www.interreg-npa.nu

Financial reporting

Linda Wormö, MAPer Dahlström, MA1st October,2015Kuopio, 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 •Official decision signed by the Managing Authority and the Monitoring Committee Chair, stipulating the eligible budget, start and end date and reporting deadlines.

Enclosure 1 •Includes a detailed project description including work packages and indicators, and the project budget

Enclosure 2 •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 ”In-kind” 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/budget/contracts_grants/info_contracts/inforeuro/inforeuro_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 • Copies of all invoices and receipts• Latest approved application and any further decisions• Transaction List• Other relevant documentation

Please note, that this is a general list that are likely to be required by FLC. Each programme partner country establishes exactly what supporting documentation is required.

Attachments and Forecast

Please note, Before submitting a partner report, it needs to be checked. By clicking ”Check Saved Report”

• Estimate of their spending, in kind and Match funding

• Attach supporting documents

Partner Finance Report

Financial Reporting

Financial reporting

First Level Control (FLC)-What do they do?

Checki

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pr

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ndit

ure a

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matc

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undi

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n acc

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wit

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NP

A Eligi

bility r

ules/

Nati

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ules.

Maxi

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2

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On the Spot visits (according to decided methodology)

Reporting Irregularities

FLC

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

Financial reporting

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

FLC Certificate FLC ChecklistActivity Report

&Workpackage

Project claim at the Managing Authority

• A deeper validation of the Project claim

Check Match funding

• 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 ProcedureMA • Managing Authority will issue a Decision of Payment

• Made in accordance with the Grant Offer Letter

CF

• 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

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.

PP • Project partner receive their share of the NPA-Grant

Thank you for listeningLinda Wormö, MAPer Dahlström, MA

Managing AuthorityTel: +46 10 225 45 03

+46 10 225 45 05E-mail: Linda.wormo@lansstyrelsen.sePer.dahlstrom@lansstyrelsen.se

www.interreg-npa.eu