1. Green Partnerships Local Partnerships for Greener Cities and Regions 1st Reporting /Presage Other administrative issues Portugal, 8-10 July 2013

2. Green Partnerships Arronches, 8 - 10 July 2013 2 Each Member State (MS): has set up a First Level Control system has determined the selection mode for controllers Each partner: must refer to the control system of the Member State where it is located must follow the information provided by the national bodies on the procedure National control systems

3. Green Partnerships Arronches, 8 - 10 July 2013 3 Expenditure reporting procedure LP will submit payment claims to the MA / JTS at six months intervals maximum two months after the end of each reporting period, with the following timetable:

4. Green Partnerships Arronches, 8 - 10 July 2013 4 Expenditure reporting procedure 1 – Each partner enters activities and expenditures on PRESAGE CTE 2 – Lead Partner validates the other partners’ expenses 3 – Controller of each partner (centralised or decentralised system) Validates the eligible expenditure Generates a First Level Control Certificate in PRESAGE CTE 4 – In Spain and Portugal: certificate has to be sent to the national authority in order to get the final validation 5 – The Lead Partner gathers all the certificates and produce a payment claim + progress report 6 – Submission to the JTS within the deadlines mentioned in the Subsidy Contract

5. Green Partnerships Arronches, 8 - 10 July 2013 5 7 – The JTS verifies the report: Conformity against application form Conformity of validations by controllers against national systems Transfers to MA 8 – The MA ensures the precision of the payment claim and communicates it to the CA 9 – The CA draws up payment order to the Lead partner 10 – The Lead partner transfers funds to the partners Expenditure reporting procedure

6. Green Partnerships Arronches, 8 - 10 July 2013 6 Partners must ensure that all accounting documents linked to the project are available and filed separately. The Lead partner is responsible for the implementation of suitable audit trail – overview. In order to ensure a clear identification of the expenditures: Opening of a specific bank account for the project payments (or a separate project code); Recording of the costs in expenditure lists by budget line, component and reporting period; Noting the allocation (project title and project number) directly on the invoices/equivalent documents Audit trail

7. Green Partnerships Arronches, 8 - 10 July 2013 7 Original copies of documents to be kept by each partner Copies of documents to be sent to Lead partner (e-version) - recommendation Lead partner must ensure that all partners keep them until December 31 st 2021, later if requested at national level Audit trail Implementation Guide First level control Guidelines Fact Sheets Implementation Guide

8. Green Partnerships Arronches, 8 - 10 July 2013 8 Reference documents EU Regulations MED Programme National rules General Framework Specific rules Each Member State defines specific rules on eligibility of expenditures - national manuals Project partners and first level controllers should always refer to relevant rules on eligibility defined at national level In case of doubt please contact NCP + JTS MED

9. Green Partnerships Arronches, 8 - 10 July 2013 9 Eligibility Principles Necessary to carry out project’s activities/objectives Clearly related to activities foreseen in the approved AF Incurred during eligible periods (preparation-implementation-closure) Incurred within MED area. outside MED area but inside EU territory: duly justified and approved; - outside EU territory: approved case by case Real: actually borne directly by PPs and supported by accounting documents justifying incurred expenses/payments (invoices, pay rolls….) Supported by document attesting administrative procedures adopted (tenders, contract, …) Respect EU/Programme relevant rules

10. Green Partnerships Arronches, 8 - 10 July 2013 10 Budget Lines Staff Durable goods Consumable goods Travel and accommodation Services External expertise Promotion, information and publications Overheads Other  FIRST LEVEL CONTROL GUIDELINES  FACT SHEETS Detailed practical info on: TIP  background information, guidance, supporting docs  allocating costs on budget lines  accounting

11. Green Partnerships Arronches, 8 - 10 July 2013 11 PresageCTE 2013.1.2.0

12. Green Partnerships Arronches, 8 - 10 July 2013 12

13. Green Partnerships Arronches, 8 - 10 July 2013 13 PresageCTE 2013.1.2.0 Please fill comments

14. Green Partnerships Arronches, 8 - 10 July 2013 14 PresageCTE 2013.1.2.0 – Progress report

15. Green Partnerships Arronches, 8 - 10 July 2013 15 PresageCTE 2013.1.2.0 – Progress report Please connect descriptions of activities per WPs and activities

16. Green Partnerships Arronches, 8 - 10 July 2013 16 PresageCTE 2013.1.2.0 – Progress report

17. Green Partnerships Arronches, 8 - 10 July 2013 17 Each partner should inform LP by mail concerning to validation expenditures ! Finalise documents to be submitted to FLC ASAP! !Do not wait to long! PresageCTE 2013.1.2.0 – Progress report

18. Green Partnerships Arronches, 8 - 10 July 2013 18 The LP must communicate to the MA / JTS any request for redistribution between budget lines, components/WPs, for an amount up to 10% of the total eligible budget. Any request for reallocation of funds should be duly justified and be sent to the MA / JTS prior to implementation. For any modification exceeding 10% of the total eligible budget, the LP must seek prior approval of the MA - Selection Committee. For the following modifications: - redistribution of the ERDF amount between partners, - changes in the nature of the project, and more specifically the project objectives and expected results, - any extension of the deadline for the duration of project activities, - modifications to the partnership, an amendment to Subsidy contract and a new approval by the Selection Committee (if necessary by written procedure) is required. Contract modification

19. Green Partnerships Arronches, 8 - 10 July 2013 19 PLEASE NOTE We can do modification on project level in projects life time only two times. We suggest to sent the request for 1st modification on the end of 2013 and 2nd modification on the end of 2014. Partners should stay on the level of their budgets Template for Modification document will be budgets excel table per PPs where each partner will describe why, where and how much of value he would like to modified. Contract modification

20. Green Partnerships Arronches, 8 - 10 July 2013 20 LP will prepare the list for bank data for partners LP received almost all data for National Athorities. Other administrative issues

21. Green Partnerships Arronches, 8 - 10 July 2013 21 THANK YOU FOR YOUR ATTENTION!