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Project Management and Finance


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Presentation delivered for URBACT Pilots Kick-Off Meeting (29-31 january 2014, Paris, France): 1. Key actors; 2. Contractual Documents: Subsidy Contract; Joint Convention; Audit Trail; 3. Administrative procedures: Reporting Activities; Reprogramming

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Project Management and Finance

  1. 1. URBACT II – Training Session Project Management
  2. 2. Introduction  Structure of the session – 3 main blocks 1. Key actors 2. Contractual Documents    Subsidy Contract Joint Convention Audit Trail 1. Administrative procedures   Reporting Activities Reprogramming Thursday 30 January 2014
  3. 3. Project Management, key actors Managing Authority/Secretariat: Responsible for the overall implementation of the Programme, for supporting the Beneficiaries (including verification of the evidence of the activities implemented and the reimbursement of the costs incurred) Lead Partner: Responsible for the overall organization and implementation of the network’s work plan (including account, progress and financial report, internal handling and transfer of ERDF, fulfillment of communication requirements) Partner (s): Each partner shall commit to the success of the project and contribute to its implementation and completion. Moreover, each partner remains liable for the sound financial management of its own expenditure. Thursday 30 January 2014
  4. 4. Main contractual documents › Subsidy Contract › Joint Convention › Audit Trail Thursday 30 January 2014
  5. 5. Subsidy Contract The Subsidy Contract includes: 1. The maximum amount of the ERDF subsidy and total eligible budget as presented in the approved DoI and budget proposal. 2. Rules, eligibility of expenditure › Project start and end date 3. Request for Payment › Annual allocation 4. The main duties and responsibilities of the Lead Partner and Project partner. Thursday 30 January 2014
  6. 6. Subsidy Contract – Next Steps Due to the French legislation, the Subsidy Contract shall be bilingual FR/EN  The URBACT Secretariat will send the PDF version by email  The Lead Partner checks and confirms the information included in the contract  The Secretariat sends 3 signed bilingual copies to the Lead partner  The Lead Partner signs 3 copies of the contract  The Lead Partner returns 2 bilingual copies to the Secretariat (one for MA/Secretariat and the other for CA) Thursday 30 January 2014
  7. 7. Joint Convention - Optional Joint Convention: Legal Agreement between the Lead Partner and all the Project Partners The Joint Convention shall include the duties, obligations and responsibilities of all the partners concerning among others:  Project management and implementation  Project reporting  Project closure  Budgetary principles  Financial management system  Verification and Record Keeping  Individual partner budget breakdown and confirmation of contribution and ERDF allocation Thursday 30 January 2014
  8. 8. Audit Trail document › It is a mandatory document to be submitted by each partner › It must be filled in and signed by each Partner, collected and checked for completeness by the LP › The LP should send completed documents to the Secretariat by end of February 2014 latest › It contains basic information on :  Separation of functions at Partner level  VAT status  Financial management system  Record keeping Thursday 30 January 2014
  9. 9. Audit Trail Requirements Requirements for record keeping – end date 31/12/2020 (if there are not national rules that require an even longer archiving period) Documents to be archived at the LP/Partner’ premises:  contractual documents (incl. audit trail doc.);  bank account statements;  original invoices;  time records of personnel working for the project (including timesheets);  copies of all contracts with external experts and/or service providers;  documents relating to public procurement, information and publicity;  proofs for delivery of services and goods (studies, brochures, newsletters, minutes of meetings, participants’ list, travel tickets, etc.);  calculation of administrative costs, records of costs included in overheads;  etc. THIS INFORMATION WILL BE REQUESTED FOR AUDIT! Thursday 30 January 2014
  10. 10. Mandatory documentation • Subsidy Contract • Audit Trail documents • FLC approvals ATTENTION: WITHOUT, NO ERDF REFUND! Thursday 30 January 2014
  11. 11. Any Questions? Thursday 30 January 2014
  12. 12. Presage-CTE: Financial management and monitoring system › On line monitoring tool › The system is secure and access is restricted by personal log-in and password (user types: LP, PPs, FLCs) › Each project must undertake an official reporting using Presage–CTE :  Accounting and validation of expenditure  Certification of expenditure and FLC certificates  Production of a payment claim  Submission of a progress report › Monitoring project expenditure and ERDF payments Thursday 30 January 2014
  13. 13. Reporting Procedure Documents to be submitted:  Progress Report  Certificates of Expenditure  A unique Payment Claim  Closure Documents – at closure Thursday 30 January 2014 through PRESAGE CTE
  14. 14. Payment Claim by LP › What is a payment claim?  Request for refund : it claims globally the expenditure incurred by the project at the end of the reporting period  It regroups the certificates produced by several partners to make a cumulative claim for ERDF  It is produced in PRESAGE-CTE and signed by the LP ATTENTION: LP responsible for checking FLC certificates: - correctness (“interim/final” status, FLC answers to certificate checklist, etc.) - completeness (signature by the approved controller of the LP/Partners certificates) WE CANNOT PAY ERDF WITHOUT IT Thursday 30 January 2014
  15. 15. Progress Report › To ensure that the project’s activities are progressing in accordance with the work plan and the budget approved by the Monitoring Committee › The Progress Report shall be produced and submitted through PRESAGE CTE – to be signed by LP and LP FLC › Structure of the Progress Report shaped on the work plan included in the Application Form in Presage-CTE All expected outputs initially indicated in the Application Form shall be achieved – Subsidy contract Thursday 30 January 2014
  16. 16. Reporting rounds schedule Period Deadline 1 Dec 2013 – 30 June 2014 30 September 2014 1 July 2014 – 31 Dec 2014 28 February 2015 (claim optional, PR mandatory) 1 Jan 2015 – 31 March 2015 31 May 2015 Thursday 30 January 2014
  17. 17. ERDF refunds • General refunding period: – all projects reporting documentation will be reviewed by the JTS within 1 month after submission deadline ( ex. before 31st October 2014 for reporting period Dec 2013-June 2014) – payments forecasted shortly after except if additional queries from the JTS or the CA and depending on the delays to provide required clarification or documents – total estimated turn around time is maximum of 2 months for those projects submitted with no problems Thursday 30 January 2014
  18. 18. Re-programming Process – General principles Minor Changes Major Changes • change in contact information • Change in the partnership (withdrawal, replacement) • rescheduling of activities (calendar) • Removal or addition of objectiveactions with related update of the work plan and list of expected outputs • changes in the budget in excess of the 20% flexibility rule • small budget deviation (within the 20% flexibility rule) Changes to be notified via the Progress Report Thursday 30 January 2014 Changes to be approved via Reprogramming process
  19. 19. Contact Details Adele BUCELLA – Financial Manager Tel – Céline ETHUIN – Finance Officer Tel – Raffaele BARBATO – Project Officer Tel – Thursday 30 January 2014
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