PIC INTERREG IIIC Sud “Robinwood”

Mr. Paolo FornoFinancial Manager

Sub-projects Financial Sub-projects Financial ManagementManagement

ELIGIBILITY OF EXPENDITURES

Only costs Only costs related to the sub-projectrelated to the sub-project are are

eligible costseligible costs. These must have occurred . These must have occurred

on or after the date of approvalon or after the date of approval of the sub- of the sub-

project by the Robinwood Steering project by the Robinwood Steering

Committee and before the finalisation date Committee and before the finalisation date

of the sub-project fixed in the approved of the sub-project fixed in the approved

application form (the only exceptions are application form (the only exceptions are

preparation costspreparation costs))

FINANCIAL MANAGEMENT

The sub-project sets up:The sub-project sets up:

• a a joint budgetjoint budget, in which the costs are , in which the costs are described for the whole of the operationdescribed for the whole of the operation

• a a single budgetsingle budget for each partner. for each partner.

For the purposes of planning the For the purposes of planning the

Robinwood’s and the sub-project’s cash-Robinwood’s and the sub-project’s cash-

flow, the budget will be divided flow, the budget will be divided in six-in six-

month calendar periodsmonth calendar periods

BUDGET

In the Application Form the budget table In the Application Form the budget table must be broken down must be broken down into into ActionsActions and and into the following into the following budget categoriesbudget categories:: •Staff CostsStaff Costs•Adminidtration CostsAdminidtration Costs•External ExpertiseExternal Expertise•Travel and Accomodation Travel and Accomodation •Meeting & EventsMeeting & Events• Promotion CostsPromotion Costs•Investments Investments •Other eligible costsOther eligible costs•Preparation CostsPreparation Costs

Staff costs

Personnel costsPersonnel costs (including (including salary, tax, salary, tax, employer’s contribution for national social employer’s contribution for national social security schemes, etcsecurity schemes, etc. – all calculated in . – all calculated in accordance with the national legislation) accordance with the national legislation) based on regular based on regular employment contractsemployment contracts used in the respective partner institution.used in the respective partner institution.

These costs must be certified on the basis These costs must be certified on the basis of: of: time sheetstime sheets, , record of tasksrecord of tasks carried out carried out in the framework of operation, in the framework of operation, evidence of evidence of calculationscalculations for the determination of the for the determination of the value of staff time used for the operation. value of staff time used for the operation.

Administration Costs

•DIRECTDIRECT general costs ( general costs (office rentoffice rent, , mailmail, , faxfax, , phonephone, , copying costscopying costs, , consumablesconsumables, , etcetc.) .)

•INDIRECTINDIRECT general costs ( general costs (overheadoverhead related to the operation’s activities, based related to the operation’s activities, based on real costs and calculated on real costs and calculated on a on a pro rata pro rata basisbasis according to a duly justified, fair and according to a duly justified, fair and equitable method). equitable method).

External Expertise

Costs paid on the basis of Costs paid on the basis of contractscontracts and and against against invoicesinvoices to external service to external service providers who are sub-contracted to carry providers who are sub-contracted to carry out certain tasks of the operation (e.g. out certain tasks of the operation (e.g. studiesstudies and and surveyssurveys, , translationtranslation, , managementmanagement or or auditaudit of the operation if of the operation if sub-contracted, etc.). sub-contracted, etc.). External expertise External expertise related to meetings and events, and related to meetings and events, and promotion should not occur under External promotion should not occur under External expertise but under the relevant budget expertise but under the relevant budget lines.lines.

PUBLIC PROCUREMENT

The purchase of goods and servicesThe purchase of goods and services, as well as the , as well as the ordering of public works, is subject to national, ordering of public works, is subject to national, Community and international rules. Please note Community and international rules. Please note that these rules may also be applicable to that these rules may also be applicable to companies, associations, foundations, etc., under companies, associations, foundations, etc., under certain circumstances (e.g. when operating with certain circumstances (e.g. when operating with public or EU funds). public or EU funds).

The procurement rules aim at securing The procurement rules aim at securing transparenttransparent and and fairfair conditions for competing conditions for competing on the common on the common market and should be market and should be followed by the operationfollowed by the operation partnerspartners when commissioning the above services, when commissioning the above services, works or deliveries. works or deliveries.

Travel and Accomodation

Travel and accommodation costs related to Travel and accommodation costs related to the approved sub-projects. As a general the approved sub-projects. As a general rule, the rule, the most economic way of transportmost economic way of transport must be used. All the travel and must be used. All the travel and accommodation costs have to be accommodation costs have to be documenteddocumented so that the eligibility of the so that the eligibility of the costs can be costs can be certifiedcertified. Accordingly, the . Accordingly, the travel and accommodation costs for travel and accommodation costs for partners and participants from third partners and participants from third countries can be eligible costs for an countries can be eligible costs for an operation when a meeting or seminar takes operation when a meeting or seminar takes in the EU territory/Norway and is part of an in the EU territory/Norway and is part of an approved sub-projects. approved sub-projects.

Meeting & Events

Costs related to the organisation of Costs related to the organisation of meetings (meetings (renting of premises and renting of premises and equipment, interpretation, printing, etc.equipment, interpretation, printing, etc.) ) paid on the basis of paid on the basis of contractscontracts with and with and invoicesinvoices from external providers. from external providers. PublicPublic procurementprocurement rules must be observed in rules must be observed in selecting a company or individual, which selecting a company or individual, which will carry out the assignment.will carry out the assignment.

Promotion costs

Costs related to Costs related to press releases, inserts in press releases, inserts in newspapers, leaflets, TV shows, brochures, newspapers, leaflets, TV shows, brochures, newsletters and other publication costs not newsletters and other publication costs not linked to specific events or seminarslinked to specific events or seminars. These . These costs shall be paid on the basis of the costs shall be paid on the basis of the contracts with and invoices from the service contracts with and invoices from the service providers. providers. Public procurement rulesPublic procurement rules must be must be observed in selecting company or individual, observed in selecting company or individual, which will carry out the assignment.which will carry out the assignment.

Investments

Purchases, construction or repair works Purchases, construction or repair works carried out within the framework of the carried out within the framework of the sub-project on the basis of contracts and sub-project on the basis of contracts and paid against invoices. Investments will be paid against invoices. Investments will be financed financed only in duly justified casesonly in duly justified cases and and and if they benefit the partnership. The and if they benefit the partnership. The depreciation cost is calculated in depreciation cost is calculated in accordance with the relevant accountancy accordance with the relevant accountancy rules, Public procurement rules must be rules, Public procurement rules must be observed.observed.Investments Investments must not exceed 15% of must not exceed 15% of the ERDF contributionthe ERDF contribution for each sub- for each sub-projectproject. .

Other eligible costs

Costs included in this budget line must be Costs included in this budget line must be relevant to the sub-projectrelevant to the sub-project..

The applicants are asked to The applicants are asked to specify in specify in detaildetail the nature of these costs in the the nature of these costs in the approved application form.approved application form.

Preparation costs

Eligible only for successful operations Eligible only for successful operations approved by the Steering Committee of approved by the Steering Committee of Robinwood.Robinwood.

The activities financed The activities financed should show direct, should show direct, demonstrable connection to the demonstrable connection to the development of the sub-projectdevelopment of the sub-project. The . The preparation activities should be preparation activities should be describeddescribed in in the Application Form. the Application Form.

Total eligible preparation costs are subject Total eligible preparation costs are subject to a to a ceiling of 10.000ceiling of 10.000 Euros. Euros.

ACCOUNTING FOR EXPENDITURES

In accordance with Rule No 1 (2) of the In accordance with Rule No 1 (2) of the

Commission Regulation Commission Regulation (EC) No 1685/2000(EC) No 1685/2000

amended by Commission Regulation (EC) No amended by Commission Regulation (EC) No

448/2004448/2004, as a rule, payments by final , as a rule, payments by final

beneficiaries shall be beneficiaries shall be supported by receipted supported by receipted

invoicesinvoices. Where this cannot be done . Where this cannot be done

(depreciation, contributions in kind and (depreciation, contributions in kind and

overheads), payments shall be supported by overheads), payments shall be supported by

accounting documents of equivalent accounting documents of equivalent

probative valueprobative value. .

•Original invoices Original invoices •Bank statements / payment proofsBank statements / payment proofs •Procurement documentationProcurement documentation: procurement note, : procurement note, terms of reference, offers/quotes, order form, contract terms of reference, offers/quotes, order form, contract •Documentation of calculationsDocumentation of calculations (if only a share was (if only a share was allocated to the sub-project) allocated to the sub-project) •Time sheets, employees’ contracts, pay slipsTime sheets, employees’ contracts, pay slips •Proofs for delivery of services and goodsProofs for delivery of services and goods (studies, (studies, brochures, newsletters, minutes of meetings, brochures, newsletters, minutes of meetings, translated letters, participants’ list etc), record of translated letters, participants’ list etc), record of assets assets

Further details need to be discussed Further details need to be discussed with the NPR and his own independent with the NPR and his own independent auditorauditor

Accounting for Expenditures - 2

The Lead Partner and partners must ensure The Lead Partner and partners must ensure that all that all accounting documentationaccounting documentation related related to the sub-project is to the sub-project is filed separatelyfiled separately. .

All documents related to the operation have All documents related to the operation have to be safely and orderly retained at least to be safely and orderly retained at least three yearsthree years after the final payment either after the final payment either as originals or as certified copies on as originals or as certified copies on commonly used data media. commonly used data media.

ACCOUNTING DOCUMENTATION

AUDIT TRAIL

The Lead Partner shall also ensure that an The Lead Partner shall also ensure that an

adequate adequate audit trailaudit trail is documented on all is documented on all

levels of the operation. The names and levels of the operation. The names and

contact details of contact details of persons responsiblepersons responsible as as

well as the well as the placeplace where the documents are where the documents are

stored shall be provided to the Lead stored shall be provided to the Lead

Partner. Partner.

Audit trail -2

Copies of all accountancyCopies of all accountancy documents from documents from

the partners must be sent to the NPR.the partners must be sent to the NPR.

Each NPR wills end to the Lead Partner of Each NPR wills end to the Lead Partner of

Robinwood copies of all accountancy Robinwood copies of all accountancy

documents together with the first level documents together with the first level

certification of the expenditures.certification of the expenditures.

CURRENCY EXCHANGE

Accounts must be kept in Accounts must be kept in EuroEuro and in and in national currencies (where Euro is not a national currencies (where Euro is not a national currency). national currency).

Partners located outside the Euro zone must Partners located outside the Euro zone must convert the expense from national currency convert the expense from national currency to Euros by to Euros by using the average monthly using the average monthly exchange rateexchange rate set by the Commission of set by the Commission of either the month the invoice was paid or the either the month the invoice was paid or the month the costs were reported to the NPR.month the costs were reported to the NPR.

The average monthly exchange rates set by The average monthly exchange rates set by the Commission are available from: the Commission are available from: http://europa.eu.int/comm/budget/inforeuro/http://europa.eu.int/comm/budget/inforeuro/en/catalog.htmen/catalog.htm..

PAYMENT PROCEDURES

The payments within the INTERREG IIIC The payments within the INTERREG IIIC Programme are only made on a Programme are only made on a reimbursement basisreimbursement basis. .

Payments will be made in Payments will be made in EurosEuros only. only.

It is the responsibility of the It is the responsibility of the Lead PartnerLead Partner to to distribute the funding among the partners. distribute the funding among the partners. PartnersPartners will distribute the funding to thei will distribute the funding to thei sub-project applicantssub-project applicants

ADVANCES

Some National Partenrs of Rw may grant Some National Partenrs of Rw may grant some some advancesadvances to the sub-project to the sub-project applicatints after the applicatints after the official startingofficial starting of the of the sub-project.sub-project.

Advances must be accounted only Advances must be accounted only afterafter that the expenditures have been effectively that the expenditures have been effectively supported by the applicants.supported by the applicants.

Advances will be reimbursed only after that Advances will be reimbursed only after that the the first level certificationfirst level certification of the of the expenditures accounted by the sub-project expenditures accounted by the sub-project applicants.applicants.

FINANCIAL REPORT

Activity and Financial report. Activity and Financial report.

Payments by final beneficiaries shall be Payments by final beneficiaries shall be supported by receipted invoices.supported by receipted invoices.

Accounts must be kept in Euro and in Accounts must be kept in Euro and in national currencies (national currencies (where Euro is not a national where Euro is not a national currency currency partners can convert the expense from national partners can convert the expense from national currency to Euros by currency to Euros by using the average monthly using the average monthly exchange rateexchange rate set by the Commission of either the set by the Commission of either the month the invoice was paid or the month the costs were month the invoice was paid or the month the costs were reported to the Lead Partner)reported to the Lead Partner)

The applicants must produce to the NPR The applicants must produce to the NPR copies of all accountancy documentscopies of all accountancy documents

REPORTING MODELS -Sub-projects Level

•Sub-project participants Sub-project participants implementimplement their their part of activities in the project and retain part of activities in the project and retain the documents required for the audit trail. the documents required for the audit trail. •Sub-project participants Sub-project participants send an audited send an audited reportreport to the Lead participant, who compiles to the Lead participant, who compiles the joint Project Report. RW Lead and the joint Project Report. RW Lead and regional partners are responsible for regional partners are responsible for ensuring the independent audit on the ensuring the independent audit on the inputs into the sub-project reports prepared inputs into the sub-project reports prepared by the Lead Participants and project by the Lead Participants and project participants coming from their region. participants coming from their region. •Lead sub-project participant Lead sub-project participant reports to the reports to the NPR.NPR.

FINANCIAL FLOW – Sub-project Level

•The payment is first made from the Paying Authority to the Lead Partner of Robinwood;•The Lead Partner then executes the payments of the part of the funds to the re-gional partners, including the funds for activities carried out by the regional part-ners themselves, as well as the part of the Project Funds to be distributed to the Lead participants and project participants coming from their region;•The regional partners then distribute the funds to Lead participants and project participants coming from their regions;

Financial Financial flowflow

Thank you !Thank you !