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Part-financed by the European Union Cost sharing Joint Technical Secretariat Information Seminar for Latvian Project Partners Riga, 29 April 2009
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2Information Seminar for Latvian Project Partners, Riga, 29 April 2009 Content Definition Procedure and documents
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3Information Seminar for Latvian Project Partners, Riga, 29 April 2009 Definition Dividing part of total expenditure between > 2 project partners Transparent and equitable method Joint activities benefiting several project partners Actors: –Implementing partner (ImP) –Paying partner (PayP) –Lead partner (LP) Not contracting between project partners against invoices!! + First level controllers
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4Information Seminar for Latvian Project Partners, Riga, 29 April 2009 Procedure 1.Cost sharing agreement 2.Project data form 3.Optional: Advance payment 4.Realisation of activities 5.Payment and accounting 6.Settlement 7.Reporting
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5Information Seminar for Latvian Project Partners, Riga, 29 April 2009 Procedure 1.Cost sharing agreement 2.Project data form 3.Optional: Advance payment 4.Realisation of activities 5.Payment and accounting 6.Settlement 7.Reporting
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6Information Seminar for Latvian Project Partners, Riga, 29 April 2009 1 Cost sharing relations Implementing partner Paying partner 1 Paying partner 2 Paying partner n Lead partner Information Cost sharing agreement
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7Information Seminar for Latvian Project Partners, Riga, 29 April 2009 Procedure 1.Cost sharing agreement 2.Project data form 3.Optional: Advance payment 4.Realisation of activities 5.Payment and accounting 6.Settlement 7.Reporting
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8Information Seminar for Latvian Project Partners, Riga, 29 April 2009 2. Project data form Partner shares to be included in partner budgets Indication of cost sharing for BLs 2 and 4
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9Information Seminar for Latvian Project Partners, Riga, 29 April 2009 Procedure 1.Cost sharing agreement 2.Project data form 3.Optional: Advance payment 4.Realisation of activities 5.Payment and accounting 6.Settlement 7.Reporting
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10Information Seminar for Latvian Project Partners, Riga, 29 April 2009 3. Advance payment Optional a) Implementing partner submits advance payment invoice b) Paying partner makes advance payment Implementing partner Paying partner (a) Invoice (b) Payment
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11Information Seminar for Latvian Project Partners, Riga, 29 April 2009 Procedure 1.Cost sharing agreement 2.Project data form 3.Optional: Advance payment 4.Realisation of activities 5.Payment and accounting 6.Settlement 7.Reporting
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12Information Seminar for Latvian Project Partners, Riga, 29 April 2009 4. Realisation of activities Contracting all external suppliers, and/or carrying out own work Ensuring compliance with eligibility rules Implementing partner e.g. Project Manager Employment contract e.g. External researcher Service contract etc.
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13Information Seminar for Latvian Project Partners, Riga, 29 April 2009 Procedure 1.Cost sharing agreement 2.Project data form 3.Optional: Advance payment 4.Realisation of activities 5.Payment and accounting 6.Settlement 7.Reporting
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14Information Seminar for Latvian Project Partners, Riga, 29 April 2009 5a. Paying and accounting all expenditure Implementing partner e.g. External researcher (a) Invoice (b) Payment Accounting
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15Information Seminar for Latvian Project Partners, Riga, 29 April 2009 5b. Overviews and validation Cost sharing overviews for LP and Paying partners Validation of expenditure by first level controller
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17Information Seminar for Latvian Project Partners, Riga, 29 April 2009 Procedure 1.Cost sharing agreement 2.Project data form 3.Optional: Advance payment 4.Realisation of activities 5.Payment and accounting 6.Settlement 7.Reporting
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18Information Seminar for Latvian Project Partners, Riga, 29 April 2009 6. Settlement of shared costs Different ways of payment of costs by Paying partners a.Direct payment b.Deduction from grant re-imbursement c.Advance payment
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19Information Seminar for Latvian Project Partners, Riga, 29 April 2009 a) Implementing partner submits cost sharing invoice & overview a) that are validated by first level controller b) Paying partner pays its share 6a. Direct payment Implementing partner (b) Payment Paying partner (a) Invoice & overview FLC validation
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20Information Seminar for Latvian Project Partners, Riga, 29 April 2009 6b. Deduction from grant re-imbursement (I) a)Implementing partner submits financial note & overview that are validated by first level controller Implementing partner Paying partner (a) Fin. note & overview FLC validation
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21Information Seminar for Latvian Project Partners, Riga, 29 April 2009 6b. Deduction from grant re-imbursement (II) b) Lead partner –Receipt of grant from programme –Transfer to Paying partner its grant minus cost share –Transfer to Implementing partner its grant plus cost share (b) Grant + cost share Lead partner Implementing partner Paying partner (b) Grant - cost share Programme Grant
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22Information Seminar for Latvian Project Partners, Riga, 29 April 2009 6c. Advance payment Implementing partner submits cost sharing invoice / financial note BUT! Advance payment is set off against the amount due
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23Information Seminar for Latvian Project Partners, Riga, 29 April 2009 Procedure 1.Cost sharing agreement 2.Project data form 3.Optional: Advance payment 4.Realisation of activities 5.Payment and accounting 6.Settlement 7.Reporting
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24Information Seminar for Latvian Project Partners, Riga, 29 April 2009 7. Reporting procedure a) Implementing partner submits cost sharing overview to LP b) Partners submit partner reports: WITHOUT cost shares! c) Progress report: LP adds cost shares to each partner’s expenditure Risk of double-reporting!
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25Information Seminar for Latvian Project Partners, Riga, 29 April 2009 7. Partner reporting Implementing partner Lead Partner (b) Partner report without cost shares Paying partner (b) Partner report without cost shares (a) Overview FLC validation
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26Information Seminar for Latvian Project Partners, Riga, 29 April 2009 7. Project reporting and grant payment Lead Partner Programme (c) Project progress report including all cost shares (d) Grant Implementing partner Paying partner
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Part-financed by the European Union Cost sharing Rostislav Zatloukal Adviser for Audit and Control, Joint Technical Secretariat Information Seminar for Latvian Project Partners Riga, 29 April 2009
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