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FLOODMED Monitoring_ forecasting and best practices for FLOOD

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					                                    FLOODMED:
                     Monitoring, forecasting and best practices
                      for FLOOD mitigation and prevention in
INTERREG IIIB CADSES            the CADSES region




            FINANCIAL MANAGEMENT



                          KLIO MONOKROUSOU
             Physicist, Environmental Technology MSc
             National Technical University of Athens (NTUA)


            FLOODMED Kick off meeting 15-16 June 2006 Athens Greece
                                    FLOODMED:
                     Monitoring, forecasting and best practices
                      for FLOOD mitigation and prevention in
INTERREG IIIB CADSES            the CADSES region


                               Outline
     1. Eligibility of expenditure
     2. The Budget Lines
     3. Documentary evidence
     4. First level control
     5. Payment Claim
     6. Exchange rates
            FLOODMED Kick off meeting 15-16 June 2006 Athens Greece
                                    FLOODMED:
                     Monitoring, forecasting and best practices
                      for FLOOD mitigation and prevention in
INTERREG IIIB CADSES            the CADSES region


     1. Eligibility of expenditure (1)
        Reasonable and in compliance with the general
         principles of sound financial management

        Take place within the EU-territory
         (Exception: Travel & Accommodation costs can take
         place in Non-EU countries of the project)
        Necessary to carry out the project expenditure as
         stipulated in the approved Application Form

        Paid by the EU-PP and then included in the Payment
         Claim (no advance payments)


            FLOODMED Kick off meeting 15-16 June 2006 Athens Greece
                                    FLOODMED:
                     Monitoring, forecasting and best practices
                      for FLOOD mitigation and prevention in
INTERREG IIIB CADSES            the CADSES region

     1. Eligibility of expenditure (2)
         The eligibility rules described in the Commission
         Regulation (EC) No. 448/2004 cover the following topics:

            Expenditure actually paid out within the duration of the
             project (03/2006-04/2008)

            Expenditure recorded in the beneficiary‘s accounts or tax
             documents, identifiable and controllable

            Financial and other charges and legal expenses (e.g.
             external auditors)

            Purchase of second-hand equipment


          FLOODMED Kick off meeting 15-16 June 2006 Athens Greece
                                    FLOODMED:
                     Monitoring, forecasting and best practices
                      for FLOOD mitigation and prevention in
INTERREG IIIB CADSES            the CADSES region


     1. Eligibility of expenditure (3)
            Purchase of land
            Purchase of real estate
            Leasing

            Venture capital & loan funds

            Guarantee funds

            VAT

             FLOODMED Kick off meeting 15-16 June 2006 Athens Greece
                                    FLOODMED:
                     Monitoring, forecasting and best practices
                      for FLOOD mitigation and prevention in
INTERREG IIIB CADSES            the CADSES region

    2. Budget Lines (1)
     BL 1. Project Co-ordination & Project Preparation:
        Co-ordination costs comprise administrative costs that accrue
        in relation to the overall management of the project
        Preparatory costs can be charged to the project up to 2% of
        the overall budget project, in any case not more than 20.000 €


     BL 2. Personnel & Overheads
        Staff costs of the personnel directly assigned to the project
        (real salaries and social security charges and other
        remuneration-related costs)
        Overhead costs can be charged to the project on a pro-rata
        basis, according to a duly justified fair and equitable method
        (e.g. for Greece 7%  Consult Certifying Body for the %)


            FLOODMED Kick off meeting 15-16 June 2006 Athens Greece
                                    FLOODMED:
                     Monitoring, forecasting and best practices
                      for FLOOD mitigation and prevention in
INTERREG IIIB CADSES            the CADSES region
 2. Budget Lines (2)
       BL 3. Meetings & Conferences
        The rental of the venue, rental of equipment, documents,
        translators and interpreters and meals if not covered by daily
        allowances

       BL 4. Travel & Accommodation
        National or transnational trips strictly necessary for the
        implementation of the project. Travel allowances cover
        accommodation, meals & other expenses (local transport etc)

       BL 5. Promotion & Publication
        Promotional activities, e.g. stand at a fair, costs for editing,
        translation, printing, mailing, etc. For each important publication
        specify the purpose, target group, number of copies, number of
        pages, language(s) used


            FLOODMED Kick off meeting 15-16 June 2006 Athens Greece
                                    FLOODMED:
                     Monitoring, forecasting and best practices
                      for FLOOD mitigation and prevention in
INTERREG IIIB CADSES            the CADSES region

   2. Budget Lines (3)
      BL 6. External expertise and audit
       Subcontracting of external staff, speakers for workshops,
       trainers, web designer, studies, services, etc.
       Subcontracting between Project Partners is not eligible. It
       is possible to hire a subcontractor originating from a non
       ERDF country

        BL 7. Others
        Any other costs, which do not fit under any of the other
        headings, should be fully detailed (description, number of
        units, unit rate)

      BL 8. Small scale investments
       This category comprises small-scale physical infrastructure
       investments proposed by transnational strategic concepts

            FLOODMED Kick off meeting 15-16 June 2006 Athens Greece
                                    FLOODMED:
                     Monitoring, forecasting and best practices
                      for FLOOD mitigation and prevention in
INTERREG IIIB CADSES            the CADSES region


     3. Documentary evidence
      Programme invoices must:
        (a) bear the acronym of the project, the code, the name
        of the programme;
        (b) contain a clear description of the service or goods
        purchased and
        (c) correspond to payments definitely and genuinely
        borne by the beneficiary.

      Accounting records, relevant files and documents
       concerning the project are to be kept for the period
       of at least three years from the last payment

            FLOODMED Kick off meeting 15-16 June 2006 Athens Greece
                                    FLOODMED:
                     Monitoring, forecasting and best practices
                      for FLOOD mitigation and prevention in
INTERREG IIIB CADSES            the CADSES region

     4. First level control (1)
      Each EU PP (ERDF) has his invoices checked and
       certified by his respective first level control body.
      Standard Form (see www.cadses.net)!!

      The certifier issues a certification of expenditure

      The LP will therefore collect only the Certifications of
       Expenditure sent by each PP and will submit the overall
       payment request to the Managing Authority.
      The same applies to the beneficiaries of the external
       funds (Non-EU PP)

            FLOODMED Kick off meeting 15-16 June 2006 Athens Greece
                                    FLOODMED:
                     Monitoring, forecasting and best practices
                      for FLOOD mitigation and prevention in
INTERREG IIIB CADSES            the CADSES region


     4. First level control (2)
      Documents necessary for the 1st level control body are:
       (a) Invoices
       (b) Documents to justify the payment of the expenses

      Standard Form (Contact Certifying Authority)!

      National provisions may differ & your local CADSES
       representative will be of help (Local Contact Points)



            FLOODMED Kick off meeting 15-16 June 2006 Athens Greece
                                    FLOODMED:
                     Monitoring, forecasting and best practices
                      for FLOOD mitigation and prevention in
INTERREG IIIB CADSES            the CADSES region

     4. First level control (3)
     EXAMPLES
      Travels must be backed by tickets testifying not only
       that the cost was incurred, but also that the person
       entitled did travel.
      For the Meeting Costs invitations, agenda, e-mails etc
       are necessary to be submitted.
      Personnel cost should be calculated on the hourly cost
       per each staff member working on the project.
      The value of internal hours should be backed by
       supporting documents (time sheets, payslips, etc.)


            FLOODMED Kick off meeting 15-16 June 2006 Athens Greece
                                    FLOODMED:
                     Monitoring, forecasting and best practices
                      for FLOOD mitigation and prevention in
INTERREG IIIB CADSES            the CADSES region

     5. Payment Claim (1)
     Procedure:
           Each project partner has to provide the LP with his
            Certification of Expenditure according to the first-level
            control guidelines.
           The LP has to collect the Certifications of Expenditure and
            all other documents needed for the Payment Claim
           The original Payment Claim will be sent to the Managing
            Authority in Rome to be validated.
           The MA itself gives a mandate to Paying Authority for ERDF
            reimbursement to the LP and the PA transfers ERDF funds
            on the LP account.
           The LP will manage the internal allocation of ERDF funds
            among the project partners.


           FLOODMED Kick off meeting 15-16 June 2006 Athens Greece
                                    FLOODMED:
                     Monitoring, forecasting and best practices
                      for FLOOD mitigation and prevention in
INTERREG IIIB CADSES            the CADSES region

       5. Payment Claim (2)
       The Payment Claim consists of:
             Demand for reimbursement of expenditures (LP)
             Description of Incurred Expenditures (LP)
             Certifications of Expenditure as foreseen in the
              Application form approved (one per each PP)

       Deadlines:
       There are 4 deadlines per year to submit the Payment Claims
       to the MA in Rome:
        April 1st   -   July 1st   -   October 1st   -   December 1st

       The LP should at least submit one Payment Claim per year
       within the 1st of December

          FLOODMED Kick off meeting 15-16 June 2006 Athens Greece
                                    FLOODMED:
                     Monitoring, forecasting and best practices
                      for FLOOD mitigation and prevention in
INTERREG IIIB CADSES            the CADSES region

     6.        Exchange rates
     Cost claims must be expressed in Euro. The PP located in
     countries outside of the Eurozone are required to convert
     their costs in local currency into Euro.
     Here we suggest some methods:
             Use the exchange rate of the very day the cost was incurred;
             Use an average exchange rate, e.g. for the period covered by
              the cost claim, provided by some official financial or banking
              institution;
             Use the exchange at some fixed dates (e.g. 30/6 and 31/12)

     In any case, the system chosen should be used for the
     whole duration of the project and should be clearly and
     quickly demonstrable.

            FLOODMED Kick off meeting 15-16 June 2006 Athens Greece
                                    FLOODMED:
                     Monitoring, forecasting and best practices
                      for FLOOD mitigation and prevention in
INTERREG IIIB CADSES            the CADSES region




            Thank you for your attention!




          FLOODMED Kick off meeting 15-16 June 2006 Athens Greece

				
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