Alpine Space Programme 2007-2013

Project Closure - Final Report

Anne-Séverine Lay, JTSEva Stare, JTS

Lead Partner Seminar – 12th March 2014– Munich

Final Report

Documents to be submitted:

+ Last regular Progress Report (contact data, LP declaration)

+ Pilot Activities Reports

+ Final Report:+Section A – publishable section

+Section B – technical section

+Section C – FR Lead Partner declaration

+(if applicable) Cluster Final Report

Comparison of planned and actually implemented activities

Submit all except the LP declarations 3 months after project closure!

Last Progress Report: small changes

+ Last Progress Report+ publishable summary for the whole project duration!+ Update the received ERDF column

+ Pilot Activities’ reports+ Highlight transnational added value+ Submit an updated budget (excel)

Last Progress Report - finance

+ Eligibility of costs: the project’s activities which were performed until the project’s end, even if paid after it.

+ Staff Costs calculation for the last reporting period

- Use the template here for period longer than 6 months- Template needs to be filled in as normal- Hourly rate and project related staff costs will be calculated automatically

Think of• Project website operating for at least 2 years after project

end (Art. 7 (2) of the Subsidy Contract)• Update the project website before official project end

(expired contracts)• All main outputs to be published on the project website

(condition for closure)• Outputs - special section on the website – easy to find,

user friendly, well organised• Outputs – should be clear for whom they are meant and

what the purpose is • Well written Progress Report publishable summary as it will

last

Final Report Section A – Publishable section

+ Pdf fill-in form

+ What:– Abstract– Relevance– Key achievements– Lessons learnt– Replication/Roll out

+ Why:– Programme publication: compendium – The business card of your project for the

next years

Quality writing

Final Report Section B – Technical Report

+ Project added value

+ Cooperation

+ Visibility

+ Revenues

+ Contact data after closure

Final report: tips

• Do not make copy/paste between the part A and B

• Use examples to consolidate/ illustrate your answers

• Ask communication professional to read/ improve the part A

• Don’t detail too much (you should not bw exhaustive) but please answer the different questions

Final Report Section C – Lead Partner declaration

+ Information and data is true and correct

+ Project has been implemented as set out in the approved application documents

+ Reported expenditure is related to the present project only

+ Relevant regulations of the EC, national legislation, ASP and subsidy contract have been obeyed by all PPs

+ Final ERDF-tranche will be forwarded to the PPs according to the information provided by the Managing Authority

+ Provisions of the subsidy contract (esp. 4 (1), 6, 7 (2) lit b, 11 and 13) will be respected at least until end of 2022

Subsidy contract‘s articles

+ Art. 4 (1)The LP has to be available for any revision of the final report also after the project closure until JTS and MA have approved it

+ Art. 6: LP’s duties

+ Art. 7 (2): The website should remain online for a period of at least two years after project closure

– Related expenses are borne by the project partners, they can not be included in the last progress report as they are not yet incurred.

+ Art. 11: keep available all files, documents and data related to the project at least until end of 2022, either in original or as certified copies on commonly used data media safely and orderly

– The project can still be subject to controls after its closure: second level control, EU commission audits, national audits…

Subsidy contract‘s articles

+ Art. 13: All project outputs are the joint property of all project participants and shall be made available to the public, and dissemination should be ensured.

– Art. 13 reflects the EU regulation 1083/2006 art. 57: The Member State or managing authority shall ensure that an operation [project] retains the contribution from the Funds only if that operation does not, within five years from the completion of the operation… undergo a substantial modification…

Disbursement of Subsidy+ First arrived, first served!

+ The last 5% of the programme budget will be disbursed by EU at the closure of the programme

+ This rule does not apply if the programme total expenditure amounts to less than 95% of the approved budget

+ MA/JTS will inform Lead Partners about the overall exhaustion of ERDF funds on programme level regularly

+ For details see project implementation handbook factsheet No 7.2 – Final Payment http://www.alpine-space.eu/fileadmin/media/Programme_Implementation_Handbook/ Factsheet_7.2_Final_Payment.pdf

12/22

Thank you for your attention!

www.alpine-space.eu