www.interreg-npa.nu
Financial reporting
Linda Wormö, MA
Per Dahlström, MA
1st October,2015
Kuopio, Finland
The Lead Partner
• A link between project partners
and the Programme
• Distributing NPA grant
• Have enough administrative and
financial capacity
• Only MS partners, Iceland and
Norway
• Co-Lead Partner
• LP can delegate a part of their
responsibility
Overall project management
Being contact person for the
Joint Secretariat in Copenhagen
Delivery of project reports and
documentation;
Required Producing the
documents for controls and
payments
Delivery of project outputs
Informing the Managing
Authority of the choice of
project controllers;
Concluding a partnership
agreement for its relations with
the other project partners
Ensuring that the certified
expenditures for all partners
are matching activities outlined
in the approved application and
any other decisions
Ensuring that all expenditure
has been certified by National
Controllers
Please note, All partners should keep all
supporting documents available for a period of
seven years following the end of the calendar
year when the project was formally closed, or
longer if it is stipulated in national rules
applicable to the beneficiary.
Partnership agreement
• A written agreement between the LP and the project partners
• Guarantees each partners Match funding contribution
• Outlines each partners responsibilities
• Partnership consensus regarding the project´s targets and goals
• Must be signed before the Grant offer is issued
Grant Offer Letter
• The Official decision, issued by
the Managing Authority
• Contains the rights and
responsibilities of all parties
Main
decision
Enclosure 1
Enclosure 2
•Official decision signed by the Managing Authority and
the Monitoring Committee Chair, stipulating the eligible
budget, start and end date and reporting deadlines.
•Includes a detailed project description including work
packages and indicators, and the project budget
•Includes legal conditions that need to be met by the Lead
Partner and other Lead Partner responsibilities.
Partner Progress Report ”List
of expenditures”
• Information on what expenditure that
has incurred during a specific period.
• Obligatory fields are:
•
•
•
•
Budget line
Work Package
Total value of item in original currency
Declared amount in original currency
Please note, Tick the
applicable tickboxes if ”Inkind” or ”Expenditure
outside (the union part) of
the Programme area has
been used.
List of expenditures
Please note, All costs
should be converted using
the monthly accounting
exchange rate of the
European Commission. In
the month during which
expenditure was
submitted for verification
to the National controller.
http://ec.europa.eu/budg
et/contracts_grants/info_
contracts/inforeuro/infor
euro_en.cfm
List of expenditures
•
•
•
•
•
•
•
•
•
Ledger for the current reporting period should be uploaded (every
partner should keep separate project accounts)
Time sheets (for part time project employees)
Employment contracts (for full time project employees, one time only)
Model to show the office costs distributed proportionally including
relevant supporting evidence
Partner Activity Report
Please note, that this is a
Copies of all invoices and receipts
general list that are likely
Latest approved application and any further decisions
to be required by FLC.
Each programme partner
Transaction List
country establishes exactly
what supporting
Other relevant documentation
documentation is required.
Attachments and Forecast
• Attach
supporting
documents
• Estimate of
their
spending, in
kind and
Match
funding
Please note, Before
submitting a partner report,
it needs to be checked. By
clicking ”Check Saved
Report”
Partner Finance Report
Financial Reporting
Project partner
fills in list of
expenditure,
Attachment
and Forecast
LP create
Progress
report
Financial
reporting
FLC evaluates
partner report
and issue FLC
certificate and
checklist
Project partner
saves and
submitts the
Partner Report
to FLC
First Level Control (FLC)-What
do they do?
Checking project expenditure and
match funding in accordance with the
NPA Eligibility rules/ National rules.
On the Spot visits (according to
decided methodology)
Maximum 2 months
FLC
Reporting Irregularities
Issue FLC certificate/ FLC checklist
First level control
• Evaluates Partner report
• FLC checks that Project partner costs are
following the EU/ NPA eligibility rules
and National rules
• If nessecery deduct reported amount
• Evidence of public/private match funding
• Request additional documentation
Financial Reporting
Project partner
fills in list of
Expenditure,
Attachment
and Forecast
LP compile
Progress
report
Financial
reporting
FLC evaluates
partner report
and issue FLC
certificate and
checklist
Project partner
saves and
submitts
Partner Report
to FLC
Project Progress Report
• Lead partner compile the FLC Certificate
and checklist from all project partners in
eMS
• If necessary, any other documents
agreed in the partnership, Activity report
ect.
Progress report,
maximum 3 months (2
months FLC)
• LP select the
“FLC certificate”
that should be
included in the
claim.
• Tick the box
“Project Finance
Report”
• Under “Certificates”
expenditures can be
deducted by LP
• “Project Report Tables”
is an overview of the
Project Report
Expenditure Summary
Project Progress Report
Project Progress
Report
Activity Report
FLC Certificate
FLC Checklist
&
Workpackage
Project claim at the Managing
Authority
Check Match funding
• A deeper validation of the
Project claim
• If applicable, checking In Kind
Costs do not exceed the approved
budget
• Use of correct funding source
Project claim at the Managing
Authority
• Beneficiary match funding
- Calculated and not a transfer of cash.
- Only public partners
• Public Match funding
- Cash payment by an Public organization
• Private match funding
- Cash Payment by an Private organization
Project claim at the Managing
Authority
• In Kind (Public or Private)
- Contributed by a third party
outside the Project
- No cash payment
- In form of work, NPA eligibility
rules for Staff cost shall apply
- Same pace as the project
implementation
Time worked for project/ staff cost
• Goods
Services
• Land and real estate
Demonstrating an in-kind
contribution as a certified
cost will not generate ERDF
or ERDF equivalent funding
unless actual costs have
been spent by the project
partner.
Payment Procedure
MA
CF
LP
PP
• Managing Authority will issue a Decision of Payment
• Made in accordance with the Grant Offer Letter
• Certifying function validate the payment decision information, e.g bankinformation
• The NPA-Grant will be transferred to LP:s Bank account
• A payment notification will be sent to the LP
• Lead Partner receive NPA-Grant on the bank account stated in the Project claim
• LP distribute the received NPA-Grant to the individual project partners.
• Project partner receive their share of the NPA-Grant
Thank you for
listening
Linda Wormö, MA
Per Dahlström, MA
Managing Authority
Tel: +46 10 225 45 03
+46 10 225 45 05
E-mail:
Linda.wormo@lansstyrelsen.se
Per.dahlstrom@lansstyrelsen.se
www.interreg-npa.eu