Titre Power Point Sous-titre - MED Programme

Titre Power Point Sous-titre - MED Programme

Maritime projects Lead partners seminar 27th May 2014 Contents Administrative & Financial issues Communication Short presentation of Presage CTE Contracting procedure All contracts should be signed by mid-June in order to avoid any delay in the stat-up Date of decision of the MED Programme Selection Committee : 9th April 2014 (article 1.1)

Kindly be sure that you sign the updated version of the Subsidy Contract Partnership agreement: In regard to the official notification of the Managing Authority to the selected projects transmitted 11th April 2014 Start up report to be submitted before 31st July Eligibility of the implementation expenses Engaged, invoiced and paid out between: The day after the submission of complete AF Within date of project closure

In case costs cannot be paid out within the date of project closure: paid out within two months after project closure Closure administrative expenditures (First Level Control and staff costs): may be engaged and paid out within two months after project closure

All expenses must be paid out within the 30th June 2015 End of the eligibility According to the Subsidy Contracts and Programme documents, the eligibility of the projects expenditure ends on the 30th June 2015 No two additional months for payments for projects whose ending date is less that two months before that date

All expenditure (including closure administrative expenditures) engaged, invoiced or paid out after the 30th June 2015 will not be eligible Project ending date End of the eligibility 30/04/2015 2 months

30/06/2015 31/05/2015 1 month 30/06/2015 15/06/2015 15 days 30/06/2015

30/06/2015 0 days 30/06/2015 Reporting frequency Every 6 months a submission of: Progress report + annexes + list of deliverables Payment claim + certifications of expenditure Maritime projects Reporting period

Date of submission to the JTS Start-up to 31st December 2014 31st March 2015 1st January 2015 to end of the project 3 months after the end

Art: 3.3 of the Subsidy Contract Deadlines for submission must be respected Reporting frequency The intermediate payment claim is not compulsory BUT the progress report is! In order to have a visibility on the state of the art of the expenditure please update Presage once a month For the closure of the project you will have to submit: - Progress report (2nd implementation period) - Final Report (Part 1, 2 and 3) - Annexes - CD including all final deliverables for the Library

- Excel: budget real execution Expenditure reporting procedure [1] 1 Each partner enters activities and expenditures on PRESAGE CTE PP 2 Lead Partner validates the other partners expenses on

PRESAGE CTE LP FLC of each partner (centralised or decentralised system) 3 Validates the eligible expenditure FLC/PP

Generates a First Level Control Certificate on PRESAGE CTE 4 In Spain and Portugal: the FLCs certificate has to be validated by the responsible National Authority 5 The Lead Partner gathers all the certificates and produce a payment claim + progress report on PRESAGE CTE LP

6 Submission to the JTS within the deadlines mentioned in the Subsidy Contract LP NA/FLC/ PP Expenditure reporting procedure [2] 7

8 9 10 The JTS verifies the report: Conformity against application form Conformity of validations by controllers against national systems Transfers to Managing Authority The Managing Authority ensures the precision of the payment claim and communicates it to the Certifying Authority The Certifying Authority draws up payment order to the Lead partner

The Lead partner transfers funds to the ERDF partners JTS/LP/ PP/FLC MA/CA CA/LP LP National control systems Each Member State 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 State where it is located must follow the information provided by the national bodies on the selection procedure Centralized System: Croatia, Greece, Malta, Slovenia and UK (Gibraltar) Decentralized System: Cyprus, France, Italy, Spain and Portugal Some tips First thing to do: Selection of FLC Second thing to do: Public procurements, events &

payments Fluent communication with your JTS Project Officer Update expenditures on Presage once a month Take advantage of partners experience Remember: No prolongation is possible. Budget modifications are not desirable. One year of implementation Time flies!! COM&CAP activities Organization of events and com material led by the COM&CAP project will be provided by it Dont forget that content info needs to be provided by partners towards the COM&CAP project Attendance costs to events organized by the COM&CAP

project must be borne by partners All eventual travel outside of the MED area must be approved in advance by the JTS, even in the case of events organized by the COM&CAP project Any COM&CAP initiative of a project must be approved in advance by the JTS, and communicated for information to the COM&CAP project More information @ programmemed.eu Donwload programme reference documents and guidance sorted by project phase

Example: Downloads in IMPLEMENTATION Communiation Avoid ineligibility and respect all visual obligations set by the MED Programme and EC regulations! Presage CTE Short Introduction

Background information Reporting procedure is made through Presage CTE. Each LP, Project partners and FLC will have a different user name and password. JTS sends the LP all partners user name and password and LP will have to forward them to each partner. Those of the FLC will be sent to them after receiving the national approval, in the case of decentralized systems. Each actor will have a different profile and access to different functionalities according to its role in the reporting procedure. LP will have access to information of all partners, PP

only will have access to their own information. Background information Create Enter Modify Remove Validated/Locked Export info

Create a PDF Get exports and PDF Homepage Look up or download the last approved AF Through this section access to all reporting In this section financial tables which allow a global financial monitoring

To enter expenditure data [1] To start entering the expenditure data, click on Show expenditure list To enter expenditure data [2] Click on Add an expenditure to start entering an expenditure. And repeat the same procedure for each expense To enter expenditure data [3] It is highly

recommended to include a comment which may help to quickly identify the nature of the expenditure Following expenditures on the reporting procedure Expenditures entered by partners Partners expenditures waiting for LP validation Expenditures already validated

by the LP waiting for certification Expenditures already validated and certified waiting to be included in a payment claim LP validates the other partners entries Expenditure in validation process by the Lead partner It is not an eligibility check, but a verification of the conformity of the expenditure against the activities foreseen in the application form If the partner has allocated the expenditure to the wrong budget line, for example, the LP should refuse

it and make the partner correct it before the certification Once the LP has validated the partners expenditure, it will appear in Presage as Expenditures in certification process The First Level Controller will then be able to certify the expenditure Expenditure in validation process by the Lead partner [1] Here the magnifying glass allows you to see the elements related to the declared expense

The Lead partner verifies the expenses of its partners, then validates or refuses them Certificate of expenditure FLC should click on Show certificates list to start the creation of a certificate of expenditures. LP will be allow to see if the FLC has already created and validated a certificate of expenditures.

The Lead Partner gathers all the partners certificates and produces a payment claim To create a payment claim (LP) [1] In the homepage, click on Show payment claims list To create a payment claim (LP) [2] Switch to final only if it is the projects last payment claim. For now, they should all be interim

payment claims Click here to include the certificates of your partners and also your own, in the payment claim To create a payment claim (LP) [3] LP will enter this chapter to make the payment claim statement LP must include the name of the person signing the payment claim LP can check here that

the payment claim is complete and that the project budget is respected Click here to validate definitively the document and print it out Activity report Each partner must fill in a simplified progress report

containing the activities per component. And the LP must fill a complete Progress Report containing a synthesis of the progress at project level (transnational approach) ERDF payments When the Lead partner receives the ERDF reimbursement it has to

enter the Presage system and to fill-in the payment list by clicking on Show received payments Payment date ERDF amounts and transfer to partners Enter date of payment reception (LP and partners) Add a received payment to include information concerning the transfer of

ERDF to partners Thank you for your attention Joint Technical Secretariat MED PROGRAMME www.programmemed.eu

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