Green Partnerships Local Partnerships for Greener Cities and Regions 1st Reporting /Presage Other...

Green Partnerships Local Partnerships for Greener Cities and

Regions

1st Reporting /Presage

Other administrative issues

Portugal, 8-10 July 2013

Green PartnershipsArronches, 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


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:


Expenditure reporting procedure

1 – Each partner enters activities and expenditures on PRESAGE CTE 2 – Lead Partner validates the other partners’ expenses3 – 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


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 CA9 – The CA draws up payment order to the Lead partner10 – The Lead partner transfers funds to the partners

Expenditure reporting procedure


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


• 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 31st 2021, later if requested at national level

Audit trail

Implementation GuideFirst level control Guidelines

Fact Sheets

Implementation Guide


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


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


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


PresageCTE 2013.1.2.0


PresageCTE 2013.1.2.0

Please fill comments


PresageCTE 2013.1.2.0 – Progress report



Please connect descriptions of activities per WPs and activities


Each partner should inform LP by mail concerning to validation

expenditures !

Finalise documents to be submitted to FLC ASAP!

!Do not wait to long!



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


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


• LP will prepare the list for bank data for partners • LP received almost all data for National Athorities.

Other administrative issues


THANK YOU FOR YOUR ATTENTION!

Green Partnerships Local Partnerships for Greener Cities and Regions 1st Reporting /Presage Other...

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