items;
An update on progress on each of the actions as set out in your action plan, specifically referencing achievement of milestones and outputs as outlined in the application form/grant agreement.
Feedback in relation to budget and expenditure to date for each action.
An outline of structures that are in place to manage and monitor the funding (sub-committees etc.) and agreements (SLA/MOU) that are in place between your organisation and any relevant delivery partners for actions. 
Feedback on adherence to standard conditions (for example, publicity) of contract and any specific conditions, where relevant.
An opportunity to raise any issues or concerns and provide feedback.
AOB

10. HIF – non-financial reporting at the conclusion of the fund - Process
End of programme report
Questionnaire to be completed on Healthy Ireland Fund online portal – link provided at the end of March 2018
Nominee from organisation to access the online portal
Deadline for submission of reports: 28th April 2018
Reporting for each action funded under the Healthy Ireland Fund
Two sets of questions:
The same questions for all actions
Specific to action type (HI Strategic Plan, Healthy Cities & Healthy County Networks, Local priorities for health and well-being)
Questions to be distributed to the beneficiaries when finalised
Mix of closed and open-ended questions
Susan handover to Ela Hogan

11. HIF – non-financial reporting at the conclusion of the fund – Content 1
Question topics for all actions:
Action type (making sure this information is correct)
Progress on the completion of the action
Main challenges
Main learnings
Good practice & innovation
Mainly open-ended questions

12. HIF – non-financial reporting at the conclusion of the fund – Content 2
Question topics for Healthy Ireland Strategic Plan actions:
Details of the development of a strategic plan
Brief details about the plan developed:
Time period and geographical area
Areas of health and wellbeing
Target groups
Organisations involved in the plan development
Information on activities carried out as part of plan development, e.g. consultation, assessments etc.
Mix of closed and open-ended questions

13. HIF – non-financial reporting at the conclusion of the fund – Content 3
Question topics for Healthy Cities and Healthy County Network actions :
Membership of the Network
Types of activities carried out under the action
Structures formed/supported under this action
Mix of closed and open-ended questions

14. HIF – non-financial reporting at the conclusion of the fund – Content 4
Question topics for Local priorities for health and wellbeing actions :
Target groups
Aspects of health and wellbeing
Type of activities
Organisations involved
Who benefitted
Mix of closed and open-ended questions

15. Financial Procedures and Reporting
Grant Instalments
Financial Reporting
Change of Budget
Audit Verification
Public Procurement
Compliance & other requirements
Peter Heaney (PH)

16. HIF – Grant Instalments
An initial payment of 90% of your budget will be made on receipt of your signed acceptance of the grant offer
The final payment of up to 10% of the Budget amount may be made retrospectively.
This is payable on receipt of the completed and accurate final reports.
Refer to the Operational Manual for a list of indicative eligible and ineligible costs.
Dates for eligible expenditure:
The earliest start date of the project is the 10th November 2017
All actions must be completed by the 31st March 2018
Funding that has not been spent by this date will be de-committed i.e. returned to the Healthy Ireland Fund.
PH– Manual is a generic document and not all of it will be applicable.

17. HIF – Financial reporting
Healthy Ireland Fund grantees are required to comply with the following financial reporting arrangements of Pobal;
Annual finance statements (audited accounts) and reconciliation of income and expenditure.
Submit Financial reports
Financial Reports
Finance report at the conclusion of the project.
This will be due to be submitted to Pobal by Friday 20th April 2018. 
To be signed by your authorised signatories per your grant agreement. PH

18. HIF – financial Reports
To be submitted:
Report template that shows the approved budget and spend, analysed across the agreed budget headings
Payments journal for the relevant period detailing total project expenditure reported
Salaries: Gross to Net report for payroll system for all Healthy Ireland funded staff
List of outstanding cheques and lodgments at the period end, if any.
Receipts & lodgments journal
Supporting bank statements or Cost Centre printout for all transactions claimed. Please highlight the relevant payments on the bank statements.
To keep on your files:
Timesheets for staff members whose wages are partly, but not 100%, supported with Healthy Ireland funding. PH
Strand 1, Finance returns from commencement up to the conclusion of the project.

19. HIF – change of budget
Any budget changes for less than €3,000 per Action do not require approval from Pobal. There will be one opportunity during the grant period to formally request a significant change (a change greater than €3,000 per Action of your annual detailed budget) to your budget.
Under Strand 1
This request will be considered during the budget change window of 22nd - 26th January 2018.
If you require a significant change to your budget then please contact your development co-ordinator to obtain a copy of the budget change request template.
You must clearly state the rationale for the change requested and set out how the action/s can continue to meet the intended objectives and offer value for money.
Pobal are not obliged to agree to any revision of the action/s. These revisions will be subject to the written approval of Pobal and the formal amendment to the grant agreement.
Peter to complete

20. HIF – audit and verification
Pobal independently appraises the financial and administrative controls of funded grantees to ensure they comply with the public accountability requirements of the programmes they operate, using EU rules and regulations as a model of best practice.
A verification visit is a routine visit conducted to verify the regularity and reality of activity, assets and expenditure
An audit visit involves a more detailed and comprehensive examination of books and records, to ensure that money is spent for the purpose intended and that adequate controls and safeguards are in place.
If your organisation is selected then you will be notified in advance of the visit. Further information will be provided to you at that time.
PH - Hand back to Susan at end of slide

21. Public Procurement
Value for money is paramount in the use of public funds
Public Procurement guidelines are available at
Failure to comply with requirement will lead to financial penalties
Quotes must be obtained and kept on file
Value of Invoice
Requirement
Less than €5,000 (excluding VAT)
Verbal quotes to be sought, documented and kept on file
€5,000 - €25,000 (excluding VAT)
A minimum of three written quotes to be sought and kept on file
Greater than €25,000 (excluding VAT)
To be advertised through a formal tendering process on

22. HIF – Compliance and other requirements
Refer to the Operational Manual for further information on the following compliance requirements of the Fund:
Recruitment and Employment;
Board Requirements;
Disclosure of Interests;
The Charities Regulator.
Publicity and Logos;
Refer to the ‘Programme Specific’ condition in your grant agreement.

23. Key Dates for Strand 1 Healthy Ireland Fund
Month
Activity
November
The earliest start date for actions is the 10th November 2017.
November/
December
Return of signed grant-agreement and pre-payment conditions met within 5 working days of receipt of contract.
First grant instalments issued December 2017.
January
First telephone check-in takes place week 22nd January 2018.
Budget change window for Stand 1 – 22nd January to 26th January 2018.
March
Second telephone check-in takes place week 12th March 2018.
All actions must be completed by the 31st March 2018.
April
Finance report at the conclusion of the project to be submitted by Friday 20th April 2018.
Non-financial questionnaire to be submitted by Friday 28th April 2018

24. Questions ?