Provided by the European Union
CASIP-SMEs project
Project & Financial and Management
Committee Meeting
Luxembourg, 15th November 2012
Update on Financial Issues
Mr Francesco Baiocchi
1
A project implemented by the Chamber of Commerce of Venice
This project is funded by the European Union
CASIP-SMEs Project
CONTENTS
1 – Financial issues – First year report
2 – Project Change – Project Extension
3 - Project Change – Budget Modification
4 - Financial issues – Budget expenditure level overview
5 – Calendar of the next financial accounting periods
6 – Expenditures supporting documents
2
A project implemented by the Chamber of Commerce of
Venice
This project is funded by the European
Union
CASIP-SMEs Project
1 - Financial issues – First year report
22/12/2010-21/12/2011
Date of submission to the EU Delegation: 2012/07/26
Total expenditures declared: € 137.568,91
Documents submitted:
1.
Annex VI – 1° Yearly report (description on what we have developed in the
framework of the project);
2.
The First Year Financial Report (description on the expenditures incurred
during the first year of project development);
3.
Forecast Budget and Follow up (a budget modification proposal for year 2);
4.
Annex V – Request for further pre-financing resources (not received yet);
A project implemented by the Chamber of Commerce of
Venice
This project is funded by the European
Union
CASIP-SMEs Project
1 - Financial issues – First year report
22/12/2010-21/12/2011
Date of submission to the EU Delegation: 2012/07/26
Total expenditures declared: € 137.568,91
Documents submitted:
1.
Annex VI – 1° tearly report (description on what we have developed in the
Approved.
framework of the project);
2.
The First Year Financial Report (description on the expenditures incurred
during the first year of project development);
3.
Forecast Budget and Follow up (a budget modification proposal for year 2);
4.
Annex V – Request for further pre-financing resources (not received yet);
A project implemented by the Chamber of Commerce of
Venice
This project is funded by the European
Union
CASIP-SMEs Project
2 – Project Change – Project Extension
Official date of submission to the EU Delegation: 2012/11/06
Informal transmission of the request: Documents informally submitted to EU
delegation since August 2012
Object of the request: Extension of the project to 22 of april 2012
What we have submitted:
•
Request of Grant Contract Modification;
•
New Project Gantt;
•
Formal Project Partners Letter of approval of the extension:
•
Implementation state of the art updated at the end of octuber 2012
A project implemented by the Chamber of Commerce of
Venice
This project is funded by the European
Union
CASIP-SMEs Project
2 – Project Change – Project Extension
Official date of submission to the EU Delegation: 2012/11/06
Informal transmission of the request: Documents informally submitted to EU
delegation since August 2012
Informally
for
Object of the request:
Extensionapproved,
of the project still
to 22°waiting
of april 2012
formal Grant
What we have submitted:
Contract modification.
•
Request of Grant Contract Modification;
•
New Project Gantt;
•
Formal Project Partners Letter of approval of the extension:
•
Implementation state of the art updated at the end of octuber 2012
A project implemented by the Chamber of Commerce of
Venice
This project is funded by the European
Union
CASIP-SMEs Project
3 - Project Change – Budget Modification
Official date of submission to the EU Delegation: 2012/07/26
Request for clarification from EU delegation: 2012/10/17
Budget Change Clarification submitted to EU delegation: 2012/11/06
What we have submitted:
1.
Forecast Budget and Follow up (a budget modification proposal for year 2);
2.
Budget Change Clarification, and several supporting documents.
A project implemented by the Chamber of Commerce of
Venice
This project is funded by the European
Union
CASIP-SMEs Project
3 - Project Change – Budget Modification
Official date of submission
to theManager
EU Delegation:
2012/07/26
Our Project
have
highlight
Request for problems
clarification from
delegation:
thatEU
could
bring2012/10/17
to the rejection
of our Budget
Change
proposal.
Budget Change Clarification
submitted
to EU delegation:
2012/11/06
What we have submitted:
(Staff costs too high)
1.
Forecast Budget and Follow up (a budget modification proposal for year 2);
2.
Budget Change Clarification, and several supporting documents.
Our request is still under evaluation.
A project implemented by the Chamber of Commerce of
Venice
This project is funded by the European
Union
CASIP-SMEs Project
4 - Financial issues – Budget expenditure level overview
Total cost of the action:
Total Project
Budget
Budget spent by
CASIP PPs until
now
Expenditures %
respect to total
budget
€ 586.800,00
€ 310.000,00
53 %
Timeframe of the action:
We have reached month 22 on 28 from the project start
1
2
3
4
5
6
7
8
9
10
11
A project implemented by the Chamber of Commerce of Venice
12
13
14
15
16
17
18
19
20
21
22
23
24
This project is funded by the European Union
CASIP-SMEs Project
5 – Calendar of the next financial accounting periods
Implementation
period:
Deadline
What we have to submit:
22/12/201121/06/2012
2012/11/30
Interim Quarterly report on the state of the art of the
project.
22/06/2012 –
21/12/2012
Annex VI – 2nd Yearly Implementation Report
The second Year Financial Report
Forecast Budget and Follow up (a budget
2013/01/31
modification proposal for the remaining 4
months);
Annex V – Request for further pre-financing
resources
22/12/2012 –
22/04/2013
Final Implementation Report;
Final Financial Report;
2013/05/31 Expenditure Verification Report (By an external
Controller);
10
Annex V - Balance Request.
A project implemented by the Chamber of Commerce of
Venice
This project is funded by the European
Union
CASIP-SMEs Project
5 – What we need for every implementation period:
• Expenditure list, following the template provided;
• Proof of the expenditures (invoices, payslip…);
• Proof of payment (bank statement, declarations…).
11
A project implemented by the Chamber of Commerce of
Venice
This project is funded by the European
Union
CASIP-SMEs Project
6 – Expenditures supporting documents - STAFF
Start of the project – Documents to produce and to be
delivered to the Lead Applicant
Staff
- List of involved personnel;
- Assignment letter, issued by the head of the institution, giving
evidence of:
- the period of involvment;
- the role inside the project;
- Monthly cost calculation;
- Curriculum Vitae of the person;
During the project, every six month - Documents to
produce and to be delivered to the Lead Applicant:
- Description of the activities developed by every person involved
in the framework of the project (monthly template provided);
- Payslips and banking proof of payment (or equivalent
document);
12
A project implemented by the Chamber of Commerce of
Venice
This project is funded by the European
Union
CASIP-SMEs Project
6 – Expenditures supporting documents
Per Diem includes:
Mission/Travel
Per diems cover accommodation, meals, local travel within the place of
mission and sundry expenses
Per diem costs of a single PP participant to a mission abroad shall
consider:
• Costs incurred directly by the PP;
• Costs incurred by the meeting organizing partner, for example:
• Catering, Dinner, Local transportation…
Can NOT be consider eligible for travel costs the following
items:
• Personal shopping and any other personal expenses;
• Phone calls, if not strictly required;
13
A project implemented by the Chamber of Commerce of
Venice
This project is funded by the European
Union
CASIP-SMEs Project
6 – Expenditures supporting documents
Per Diem includes:
Mission/Travel
Per diems cover accommodation, meals, local travel within the place of
mission and sundry expenses
Actual Per diem rate (From 4/07/2012):
Italy:
€ 230,00
Luxembourg:
€ 237,00
Uzbekistan
€ 209,00
Tajikistan:
€ 145,00
Kyrgyzstan
€ 381,00
Kazakhstan
€ 310,00
14
A project implemented by the Chamber of Commerce of
Venice
This project is funded by the European
Union
CASIP-SMEs Project
6 – Expenditures supporting documents
Equipment and
Equipment
and
supplies
supplies
Documents to be stored and delivered to the Lead Applicant:
- Request for quotation (possibly more than 1 supplier);
- Note approving the selected quotation;
- Supporting documents on the service/supply (copy of the leaflet
produced, fotos of the meeting…etc);
- Invoice/receipt issued by the provider;
- Bank money transfer certification (or equivalent document).
Original documents can be in your language followed by a
translation in English.
15
A project implemented by the Chamber of Commerce of
Venice
This project is funded by the European
Union
CASIP-SMEs Project
6 – Expenditures supporting documents
Documents to be stored and delivered to the Lead
Applicant:
Meetings
organization
1.
2.
3.
4.
5.
6.
Agenda of the meeting;
Promotional documents (leaflet, newspaper
promotional pages, web site snapshot,
newsletter….);
Power point presentations;
Photos of the event;
Participants signature sheet;
Necessary supply/services
Request for quotation;
Note approving the selected quotation;
Supporting documents on the service/supply;
Invoice/receipt issued by the provider;
Bank money transfer certification (ro equivalent
document).
16
A project implemented by the Chamber of Commerce of
Venice
This project is funded by the European
Union
CASIP-SMEs Project
Thanks for your kind attention!
17
A project implemented by the Chamber of Commerce of
Venice
This project is funded by the European
Union