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Download - Waterways Forward

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									 Waterways Forward


Reporting Template for
       Partners
                                                                                     WF report template
                                                                                       Activity report

                                              Activity Report of the Waterways Forward Project

     Project number:                          0709R2
    Project acronym:                            WF
    Name of partner:                    British Waterways               Updated post SRN e-mail of 4/8/10
Reporting period:                        5/11/09 - 30/6/10
Progress report #:                               1


1.   Partner data

1.1. Partner contact details (to be filled in in the 1st report and then only if there have been any changes in the current reporting period):

Title of the institution in original language                British Waterways
Title of the institution in official English translation     British Waterways
Address                                                      64 Clarendon Road
Postal code                                                  WD17 1DA
Town                                                         Watford
Country                                                      UK
Phone (office)                                               0044 1923 201356
Phone (mobile)                                               0044 7703 316926
Fax                                                          0044 1923 201300
Email                                                        glenn.millar@britishwaterways.co.uk
Contact person                                               Glenn Millar
Website                                                      www.britishwaterways .co.uk



1.1. First level controller details (to be filled in in the 1st report and then only if there have been any changes in the current reporting period):

Name of the first level controller                           Keith Willis
Position / department                                        Auditor
Institution
                                                             Keith Willis Associates
Postal code                                                  BG1 1JU
Town                                                         Nottingham
Country                                                      UK
Phone (office)                                               0044 115 947 6677
Phone (mobile)
Fax                                                          0044 115 947 6688
Email                                                        keith@keithwillis.com


1.3. If a new first level controller has been appointed during the current reporting period, please describe the reasons for this and the procedure of
selection that has been carried out:




n/a



2.   Component 0: Preparation activities

2.1 Please describe activities you have carried out in Cp0 within the current reporting period. (max. 1,000 characters)




We participated in all preparatory meetings organised by the LP - these included meetings in Gent (Feb 08) Berlin (Mar 08) the Hague (May 08) and
Lille (Oct 08) as well as organising our 'local' involvement in the project. This included internal discussions and meetings to dicsuss the project
content and outputs (e.g. the Regional strategy, budgets etc ) and meetings with the Academic institutions, Kingston University and Brighton
University to discuss ways of delivering the communications outputs for the project.

2.2. Please explain and justify any deviations in terms of activities and /or financial progress (either under or overspending) from original plans or if
there are discrepancies between the activities described and finances reported. (max. 1,000 characters)




No material discrepancies - activities and spend as expected.


3.   Component 1: Management and coordination

3.1. Please describe activities you have carried out in CP1 within the current reporting period. (max. 1,000 characters)



Financial and administration systems for the BW part of the project have been established, based on the guidelines / project manual set out by the
Lead Partner. Other key actions undertaken in this period were:- (1) Appointment of a First Level Controller for the project; (2) Signing of the
Partnership Agreement; (3) Submission of the 1st Project report.      British Waterways staff attended 3 transnational project management meetings
during the period:- (1) The Kick-off meeting, Delft (11-12/02/10); (2) The Launch event, Den Haag (11-12/03/10); (3) a management progress
meeting, involving the Lead Partner & 2 theme leaders, Lille (26/04/2010).

3.2. Please list outputs that you have produced in the current reporting period in CP1.




                                                                                 INTERREG IVC Programme
                                                                                  WF report template
                                                                                    Activity report




(1) Period 1 Report


3.3. Please describe any differences from the original plans in your partner level activities in the current reporting period in CP1. Please give the
reasons for these deviations, explain what kind of consequences they had on the implementation of the project and what solutions you have found /
actions you have taken to sort out these deviations and minimise any possible negative effect. (max. 1,500 characters)




n/a

3.4. Please explain and justify any financial deviations in your actual spendings in CP1 (either under or overspending) from originally planned sums
and if there are discrepancies between the activities described and finances reported.. (max. 1,000 characters)




n/a

3.5. Please provide information on “External expertise & services” costs paid in CP1:
3.5.1. Describe the subcontracted activity in max. 1,000 characters, also referring to the specification provided on the nature of external expertise in
4.3 of the AF:




n/a

3.5.2. Please give details of the sub-contracted body(s) (name and address) and the amounts contracted:




n/a


3.5.3. If there have been any deviations from original plans (activities were not sub-contracted as planned, or the content of sub-contracted
activities has slightly changed) please describe and justify them. (max. 1,000 characters)




n/a



4.    Component 2: Communication and dissemination

4.1. Please describe activities you have carried out in Cp2 within the current reporting period. (max. 1,000 characters)




#############################################################################################


4.2. Please give figures for the following output and result indicators according to what you have reached / produced in the current reporting period
in CP2:

           Output indicators                 Previous reporting periods                 Current period                           Total
Nr of local/regional/project level press                                                      1                                    1
releases                                                    0
Nr of local/regional/project level press                                                       0                                   0
conferences                                                 0
Nr of local/regional/project level                                                             0                                   0
dissemination events organised                              0
Nr of brochures created                                                          1 (an A4 Flyer - WF brochure                      1
                                                                                    will be ready in Aug 10)
                                                            0
Nr of copies of brochure disseminated                                                         400                                 400
                                                            0




                                                                               INTERREG IVC Programme
                                                                                  WF report template
                                                                                    Activity report
Nr of newsletters created                                   0                                  0                                   0
Nr of copies of newsletters                                                                    0                                   0
disseminated                                                0
Nr of copies of CD Rom disseminated                         0                                0                                     0
Nr of other events participated at                          0                     1 (German Event - see4.4)                        1
Nr of website created                                       0                                2                                     2
No of online advisory tool and CD Rom                                                        0                                     0
developed                                                   0
Nr of local/regional PR actions and                                                            0                                   0
exhibitions organised                                    0
Nr of media tools developed                              0                                    0                                    0
            Result indicators                Previous reporting periods                 Current period                           Total
Nr of articles / appearances in press &                                                       1                                    1
media                                                       0
Nr of participants at                                                                          0                                   0
local/regional/project level
dissemination events                                        0
Average Nr of visits per month on                                                              0                                   0
project‟s website                                           0

4.3. Please give explanations for each of the above figures, e.g. what kind of press relaeses were issued, what kind of local/regional dissemintation
events were organized etc. (max. 1,000 characters)

A press release was written to coincide with the Hague event and European and UK versions were sent out to contact audiences including the press,
by SRN and BW via their professional colleagues in their PR capacity. Partners were sent copies of the releases and asked to use or adapt these for
their own local target groups.

No local dissemination event has taken place in the UK as yet. A stakeholder event in Wales was planned on 05/07/2010, in conjunction with the
Welsh Assembly Government. However, due to Government reorganisation following the UK general election in May 2010, this has had to be
postponed. It is likely that the first dissemination event will now be the at the Cross Party Group on Waterways meeting at the National Assembly in

4.4. Please list any other relevant outputs / results that you have produced in the current reporting period (max. 1,000 characters)



The written publicity was separated into (1) the A4 Flyer and (2) the WF brochure. This was in order to provide a targeted document (the Flyer) for
the launch event introducing the project. This will be complemented by the WF brochure which is intended to be broader in its appeal and to highlight
the scope and size of the partnership and highlight the benefits waterways can provide - both specific and wide ranging.
BW plus SRN and VNF participated in the German BT Waterways Initiative Best Practice Workshop in Dusseldorf on 26/01/10. The event drew upon
Waterways Forward expertise to help inform the future management of regional waterways in Germany.


4.5. Please describe any differences from the original plans in your partner level activities in the current reporting period in CP2. Please give the
reasons for these deviations, explain what kind of consequences they had on the implementation of the project and what solutions you have found /
actions you have taken to sort out these deviations and minimise any possible negative effect. (max. 1,000 characters)




#############################################################################################


4.6. Please explain and justify any financial deviations in your actual spendings in CP2 (either under or overspending) from originally planned sums
and if there are discrepancies between the activities described and finances reported. (max. 1,000 characters)




Any underspend in the period is due to delays in implementing the communications activities as detailed above.

In due course all the activities deemed necessary to promote and publicise the project will be carried out and to budget.



4.7. Please provide information on “External expertise & services” costs paid in CP2:
4.7.1. Describe the subcontracted activity in max. 1,000 characters, also referring to the specification provided on the nature of external expertise in
4.3 of the AF:


Honey Creative was used to create the „branding‟, A4 Flyer and Banners which were needed at the initial stage of the project - and specifically in
connection and on time for the Launch Event. All as described above.

Landscape IS was used to present their ideas about the Exhibition format at the Hague Event. Their brief was to stimulate ideas and enthusiasm for
the innovative presentation of the findings from the WF project, in the course of the project and at the Final Exhibition.



4.7.2. Please give details of the sub-contracted body(s) (name and address) and the amounts contracted:




Honey Creative; Design Agency - amount paid €9987.06

Landscape IS - Lanscape Architecture Faculty, Kingston University - amount paid €4500.26



4.7.3. If there have been any deviations from original plans (activities were not sub-contracted as planned, or the content of sub-contracted
activities has slightly changed) please describe and justify them. (max. 1,000 characters)


Any variation from the specifications listed in Section 4.3 of the Application are due to re-phasing of work having re-assessed the requirements. Much
of the work has now been completed (particularly the website), but payment was not made in time for this Claim.

As explained in section 4.4 the written publicity was separated into (1) the A4 Flyer and (2) the WF brochure. This was in order to provide a targeted
document (the Flyer) for the launch event introducing the project.


                                                                               INTERREG IVC Programme
                                                                                    WF report template
                                                                                       to re-phasing
Any variation from the specifications listed in Section 4.3 of the Application are due Activity report of work having re-assessed the requirements. Much
of the work has now been completed (particularly the website), but payment was not made in time for this Claim.

As explained in section 4.4 the written publicity was separated into (1) the A4 Flyer and (2) the WF brochure. This was in order to provide a targeted
document (the Flyer) for the launch event introducing the project.




5.    Component 3: Exchange of experiences dedicated to the identification and analysis of good practices

5.1. Please describe activities you have carried out in CP3 within the current reporting period. (max. 1,000 characters)




BW regional activity within WF will be undertaken in relation to Wales. BW will work with other stakeholders, including the Welsh Assembly
Government, to develop an Action Plan for waterways in Wales. To further this, a Regional Analysis for Wales has been produced and submitted to
VNF, the WF Governance Theme Leader. As mentioned in Section 4.3, a stakeholder event had been planned in Wales in July 2010. This has had to
be postponed. It is planning that this will now be held in association with the Cross Party Waterways Group in the Welsh Assembly in Autumn 2010.



5.2. Please give figures for the following output indicators according to what you have reached / produced in the current reporting period in CP3:

                    Output indicators                             Previous reporting                Current period                       Total
                                                                       periods
1. Nr of interregional events (seminars, workshops, study                 0                                 0                               0
visits, etc.) organised by the project to exchange
experience
2. Total Nr of participants in all these interregional events                0                              0                               0

3. Nr of good practices identified                                          0                               0                               0
4. Nr of regional/local policies and instruments addressed                  0                               0                               0
in the field tackled by the operation
5. No of regional analysis reports                                          0                               1                               1
6. No of Demo Toolbox (good practice guide)                                 0                               0                               0
7. No of reports on intensified knowledge transfers                         0                               0                               0
8. No of Regional policy recommendations/action plans                       0                               0                               0



5.2.1.  Please describe briefly the good practices identified (line nr. 3 in point 5.2) during the current reporting period (max. 1,000 characters)




n/a

5.2.2.  Please specify the policies and instruments addressed (line nr. 4.) in the current reporting period (max. 1,000 characters)




n/a

5.3. Please give figures for the following result indicators according to what you have reached / produced in the current reporting period in CP3:

                     Result indicators                            Previous reporting                Current period                       Total
                                                                       periods
9. N° of staff members with increased capacity                              0                               3                               3
(awareness / knowledge / skills) resulting from the
exchange of experience at interregional events
10. N° of good practices successfully transferred                           0                               0                               0
11. N° of regional/local policies and instruments improved                  0                               0                               0
in the field tackled by the operation
12. no of assessed regional governance                                      0                               0                               0
models/recommendations
13. no of investments prepared/funding schemes                              0                               0                               0
developed
14. no of regional action/implementation plans                              0                               0                               0


5.3.1.  Please give justification for the figure you have given in line nr. 9. for the „number of staff with increased capacities‟ indicator (max. 1,000
characters)




J.Sharman; C.Barnett; G.Millar - attendees at the Hague Launch event



5.3.2.  Please describe in detail the transfer(s) of good practices achieved (line nr. 10.) in the current reporting period (max. 1,000 characters)




n/a


                                                                                 INTERREG IVC Programme
                                                                                  WF report template
                                                                                    Activity report



n/a


5.3.3.  Please describe further the policies and instruments that were improved (line nr. 11.) during the current reporting period (max. 1,000
characters)




n/a



5.4. Please list any other relevant outputs / results that you have produced in the current reporting period, if you wish (max. 1,000 characters)




n/a



5.5. Please describe any differences from the original plans in your partner level activities in the current reporting period in CP3. Please give the
reasons for these deviations, explain what kind of consequences they had on the implementation of the project and what solutions you have found /
actions you have taken to sort out these deviations and minimise any possible negative effect. (max. 1,000 characters)




This Component has been implemented as planned, with the exception of the local stakeholder event - see para.4.3.


5.6. Please explain and justify any deviations in your actual spendings in CP3 (either under or overspending) from originally planned sums and if
there are discrepancies between the activities described and finances reported. (max. 1,000 characters)




5.7. Please provide information on “External expertise & services” costs paid in CP3:
5.7.1. Describe the subcontracted activities in max. 1,000 characters, also referring to the specification provided on the nature of external expertise
in 4.3 of the AF:




5.7.2. Please give details of the sub-contracted body(s) (name and address) and the amounts contracted:




5.7.3. If there have been any deviations from original plans (activities were not sub-contracted as planned, or the content of sub-contracted
activities has slightly changed) please describe and justify them. (max. 1,000 characters)




6.   Problems encountered


6.1. Please describe any problems encountered in your partner level activities during the current reporting period concerning activities. Please
explain the nature of these problems, the impact they have on the project‟s implementation and the solutions you have found to overcome them.
(max. 1,000 characters)




                                                                          INTERREG IVC Programme
No fundamental problems have been encountered, other than the delays in implementing some of the communications activity already mentioned.
                                                                                 WF report template
                                                                                   Activity report




No fundamental problems have been encountered, other than the delays in implementing some of the communications activity already mentioned.


6.2. Please describe any problems encountered in your partner level activities during the current reporting period concerning partnership. Please
explain the nature of these problems, the impact they have on the project‟s implementation and the solutions you have found to overcome them.
(max. 1,000 characters)




None.



6.3. Please describe any problems encountered in your partner level activities during the current reporting period concerning finances. Please explain
the nature of these deviations (both under- or overspending), the impact they have on the project‟s implementation and the solutions you have
found to overcome them. Please also give information on cases where expenditure has been paid out in the reporting period but could not be
reported (eg. because of missing first level control certificate), including amount and steps taken as a result. (max. 2,000 characters)




None.




                                                                              INTERREG IVC Programme
  WF report template
    Activity report




INTERREG IVC Programme
                                                                                                                     WF report template
                                                                                                                     List of Expenditures

                                                                                            List of expenditures of the Waterways Forward Project
          Project number:                                           0709R2
          Project acronym:                                            WF
          Name of partner:                                    British Waterways                                      Updated post SRN e-mail of 4/8/10
          Reporting period:                                    5/11/09 - 30/6/10
          Progress report #:                                           1

          Section    Employee / Supplier /               Description            Invoice No. or     Date of Invoice     Date of payment       Breakdown and clarification   Net amount         VAT (EUR)         Total amount Amount paid in Exchange rate
            No.           Company                                              Internal Ref. No.                      (cf. bank statement)                                   (EUR)              (if not        charged to the local currency (cf. Partnership
                                                                                                                                                                                             recoverable)      project (EUR)      (NET)      Agreement
Ref for                                                                                                                                                                                                                                      Article 6/5. )
 KW
                                                                                                                                              QUANTITY     Cost per unit
                                                                                                                                                            excl. VAT
                                                                                                                                                              (EUR)
          Component 0 (Preparation activities)
             1      Staff                                                                                                                                                     0.00               0.00               0.00            0.00
             1
             1
             1

             2      Administration                                                                                                                                            0.00               0.00               0.00            0.00
             2
             2
             2
             3      Travel and accomodation                                                                                                                                  971.62              0.00              971.62           78.69
  1          3      Holiday Inn Express       GM - Accom - Berlin Prep mtg          87675             3/9/2008             8/9/2008                                              277.31                 0.00       277.31

  2          3      VBB                       GM - Train Fares                     S-FLH7             3/6/2008             3/6/2008                                                2.10                 0.00        2.10

  3          3      VBB                       GM - Train Fares                     S-AHU3             3/9/2008             3/9/2008                                                   6.10              0.00        6.10

  4          3      Gambrinus                 Lunch - GM & CB                          6              3/8/2008             3/8/2008                                                  30.40              0.00       30.40

  5          3      Easyjet                   GM - Brussels to Berlin flight       ED87V4V           2/22/2008             2/22/2008                                             214.98                 0.00       214.98

  6          3      Easyjet                   GM - Berlin to Gatwick flight        ED87LKG           2/22/2008             2/22/2008                                                 58.48              0.00       58.48

  7          3      Holiday Inn Express       CB - Accom - Berlin Prep mtg          87590             3/8/2008             3/8/2008                                              272.77                 0.00       272.77

  8          3      Costa Coffee              CB - Drink at Airport                 294528            3/6/2008             3/6/2008                                                2.35                 0.00        2.35                    2.00          0.85

  9          3      Pret a Manger             CB - Food at Airport                  545324            3/6/2008             3/6/2008                                                   4.45              0.00        4.45                    3.78          0.85

 10          3      TaxiFunk                  CB - Taxi (+WF partners)               1405             3/6/2008             3/6/2008                                                  10.00              0.00       10.00

 11          3      VBB                       CB - Train Fares                     S-FLH6             3/6/2008             3/6/2008                                                   2.70              0.00        2.70

 12          3      VBB                       CB - Train Fares                     S-AHU2             3/6/2008             3/6/2008                                                   2.10              0.00        2.10

 13          3      VBB                       CB - Train Fares                     S-AHU2             3/8/2008             3/8/2008                                                   2.10              0.00        2.10

 14          3      Easyjet                   CB - Luton to Berlin return          ED823P8           2/20/2008             2/20/2008                                                 85.78              0.00       85.78                   72.91          0.85

             4      External expertise                                                                                                                                        0.00               0.00               0.00            0.00




             5      Equipment                                                                                                                                                 0.00               0.00               0.00            0.00
            5


                                                                                                                 INTERREG IVC Programme
                                                                                                       WF report template
                                                                                                       List of Expenditures

         5
         5

      Total expenditure for Component 0:                                                                                       971.62           0.00          971.62      78.69
      Component 1. (Mgt & Coordination )
         1    Staff                                                                                                            1,068.56         0.00          1,068.56    908.23
15       1    Glenn Millar                                               010110/300610                   01/01/10 to 30/0610         843.03            0.00    843.03         716.54      0.85

15a      1    Chris Barnett                                              010110/300610                   01/01/10 to 30/0610        225.53             0.00    225.53         191.69      0.85

         2    Administration                                                                                                     0.00           0.00            0.00       0.00
         2
         2
         2
         3    Travel and accomodation                                                                                           837.21          0.00           837.21     771.52
16       3    Visa Europe Services      Lunch - CB & HG mtg with LP         358019       1/12/2010           1/12/2010                   8.31          0.00     8.31               7.06   0.85
         3                                                                               5/13/2010           5/13/2010                  72.59          0.00    72.59              61.70   0.85
17            Network Rail              GM - Mtg with Welsh Assem Gov    83671 / 61418
         3                              GM - Wales Action Plan Mtg,                      3/31/2010           3/31/2010                  37.53          0.00    37.53      31.90           0.85
18            Network Rail              B'ham                                3368
         3                              GM - City Airport to Rotterdam
39            Cityjet                   return                           ITD00683968     1/15/2010           1/15/2010              148.08             0.00    148.08     125.86          0.85
40       3    Hotel Coen Delft          GM - Accom Delft KO mtg             41471        2/12/2010           2/12/2010              188.93             0.00    188.93     188.93
         3
41            Nedelande Spoorwagen      GM - Travel in Delft                120210       2/12/2010           2/12/2010                   3.60          0.00     3.60       3.60
42       3    RET Bus                   GM - Travel in Delft                120210       2/12/2010           2/12/2010                   2.50          0.00     2.50       2.50
43       3    Cityjet                   CB - City Airport to Rotterdam   ITD00684314     1/18/2010           1/18/2010                  80.90          0.00    80.90      68.76           0.85
44       3    Easyjet                   CB - Amsterdam to Luton            EG8X3W2       1/18/2010           1/18/2010                  69.18          0.00    69.18      58.80           0.85
45       3    Hotel Coen Delft          CB - Accom Delft KO mtg             41468        2/12/2010           2/12/2010              188.93             0.00    188.93     188.93
46       3    Network Rail              CB - Watford to City Airport        61381        2/10/2010           2/10/2010                  15.30          0.00    15.30      13.00           0.85
         3
47            Nedelande Spoorwagen      CB-Delft to Schipol train           17006        2/12/2010           2/12/2010                   9.30          0.00     9.30       9.30
48       3    McDonalds - Schipol       CB - Food / Drink at Airport          72         2/12/2010           2/12/2010                   6.18          0.00     6.18       6.18
         3                              CB - Luton Airport to Bricket
49            Greenline Buses           Wood                                 4387        2/12/2010           2/12/2010                   5.88          0.00     5.88       5.00           0.85
         3

         4    External expertise                                                                                                 0.00           0.00            0.00       0.00
         4
         4
         4

         5    Equipment                                                                                                          0.00           0.00            0.00       0.00
         5
         5
         5

      Total expenditure for Component 1.                                                                                       1,905.77         0.00          1,905.77   1,679.75
      Component 2. (Communications & Diss)
         1    Staff                                                                                                            7,831.06         0.00          7,831.06   6,656.01
19       1    Glenn Millar                                               010110/300610                   01/01/10 to 30/0610       2,179.55            0.00   2,179.55   1,852.51         0.85

20       1    Chris Barnett                                              010110/300610                   01/01/10 to 30/0610      5,651.52             0.00   5,651.52   4,803.51         0.85

         2    Administration                                                                                                     0.00           0.00            0.00       0.00


                                                                                                     INTERREG IVC Programme
                                                                                                    WF report template
                                                                                                    List of Expenditures

     2
     2
     2
     3   Travel and accomodation                                                                                           1,717.31       0.00          1,717.31    1,562.06
     3                                                                                1/26/2010          1/26/2010                21.18          0.00    21.18       18.00      0.85
21       Network Rail              CB -Travel to Designers Offices        4966
22   3   Bonapartes                CB - Lunch                             3075        1/26/2010          1/26/2010                 7.51          0.00     7.51        6.38      0.85
     3                                                                                2/3/2010            2/3/2010                21.18          0.00    21.18       18.00      0.85
23       Network Rail              CB - Travel to Designers Offices       61212
     3                                                                                2/18/2010          2/18/2010                16.71          0.00    16.71       14.20      0.85
24       Network Rail              CB - Travel to Designers Offices       14239
     3                                                                                2/19/2010          2/19/2010                21.18          0.00    21.18       18.00      0.85
25       Network Rail              CB - Travel to Designers Offices       62528
     3                             GM - Travel to Lille TG and                        4/26/2010          4/26/2010               119.42          0.00    119.42      101.50     0.85
26       Eurostar                  Comms mtg with LP                      42506
     3                             Return from Lille G and Comms                      4/26/2010          4/26/2010                77.06          0.00    77.06       65.50      0.85
27       Eurostar                  mtg with LP                            42507
28   3   Network Rail              Watford to St Panc& Return             41353       4/26/2010          4/26/2010                15.53          0.00    15.53       13.20      0.85

29   3   Café Nero                 Breakfast                              3434        4/26/2010          4/26/2010                 3.81          0.00     3.81        3.24      0.85

30   3   Momentum                  Tea on train                            29         4/26/2010          4/26/2010                 6.59          0.00     6.59        5.60      0.85
     3                             CB Travel to Lille TG and                          4/13/2010          4/13/2010               108.83          0.00    108.83      92.50      0.85
31       Eurostar                  Comms mtg with LP                   IV185808092
     3                             CB Return from Lille G and                         4/13/2010          4/13/2010                70.59          0.00    70.59       60.00      0.85
32       Eurostar                  Comms mtg with LP                   IV185808103
     3
                                   D.Edwards May - Attendance at
38       Euromapping               the Hague Launch Event             2010C/BW/2145   3/13/2010          4/29/2010               612.33          0.00    612.33      570.72     0.93
     3
50       Cityjet                   GM - Rotterdam to City Airport      ITD00692436    2/25/2010          2/25/2010               106.83          0.00    106.83      106.83
     3                             GM - Leeds/Bradford to
51       Jet2.Com                  Amsterdam                             2BUY92       2/25/2010          2/25/2010                85.38          0.00    85.38       72.57      0.85
     3
52       Nedelande Spoorwagen      GM - Schipol to the Hague             100310       3/10/2010          3/10/2010                 8.10          0.00     8.10        8.10
53   3   RET Bus                   GM - Travel in the Hague           120900059818    3/10/2010          3/10/2010                 2.50          0.00     2.50        2.50
54   3   Network Rail              CB - Watford to City Airport           72625       3/10/2010          3/10/2010                15.30          0.00    15.30       13.00      0.85
55   3   Bar TEN28                 CB - Food / Drink at Airport            736        3/10/2010          3/10/2010                 4.62          0.00     4.62        3.93      0.85
     3
56       Cityjet                   CB - City Airport to Amsterdam      ITD00690822    2/17/2010          2/17/2010                77.37          0.00    77.37       65.76      0.85
     3
57       Nederlande Spoorwagen     CB - Schipol to the Hague             100310       3/10/2010          3/10/2010                 8.10          0.00     8.10        8.10
58   3   HTMC                      CB - Taxi fom Station to Hotel        100310       3/10/2010          3/10/2010                10.30          0.00    10.30       10.30
     3                             CB - Accom Hague Launch
59       Parkhotel Den Haag        Event                                  99014       3/12/2010          3/12/2010               201.33          0.00    201.33      201.33
60   3   HMS Host                  Drink at Airport                       4045        3/12/2010          3/12/2010                 3.20          0.00     3.20        3.20
61   3   McDonalds - Schipol       CB - Food / Drink at Airport            39         3/12/2010          3/12/2010                 7.26          0.00     7.26        7.26
62   3   Easyjet                   CB - Amsterdam to Luton              EGD5569       2/17/2010          2/17/2010                79.23          0.00    79.23       67.34      0.85
     3                             CB - Luton Airport to Bricket
63       Greenline Buses           Wood                                   4386        3/12/2010          3/12/2010                 5.88          0.00     5.88        5.00      0.85
     3
     3

     4   External expertise                                                                                                14,487.32      0.00          14,487.32   12,313.50




                                                                                                  INTERREG IVC Programme
                                                                                                           WF report template
                                                                                                           List of Expenditures

                                         Development of WF branding &
33      4     Honey Creative             logo                                   107006       2/25/2010           3/23/2010             5,513.27           0.00    5,513.27    4,686.00   0.85

                                         Launch Conference presentation
34      4     Landscape IS               & Communications development            100         3/15/2010           6/15/2010             4,500.26           0.00    4,500.26    3,825.00   0.85
                                         Final branding, A4 Flyer and
35      4     Honey Creative             Banner design & production             107013       3/10/2010           4/27/2010             4,273.78           0.00    4,273.78    3,632.50   0.85

                                         Additional costs - transportation
36      4     Honey Creative             of Banners to Hague Event              107083       5/26/2010           6/22/2010               200.01           0.00     200.01      170.00    0.85
        5     Equipment                                                                                                              0.00          0.00             0.00        0.00
        5
        5
        5

     Total expenditure for Component 2.                                                                                            24,035.70       0.00          24,035.70   20,531.57
     Component 3. (Exchange)
        1     Staff                                                                                                                 9,910.78       0.00           9,910.78    8,423.67
37      1     Glenn Millar                                                   010110/300610                   01/01/10 to 30/0610       9,910.78           0.00    9,910.78    8,423.67   0.85
        1     Chris Barnett                                                  010110/300610                   01/01/10 to 30/0610            0.00          0.00      0.00        0.00     0.85
        2     Administration                                                                                                         0.00          0.00             0.00        0.00
        2
        2
        2
        3     Travel and accomodation                                                                                                0.00          0.00             0.00        0.00
        3

        4     External expertise                                                                                                     0.00          0.00             0.00        0.00
        4
        4
        4

        5     Equipment                                                                                                              0.00          0.00             0.00        0.00
        5
        5
        5

     Total expenditure for Component 3.                                                                                            9,910.78        0.00          9,910.78    8,423.67
     Total expenditure for the period:                                                                                             36,823.87       0.00          36,823.87   30,713.68




                                                                                                         INTERREG IVC Programme
                                                                                            WF report template
                                                                                             Financial Report




                                     Financial report of the Waterways Forward Project

              Project number:                             0709R2
             Project acronym:                               WF
             Name of partner:                       British Waterways
Reporting period:                                    5/11/09 - 30/6/10
Progress report #:                                           1

Component0

Budget line            Total budget        Previous          Current report   Accumulated        %                Remaining
                                           reports
1. Staff                                   € 0.00            € 0.00           € 0.00             #DIV/0!          € 0.00
2. Administration                          € 0.00            € 0.00           € 0.00             #DIV/0!          € 0.00
3.       Travel       & € 981.00           € 0.00            € 971.62         € 971.62           99.04%           € 9.38
accommodation
4. External expertise &                    € 0.00            € 0.00           € 0.00             #DIV/0!          € 0.00
services
5. Equipment                               € 0.00            € 0.00           € 0.00             #DIV/0!          € 0.00
Total                  € 981.00            € 0.00            € 971.62         € 971.62           0.990438751 € 9.38


Component1

Budget line            Total budget        Previous          Current report   Accumulated        %                Remaining
                                           reports
1. Staff               € 2,288.00                            € 1,068.56       € 1,068.56         46.70%           € 1,219.44
2. Administration                                            € 0.00           € 0.00             #DIV/0!          € 0.00
3.       Travel       & € 2,400.00                           € 837.21         € 837.21           34.88%           € 1,562.79
accommodation
4. External expertise & € 5,550.00                           € 0.00           € 0.00             0.00%            € 5,550.00
services
5. Equipment                                                 € 0.00           € 0.00             #DIV/0!          € 0.00
Total                  € 10,238.00         € 0.00            € 1,905.77       € 1,905.77         18.61%           € 8,332.23


Component2

Budget line            Total budget        Previous          Current report   Accumulated        %                Remaining
                                           reports
1. Staff               € 82,400.00                           € 7,831.06       € 7,831.06         9.50%            € 74,568.94
2. Administration                                            € 0.00           € 0.00             #DIV/0!          € 0.00
3.       Travel       & € 11,200.00                          € 1,717.31       € 1,717.31         15.33%           € 9,482.69
accommodation
4. External expertise & € 141,600.00                         € 14,487.32      € 14,487.32        10.23%           € 127,112.68
services
5. Equipment                                                 € 0.00           € 0.00             #DIV/0!          € 0.00
Total                  € 235,200.00        € 0.00            € 24,035.70      € 24,035.70        10.22%           € 211,164.30




                                                                                         INTERREG IVC Programme
                                                                                     WF report template
                                                                                      Financial Report




Component3

Budget line               Total budget     Previous   Current report   Accumulated        %               Remaining
                                           reports
1. Staff                  € 34,031.00                 € 9,910.78       € 9,910.78         29.12%          € 24,120.22
2. Administration                                     € 0.00           € 0.00             #DIV/0!         € 0.00
3.       Travel       & € 14,500.00                   € 0.00           € 0.00             0.00%           € 14,500.00
accommodation
4. External expertise & € 25,050.00                   € 0.00           € 0.00             0.00%           € 25,050.00
services
5. Equipment                                          € 0.00           € 0.00             #DIV/0!         € 0.00
Total                     € 73,581.00      € 0.00     € 9,910.78       € 9,910.78         13.47%          € 63,670.22


TOTAL
Budget line               Total budget     Previous   Current report   Accumulated        %               Remaining
                                           reports
1. Staff                  € 118,719.00     € 0.00     € 18,810.40      € 18,810.40        15.84%          € 99,908.60
2. Administration         € 0.00           € 0.00     € 0.00           € 0.00             #DIV/0!         € 0.00
3.       Travel       & € 29,081.00        € 0.00     € 3,526.14       € 3,526.14         12.13%          € 25,554.86
accommodation
4. External expertise & € 172,200.00       € 0.00     € 14,487.32      € 14,487.32        8.41%           € 157,712.68
services
5. Equipment            € 0.00             € 0.00     € 0.00           € 0.00             #DIV/0!         € 0.00
Total                     € 320,000.00     € 0.00     € 36,823.87      € 36,823.87                        € 283,176.13




        Signature of the Project Manager

Date:




                                                                                INTERREG IVC Programme
                                           MONTHLY TIMESHEET FORMAT

PROJECT NUMBER:                                                              0709R2
PROJECT ACRONYM:                                                               WF
Name of employee:                                                         Glenn Millar
Name of partner institution:                                           British Waterways

Reporting period:                                05/11/09 - 30/06/10


           Month /             Worked hours on
                                                       Component*                           Description of tasks
             Day                 the project
7-Jan                                4.0         Component 2.              Presentation prep
8-Jan                                4.0         Component 2.              Presentation prep
11-Jan                               1.5         Component 2.              Presentation prep
12-Jan                               7.5         Component 2.              Comms mtg, Kingston Univ
13-Jan                               7.5         Component 3.              Mtg INE, Paddington
14-Jan                               6.0         Component 3.              Mtg Sustrans, Paddington; Wales Action Plan
15-Jan                               4.0         Component 3.              Economic valuation work
19-Jan                               4.0         Component 1.              Budgets / comms brief
20-Jan                               5.0         Component 2.              Comms plan
21-Jan                               2.0         Component 2.              Comms plan
25-Jan                               5.0         Component 3.              Dusseldorf workshop preparation
26-Jan                               7.5         Component 3.              Dusseldorf workshop preparation
27-Jan                               7.5         Component 3.              CRN meeting, London
28-Jan                               3.5         Component 3.              CRN meeting, London
29-Jan                               3.5         Component 2.              Comms plan
1-Feb                                1.0         Component 1.              General admin
2-Feb                                4.0         Component 3.              Performance measurement
3-Feb                                7.5         Component 3.              Canal restoration PO meeting
4-Feb                                0.5         Component 1.              Budget review
5-Feb                                5.0         Component 3.              Preparation for KO meeting etc
8-Feb                                4.0         Component 3.              Green infrastructure meeting
9-Feb                                7.5         Component 3.              Welsh Assembly Cross Party Group meeting, Cardiff
10-Feb                               4.0         Component 3.              Kick-off meeting, Delft
11-Feb                               7.5         Component 3.              Kick-off meeting, Delft
12-Feb                               7.0         Component 3.              Kick-off meeting, Delft
19-Feb                               7.5         Component 2.              Launch prep / Meeting Kingston Univ, Paddington
23-Feb                               1.0         Component 2.              Flier preparation
24-Feb                               3.0         Component 2.              Flier / launch preparation
25-Feb                               4.0         Component 3.              Economic research meeting
26-Feb                               1.0         Component 1.              General admin
1-Mar                                0.5         Component 1.              General admin
3-Mar                                3.0         Component 3.              Launch preparation
4-Mar                                3.0         Component 3.              Launch preparation
5-Mar                                1.0         Component 3.              Launch preparation
8-Mar                                7.5         Component 3.              Economic benefits workshop
9-Mar                                3.0         Component 3.              Launch preparation
10-Mar                               4.0         Component 3.              Launch event - The Hague
11-Mar                               7.5         Component 3.              Launch event - The Hague
12-Mar                               7.0         Component 3.              Launch event - The Hague
15-Mar                               1.0         Component 1.              General admin
18-Mar                               7.0         Component 3.              Waterways for Everyone - response
19-Mar                               1.0         Component 3.              Waterways for Everyone - response
30-Mar                               1.0         Component 1.              General admin
31-Mar                               7.5         Component 3.              Wales Action Plan mtg, Birmingham
1-Apr                                1.0         Component 1.              General admin
8-Apr                                1.0         Component 1.              General admin
9-Apr                                3.0         Component 3.              Wales Action Plan etc
13-Apr                               2.0         Component 3.              Wales Action Plan meeting, London
         11/24/2011                                                                         377669bf-2f8a-4fcd-b117-9f2aac4ed35f.xls
16-Apr                                        7.5        Component 3.   Montgomery Canal meeting, Droitwich
19-Apr                                        2.0        Component 1.   Budget review
20-Apr                                        4.0        Component 3.   CRN meeting, Wales
21-Apr                                        7.5        Component 3.   CRN meeting, Wales
22-Apr                                        7.5        Component 3.   CRN meeting, Wales
23-Apr                                        1.0        Component 3.   Lille meeting preparation
26-Apr                                        7.5        Component 3.   Lille planning meeting
27-Apr                                        2.0        Component 2.   Website development
29-Apr                                        1.0        Component 1.   General admin
30-Apr                                        4.0        Component 2.   Website development
4-May                                         3.0        Component 3.   Regional analysis
5-May                                         1.0        Component 3.   Regional analysis
10-May                                        3.0        Component 3.   Regional analysis
12-May                                        4.0        Component 2.   Meeting Kingston Univ
13-May                                        5.0        Component 3.   Meeting Welsh Assembly Government, Treforest
14-May                                        3.0        Component 2.   Exhibition proposal preparation
18-May                                        5.0        Component 3.   UKHRG meeting, London
20-May                                        2.0        Component 1.   General admin
21-May                                        1.0        Component 1.   General admin
27-May                                        1.0        Component 1.   General admin
9-Jun                                         3.0        Component 3.   Regional analysis
10-Jun                                        1.0        Component 1.   General admin
11-Jun                                        1.5        Component 1.   General admin
14-Jun                                        4.0        Component 3.   Economic valuation meeting, Defra
21-Jun                                        1.0        Component 2.   Comms plan
22-Jun                                        7.5        Component 3.   CRN meeting, Sheffield
24-Jun                                        3.0        Component 3.   Progress review / information provision
25-Jun                                        2.0        Component 3.   Information provision
28-Jun                                        7.5        Component 3.   Regional analysis
29-Jun                                        7.5        Component 3.   Regional analysis
30-Jun                                        6.5        Component 3.   Regional analysis
Total worked hours                           314.5
*Hourly rate:                               £34.95
Total EUR:                                 £10,992.71
                                        NB CURR in £'s




                   Signature of Employee                                                         Signature of Employer

Date:                                                                   Date:




* Calculation of hourly rate                                            *Type of Component                         Hours               Costs (£'s)
Employee's annual gross salary (incl.
employer's contributions):                 £52,765                      Preparation activities
Actual annual days worked:                   204                        Component 1.                                20.5                 £716.54
Daily rate:                                £258.65                      Component 2.                                 53                 £1,852.51
Hourly rate:                               £34.95                       Component 3.                                241                 £8,423.67
                                                                        Component 4.
                                                                        Component 5.
                                                                                                                   314.5               £10,992.71




               11/24/2011                                                                         377669bf-2f8a-4fcd-b117-9f2aac4ed35f.xls
                                      MONTHLY TIMESHEET FORMAT

PROJECT NUMBER:                                                        0709R2
PROJECT ACRONYM:                                                         WF
Name of employee:                                                   Chris Barnett
Name of partner institution:                                     British Waterways

Reporting period:                                05/11/09 - 30/06/10


             Month /           Worked hours on
                                                       Component*                    Description of tasks
              Day                the project
19-Nov-09                            0.5         Component 2.            Mtg prep LB / BW / KU
1-Dec-09                             0.5         Component 2.            Corres with KU
9-Dec-09                             1.5         Component 2.            Padd mtg prep
10-Dec-09                            2.5         Component 1.            Mtg with NR of Brig uni
11-Dec-09                            5.0         Component 1.            FLC desig / upd to LP
15-Dec-09                            1.5         Component 2.            Padd mtg prep
17-Dec-09                            1.0         Component 2.            Padd mtg prep
18-Dec-09                            1.0         Component 2.            Rm 60 consultations
21-Dec-09                            1.0         Component 1.            Padd mtg arr
12 Jan                               7.5         Component 2.            Comms mtg + SRN / KU
15 Jan                               1.0         Component 2.            Honey prep / mtgs prep
18 Jan                               1.0         Component 2.            Delft mtg prep / PR
19 Jan                               1.5         Component 2.            Comms prep
21 Jan                               1.0         Component 2.            Comms prep / mtg prep
25 Jan                               2.0         Component 2.            Prep for branding mtg
26 Jan                               3.5         Component 2.            Mtg with Des co re branding
27 Jan                               1.0         Component 2.            KO mtg prep + comms
28 Jan                               2.5         Component 2.            Comms iss + KU/ Honey
3 Feb                                4.0         Component 2.            Mtg with Des/branding upd
4 Feb                                5.0         Component 2.            Delft mtg prep / Comms id
8 Feb                                2.0         Component 2.            Delft / comms updates
9 Feb                                4.5         Component 2.            Mtg prep / comms iss
10 Feb                               6.5         Component 2.            Mtg prep & to Delft
11 Feb                               7.5         Component 2.            KO mtg - Delft
12 Feb                               7.5         Component 2.            KO mtg - Delft
15 Feb                               2.0         Component 2.            ID upd for Honey + Comms
16 Feb                               1.0         Component 2.            Images & comms upd
17 Feb                               5.0         Component 2.            Images coll / Hg mtg prep
18 Feb                               4.0         Component 2.            Mtg with des / Hague mtg
19 Feb                               7.5         Component 2.            Mtg + KU /Tel con with LP
22 Feb                               5.0         Component 2.            Ptnr image search / PR iss
24 Feb                               3.0         Component 2.            Image/text for banner/flyer
25 Feb                               2.0         Component 2.            Images colln / banner prod
26 Feb                               2.5         Component 2.            Images colln / banner prod
1 Mar                                2.0         Component 2.            Hague mtg prep
3 Mar                                6.0         Component 2.            Images / A4 flyer prod
4 Mar                                5.0         Component 2.            Images / A4 flyer prod
5 Mar                                5.5         Component 2.            Mtg prep / admin
8 Mar                                1.0         Component 2.            Hague mtg prep
9 Mar                                1.0         Component 2.            Hague mtg prep
10 Mar                               7.5         Component 2.            Prep and to the Hague
11 Mar                               7.5         Component 2.            Launch mtg - the Hague
12 Mar                               7.5         Component 2.            Launch mtg - the Hague


11/24/2011                                                                              377669bf-2f8a-4fcd-b117-9f2aac4ed35f.xls
16 Mar                                       1.5         Component 2.   KU admin issue
22 Mar                                       1.0         Component 2.   KU P Order
24 Mar                                       1.5         Component 2.   KU admin issue
30 Mar                                       0.5         Component 2.   Logos to Lombardia
1 Apr                                        0.5         Component 2.   Admin issues
13 Apr                                       1.0         Component 2.   Lille mtg prep
16 Apr                                       0.5         Component 2.   Comms - brochure plan
19 Apr                                       2.0         Component 2.   WF publicity bud
20 Apr                                       1.5         Component 2.   Brochure / Honey chase
21 Apr                                       3.0         Component 2.   WF publicity / Lille mtg prep
22 Apr                                       1.5         Component 2.   WF publicity / Lille mtg prep
26 Apr                                       7.5         Component 2.   TG & Comms mtg - Lille
30 Apr                                       2.0         Component 2.   Web dev mtg + P.Morgan
10 May                                       0.5         Component 2.   WF website
12 May                                       1.5         Component 2.   Images pres to Sav/CABV
17 May                                       0.5         Component 2.   Images to Savolinna
18 May                                       1.5         Component 2.   logos to Sav/broch prp/web
21 May                                       4.0         Component 2.   prep & mtg re broch+Honey
24 May                                       1.0         Component 2.   WF brochure dev
25 May                                       2.5         Component 2.   Web/broch/bann/designer
26 May                                       3.5         Component 2.   Web / broch/bann/ admin
27 May                                       3.0         Component 2.   Web / /bann/ admin
1 June                                       2.0         Component 2.   Website tender / comms iss
2 June                                       3.0         Component 2.   Web / /bann/ admin
9 June                                       6.5         Component 2.   Web tender assesment
10 June                                      5.0         Component 2.   Web tender assesment
11 June                                      3.0         Component 2.   Web proposal adj
14 June                                      2.0         Component 2.   Web mtg with Honey / PM
21 June                                      5.0         Component 2.   WF Comms report
22 June                                      5.5         Component 2.   Web & Comms upd to PP's
Total worked hours                          221.5
*Hourly rate:                               £22.55
Total EUR:                                 £4,995.19
                                        NB CURR in £'s




                  Signature of Employee                                                Signature of Employer

Date:                                                                   Date:




* Calculation of hourly rate                                            *Type of Component                 Hours          Costs (£'s)
Employee's annual gross salary (incl.
employer's contributions):                 £34,044                      Preparation activities
Actual annual days worked:                   204                        Component 1.                        8.5            £191.69
Daily rate:                                £166.88                      Component 2.                        213           £4,803.51
Hourly rate:                               £22.55                       Component 3.                         0                £0.00
                                                                        Component 4.
                                                                        Component 5.
                                                                                                           221.5          £4,995.19



11/24/2011                                                                                   377669bf-2f8a-4fcd-b117-9f2aac4ed35f.xls
                                                           WF report template
                                                       Control Confirmation for FLC

                           Annex 5b): INTERREG IVC partner control confirmation
Name of the partner:
Name of the project:
Reporting period that costs refer to (dd/mm/yyyy - dd/mm/yyyy):


Based on our examination, we confirm the following:
                                                                                       1
1.   For this report the total paid and confirmed expenditure amounts to EUR .
2.   The rules listed in the subsidy contract have been observed, including, but not limited to rules governing the
     eligibility of expenditure (Article 56 of Regulation (EC) No 1083/2006, Article 7 of Regulation (EC) No
     1080/2006, Article 48 to 53 of Regulation (EC) No 1828/2006, relevant national and internal regulations of
     the partner and rules laid down in the latest version of the INTERREG IVC programme manual).
3.   The costs reported in this report refer to activities paid from the date of approval by the Monitoring Committee
     to the end of the reporting period. Costs reported under the component „preparation activities‟ were incurred
     between 1 January 2007 and the date on which the first version of the application form approved by the
     Monitoring Committee has been submitted. They were paid out by the end date of the first reporting period.
4.   Receipts and payments are accurately recorded in the project‟s accounting system, expenditure in another
     currency other than the euro was correctly converted, assets are properly recorded and amounts are
     correctly reflected in demands for payment. Any revenues generated were deducted from the eligible
     expenditure. The necessary audit trail exists for all activities, providing evidence in the form of contracts,
     invoices and payment records. In case of staff costs, administration costs, the necessary evidence exists in a
     form of timesheets, listings of costs or formula descriptions and cost calculations.
5.   Services, supplies and works have been procured on the basis of proper call for tenders in compliance with
     European, national, internal or other relevant rules, sound controls have been exerted over the opening of
     the tenders and all tenders have been fully evaluated before the final decision has been made on service
     provider, supplier or works contractor
6.   Progress made has been fully and fairly reflected in the report. There is evidence that the reported activities
     have taken place, delivery of services and goods, and works are in progress or have been completed. The
     expenditure exclusively refers to activities listed in the latest approved version of the application form and
     completed at the latest by the end of the approved finalisation month.
7.   The partner has complied with Community rules and policies including publicity, information, equal
     opportunities, protection of environment, state aid, competition and public procurement.
8.   The control work has been documented in a control report (incl. a control checklist), which is based on the
     INTERREG IVC template serving as minimum requirements.
I hereby confirm that I / the company is independent from the project‟s activities and financial management and
authorized to carry out the control in respect of the control requirements valid in the EU-Member State/Norway on
whose territory the partner is located.

Place,                                           Date,


Name,                                            Signature of the controller,
                         2
          Official stamp




1
  The partners and the Lead Partners have to make sure that the amount of reported expenditure indicated for the partner in the
progress report and the amounts indicated in the partner control confirmation correspond.
2
  If exists




                                                         INTERREG IVC Programme
                                                                                              WF report template
                                                                                             Control Report for FLC




                                         Annex 6: INTERREG IVC Control Report (incl. Control Checklist)
[to be filled in by each project partner’s Controller (incl. the Lead Partner controller for the Lead Partner’s own expenditure)
By signing the “INTERREG IVC partner Control Confirmation” the controller is confirming having verified all requested items and declares the proper use of
funds. This statement is based on proper checks, which are documented in a control report (incl. a control checklist). The controller’s report is useful for the
controller’s as well as the partners and is also part of the project documentation/audit trail.
A control report has to be filled in by each partner controller. It is also filled in by the Lead Partner controller for the Lead Partner’s own expenditure on the
one hand, and for the checks carried out on the input provided by the partners on the other hand (see section Lead Partner specific checks in the control
checklist below).
The report serves only as an internal document of the project and it shouldn’t be sent to the Joint Technical Secretariat, except if specifically requested. It is
recommended that the control report is submitted to the Lead Partner. We recommend using this template. Otherwise the control report should contain at
least the elements mentioned in the following:
Project
   Name of the project
   Acronym
   Index
   Name of the LP organisation + country
   Project Duration
   Reporting period
Project partner to be checked
   Name of the contact person
   Division/Unit/Department + Organisation
   Address
   Telephone number / Fax
   e-mail
   Function in the project                                                             □ Lead Partner        □ Project partner
Authorized project partner controller
   Name
   Job title
   Division/Unit/Department + Organisation
   Address
   Telephone number / Fax
   e-mail

Control Information
 Methodology                                                       A short description of the methodology used for the checks:
                                                                   -   percentage of expenditure checked (usually 100%, in case of sampling the justification
                                                                       must be provided and type of expenditure checked on a sampling basis, the size of
                                                                       the sample, the selection criteria of the documents tested has to be indicated)
                                                                   -   overview of the control procedure carried
                                                                   -   nature of the documents/evidence checked
                                                                   -   place of check (desk check or on-the-spot check)
    Amount declared by partner to the Controller
    On-the-spot checks at partner premises carried out by the             YES / NO (please specify)
    controller
    Amount checked by the controller on-the-spot
    Amount accepted and confirmed by the controller
    General observations / reservations concerning the current     A clear specification of the observations/reservations, if any, expressed about the eligibility
    control period                                                 of some expenses
    Treatment given to these observations / reservations.          A clear conclusion whether the system in place can be considered as reliable and
    Conclusions                                                    reasonable assurance could be provided about whether the cost statement is free of
                                                                   material misstatement.
                                                                   The conclusion takes into consideration the control findings documented in detail in the
                                                                   control checklist. It also describes the measures implemented to solve the errors detected
                                                                   and it eventually provides recommendations to avoid the repetition of the same typology of
                                                                   anomalies in the future.
                                                                   If any findings/issues are still open from the previous report, the implementation of follow-
                                                                   up measures should be described in this section and conclusions on their effectiveness,
                                                                   be drawn.
    Any recommendations/issues to be followed-up in the next
    progress report

Place,                                                                      Date,

Name,                                                                       Signature of the controller,                                       Official stamp1

1
    If exists



Control Checklist
Control question                                                                       yes   no    N/A     Comments/Follow-up

1. Partner status
Is the partner a public authority or a body governed by public law?

2. Partner funding
In case that the national co-financing does not come from the partner‟s own
resources but from another funding source such as the national, regional or
local level, please indicate the national funding source(s) and check the
following:
Has the funding for the previous report been made available and the total
national co-financing amount contributed by the partner not been exceeded?

3. Accounting
Are specific accounts kept for the project or have other methods like specific
cost centres in the accounting system been established which allow to identify
the costs allocated to the project and to provide a computerised list of declared
expenditure?
Are the amounts paid accurately recorded in the accounting system?
Has each reported expenditure been supported by an invoice or an accounting
document of equivalent probative value?
Are the documents complete and accurate in content as well as in accounting
terms?
Has each reported expenditure been supported by a payment proof (usually
bank statement/bank transfer confirmations/cash receipts)?
Can the amount of the reported expenditure be entirely reconciled with the
supporting documents provided?
Control question                                                                       yes   no    N/A     Comments/Follow-up

4. Expenditure by budget line, component and partner
Have the costs been correctly allocated to the budget lines and components (in
line with the application form)?
Has the partner‟s budget by budget line and component (as fixed in the
partnership agreement and within the limit of the total partner budget indicated
in the application form) been respected?
If not, has the excess spending been approved by the LP?

5. Eligibility period
Is the expenditure related to services contracted, and paid
- between the date of approval of the project by the Monitoring Committee
     and
- by the end of the reporting period in question (for the last report, it is the end
     of the finalisation month indicated in the application form)?
                                                                                              WF report template
                                                                                             Control Report for FLC

Has the partner‟s budget by budget line and component (as fixed in the
partnership agreement and within the limit of the total partner budget indicated
in the application form) been respected?
If not, has the excess spending been approved by the LP?

5. Eligibility period
Is the expenditure related to services contracted, and paid
- between the date of approval of the project by the Monitoring Committee
     and
- by the end of the reporting period in question (for the last report, it is the end
     of the finalisation month indicated in the application form)?

For info: it is important to check also the date of delivery of the services (see
also relevant control question under point 15 – last question).
For preparation costs:
Is the expenditure related to services contracted and delivered
- after 1 January 2007
- by the date that the first version of the application form approved by the
     Monitoring Committee was submitted to the Managing Authority/JTS?
Has the expenditure been paid by the end of the first reporting period?




Control question                                                                       yes   no   N/A    Comments/Follow-up

6. Staff expenditure
Is the expenditure only related to employees of the organisation officially listed
in the application form?
Is the calculation based on the actual salary costs (employees‟ gross salary +
employer‟s contributions)?
If a staff member works less than 100% of the actual working time for the
project:
-   Is the calculation based on an hourly rate resulting from the actual salary
    rate divided by the total number of hours worked by the staff member (as
    registered in the institution‟s time recording system)?
-   Has the hourly rate afterwards been multiplied by the number of hours
    actually worked on the project activities?
Are the staff costs supported by documents such as the working contract,
payslips, payment proofs, calculation evidence for the determination of the staff
time/hourly rate, time recordings, project specific timesheets?


Control question                                                                       yes   no   N/A    Comments/Follow-up

7. Administration expenditure
Were the administration costs actually borne by the partner organisation?
Do all the administration costs fulfil the following conditions?
They
- are eligible according to national rules and European regulations (in
    particular Regulations (EC) no. 1083/2006 Art. 56; no. 1080/2006 Art. 7;
    no.°1828/2006 Art. 48 to 53);
- have been calculated on the basis of actual costs and capable of
    verification, i.e. based on factual elements in the accounting system which
    can be verified by an auditor. No lump sums, overall estimations or arbitrary
    keys are allowed!
- were calculated on a pro-rata basis of the actual costs according to a duly
    justified, fair and equitable method (in case of indirect administration costs
    such as overheads)
- show a direct link to the project‟s activities;
- have not already been included in other budget lines or cost items.

For info: as for all other expenditure items, it also has to be checked for the
(direct + indirect) administration costs that they have not already been financed
from other EU-funds (see also relevant control question under point 15).



Control question                                                                       yes   no   N/A    Comments/Follow-up

8. Travel and accommodation
Were the travel and accommodation costs reported in respect of the national or
internal rules of the respective partner organisation?
Were the trips that these costs refer to justified by the project‟s activities as
foreseen in the application form?
Were the trips limited to the territory of the EU?
In case of trips outside the territory of the EU, were they explicitly mentioned
and justified in the approved application?
Do the travel and accommodation costs exclusively result from trips undertaken
by staff employed by the partner institution?

9. Equipment
Have the purchased equipment items been initially planned in the application
form? If this is not the case, is there a written agreement of these costs from the
LP and JTS?
Have the equipment costs been reported by using one of the following methods:
- by a single declaration at the time of purchasing the equipment, after receipt
      and payment or
- by depreciating the cost of the equipment, by applying national accounting
      regulations?
Is it ensured that the items
-   have not already been fully depreciated
-   are not already included as indirect costs in another category such as the
    administration budget line?



Control question                                                                       yes   no   N/A    Comments/Follow-up
9. Equipment (continuation from previous page)
Does the equipment purchase also fulfil the following criteria?
- The purchase has been made well before the end of the project.
    If not, is the late purchase still justified? Or have the costs been depreciated
    and only the share corresponding to the remaining project period been
    reported?
- The amount for equipment reflects the actual use of these items in the
    context of the project. If it is not exclusively used for project purposes, only
    a share of the actual cost is allocated to the project. This share is calculated
    according to a fair, justified and equitable method.
- An inventory of the purchased items as well as the documentation of the
    method for reporting them (single declaration or depreciation, full or partial
    use for the project) has been kept for accounting, control and audit
    purposes.
For info: as for all other expenditure items, it also has to be checked for the
equipment that it has not already been financed from other EU-funds (see also
relevant control question under point 15).
For info: As for all other expenditure items, it is important to check if the
Control question                                                                       yes   no   N/A    Comments/Follow-up
9. Equipment (continuation from previous page)
Does the equipment purchase also fulfil the following criteria?
- The purchase has been made well before the end of the project.
                                                                                              WF report template
    If not, is the late purchase still justified? Or have the costs been depreciated
    and only the share corresponding to the remaining project period been                    Control Report for FLC
    reported?
- The amount for equipment reflects the actual use of these items in the
    context of the project. If it is not exclusively used for project purposes, only
    a share of the actual cost is allocated to the project. This share is calculated
    according to a fair, justified and equitable method.
- An inventory of the purchased items as well as the documentation of the
    method for reporting them (single declaration or depreciation, full or partial
    use for the project) has been kept for accounting, control and audit
    purposes.
For info: as for all other expenditure items, it also has to be checked for the
equipment that it has not already been financed from other EU-funds (see also
relevant control question under point 15).
For info: As for all other expenditure items, it is important to check if the
equipment was purchased in compliance with public procurement rules (see
also relevant control question under point 16).

Control question                                                                       yes   no   N/A    Comments/Follow-up

10. External expertise and services
Are the following documents available to justify external expertise and services‟
expenses paid by the partner:
     - contracts/agreements and
     - invoices/request for reimbursement?
Is the expenditure related to items foreseen under this budget line in the
specifications provided in the application form?
For info: As for all other expenditure items, it has to be checked if the external
expertise and services were contracted in compliance with public procurement
rules (see relevant control question under point 16).

11. Sub-project funds
Does the amount reported under this budget line result from the expenditure of
sub-projects that were selected on the basis of an open call for proposals by the
mini-programmes?
In case of a sub-project lead participant:
Has a subsidy contract been signed with each of the sub-project lead
participants reporting costs?
In case of sub-project participants:
Has a partnership agreement been signed by each of the lead participants with
each of the sub-project participants reporting costs?
Are the sub-project participants all located on the territory covered by the project
partner body who is reporting these costs?
NB.: the location is determined by the address.
Is the sub-project participants‟ expenditure confirmed by an independent
controller in compliance with the country specific control requirements?


Control question                                                                       yes   no   N/A    Comments/Follow-up

12. Exchange rate
In case of a partner from a country outside the euro-zone:
Has one of the following options for converting national currency into euro been
used:
    -   The market exchange rate of the day the invoice was paid is used.
    -   The market exchange rate of the last day of the reporting period is
        used.
    -   The average monthly exchange rate set by the Commission of the
        month the invoice was paid is used.
    -   The average monthly exchange rate set by the Commission of the last
        month of the reporting period is used. They are published on:
        http://ec.europa.eu/budget/inforeuro/index.cfm?Language=en.
Is the used option the one agreed with the LP for all partners from outside the
euro-zone in the partnership and the same as in the previous reporting period?

13. Shared costs
Are costs declared in compliance with the procedure provided in the programme
manual (chapter 4.3.3 grey box on „reporting shared costs‟)?

14. Activities outside the EU
If activities outside the EU have been financed, is it ensured that they
- do not exceed 10% of the INTERREG IVC budget,
- have been budgeted paid and borne by the EU or Norwegian partner and
- are mentioned and justified in the approved application?
Note: Travel & Accomodation costs for EU Partners to countries outside the EU
Member States, do not fall under the 10% rule – Art. 21 (3) 1080/2006


Control question                                                                       yes   no   N/A    Comments/Follow-up

15. Other eligibility considerations
Is the expenditure eligible according to EU-regulations, programme rules,
national and internal rules of the partner?
Has refundable VAT been deducted?
Is it ensured that
-   fines,
-   financial penalties,
-   foreign exchange losses
-   interest on debt
are not included in the report?
Have any in-kind contributions been excluded as they are considered to be
ineligible under INTERREG IVC?
Has any revenue been deducted from the total reported eligible costs (ie. before
the calculation of the ERDF/Norwegian funding)?
Was it confirmed that the expenditure has not already been supported by any
other funding (EU, regional, local or other)? Are there mechanisms in place to
avoid double-financing?
Is there evidence that the reported activities have taken place, the delivery of
services, goods and works are in progress or have been completed?
For info: If the evidence was not obtained through an on-the-spot check, it is
important to indicate in the comment section, how sufficient assurance was
gained instead.
In case of the payment of contractual advances treated as actual eligible
expenditure: Has the service, good or work been delivered at the latest by the
end of the finalisation month as quoted in the application form?
For info: Payment of contractual advances is defined as payments on account
relating to the execution of works or services for the project in accordance with
normal commercial law and practice on the basis of contracts entered into by a
final beneficiary or final recipient, and which are supported by receipted invoices
(eg. payment for a travel ticket or advance payment for a consultant carrying out
a study).
 -   foreign exchange losses
 -   interest on debt
 are not included in the report?
 Have any in-kind contributions been excluded as they are considered to be                    WF report template
 ineligible under INTERREG IVC?                                                              Control Report for FLC
 Has any revenue been deducted from the total reported eligible costs (ie. before
 the calculation of the ERDF/Norwegian funding)?
 Was it confirmed that the expenditure has not already been supported by any
 other funding (EU, regional, local or other)? Are there mechanisms in place to
 avoid double-financing?
 Is there evidence that the reported activities have taken place, the delivery of
 services, goods and works are in progress or have been completed?
 For info: If the evidence was not obtained through an on-the-spot check, it is
 important to indicate in the comment section, how sufficient assurance was
 gained instead.
 In case of the payment of contractual advances treated as actual eligible
 expenditure: Has the service, good or work been delivered at the latest by the
 end of the finalisation month as quoted in the application form?
 For info: Payment of contractual advances is defined as payments on account
 relating to the execution of works or services for the project in accordance with
 normal commercial law and practice on the basis of contracts entered into by a
 final beneficiary or final recipient, and which are supported by receipted invoices
 (eg. payment for a travel ticket or advance payment for a consultant carrying out
 a study).
eg. payment for a travel ticket or advance payment for a consultant carrying out a study).


 Control question                                                                      yes   no   N/A    Comments/Follow-up

 16. Compliance with Community rules
 Does the project comply with the EU „horizontal objectives‟ of the promotion of
 equality and the protection of the environment?
 Have Community rules on state aid been respected?
 Have the information and publicity requirements of the EU and the programme
 been respected?
 Have works, goods and services been contracted/purchased in compliance with
 relevant provisions such as the European and national/internal or other
 applicable public procurement rules?
 Is the public procurement procedure well documented and documents such as
 procurement note, terms of reference, offers/quotes, order forms and contracts
 available?
 Have the principles of transparency, non-discrimination equal treatment and
 effective competition been complied with (also for items below the EU-
 thresholds)?


 Control question                                                                      yes   no   N/A    Comments/Follow-up

 17. LP specific checks (only to be filled by Lead Partner controller)
 Did the Lead Partner forward the correct ERDF/Norwegian funding for the
 previous report to the project partner and this without any delays
 Has the financial input provided by the partners been correctly entered into the
 joint progress report (by budget line, component and partner) and correctly
 added up?
 Has a partnership agreement been signed with each of the partners reporting
 costs in the progress report?
 Has the project‟s overall budget by budget line, component and partner been
 respected (within the limits of the flexibility rules stipulated in the subsidy
 contract)?
 Has the total ERDF budget been respected?
 Was the amount declared by the partners confirmed by an independent
 controller in respect of the country specific control requirements?
 For LPs of a mini-programme:
 -   did each project partner provide a single project partner control confirmation
     which confirms the total amount to be reported by each project partner i.e.
     both the project partners‟ own costs as well as the costs of the sub-project
     participants‟ located on their territory?

 -   have the costs of each sub-project participant been consolidated at some
     level within the mini-programme (usually at the level of the sub-project lead
     participant) in order to have assurance that the sub-project for which costs
     are reported under the budget line “sub-project funds” complies with the
     approved sub-project application and the overall sub-projects approved
     budget?

								
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