Maritime projects

Lead partners seminar27th May 2014

Administrative & Financial issues

Communication

Short presentation of Presage CTE

ContentsContents

All contracts should be signed by mid-June in order to avoid any delay in the stat-up

Date of decision of the MED Programme Selection Committee : 9th April 2014 (article 1.1)

Kindly be sure that you sign the updated version of the Subsidy Contract

Partnership agreement: In regard to the official notification of the Managing Authority to the selected projects … transmitted 11th April 2014

Start up report to be submitted before 31st July

Contracting procedureContracting procedure

Engaged, invoiced and paid out between: The day after the submission of complete AF Within date of project closure

In case costs cannot be paid out within the date of project closure:

paid out within two months after project closure

Closure administrative expenditures (First Level Control and staff costs):

may be engaged and paid out within two months after project closure

Eligibility of the implementation Eligibility of the implementation expensesexpenses

All expenses must be paid out within the 30th June 2015

End of the eligibilityEnd of the eligibility

Project ending date

End of the eligibility

30/04/2015 2 months 30/06/2015

31/05/2015 1 month 30/06/2015

15/06/2015 15 days 30/06/2015

30/06/2015 0 days 30/06/2015

According to the Subsidy Contracts and Programme documents, the eligibility of the projects’ expenditure ends on the 30th June 2015

No two additional months for payments for projects whose ending date is less that two months before that date

All expenditure (including closure administrative expenditures) engaged, invoiced or paid out after the 30th June 2015 will not be eligible

Every 6 months a submission of:

– Progress report + annexes + list of deliverables – Payment claim + certifications of expenditure

Deadlines for submission must be respected

Maritime projectsReporting period

Date of submission to the JTS

Start-up to 31st December 2014 31st March 2015

1st January 2015 to end of the project

3 months after the end

Art: 3.3 of the Subsidy Contract

Reporting frequencyReporting frequency

The intermediate payment claim is not compulsory…

BUT the progress report is!

In order to have a visibility on the state of the art of the expenditure… please update Presage once a month

For the closure of the project you will have to submit:

- Progress report (2nd implementation period)- Final Report (Part 1, 2 and 3)- Annexes- CD including all final deliverables for the Library- Excel: budget real execution

Reporting frequencyReporting frequency

1Each partner enters activities and expenditures on PRESAGE CTE

PP

2Lead Partner validates the other partners’ expenses on PRESAGE CTE

LP

3

FLC of each partner (centralised or decentralised system)FLC/PP• Validates the eligible expenditure

• Generates a First Level Control Certificate on PRESAGE CTE

4In Spain and Portugal: the FLC’s certificate has to be validated by the responsible National Authority

NA/FLC/PP

5The Lead Partner gathers all the certificates and produce a payment claim + progress report on PRESAGE CTE

LP

6Submission to the JTS within the deadlines mentioned in the Subsidy Contract

LP

Expenditure reporting Expenditure reporting procedure [1]procedure [1]

Expenditure reporting Expenditure reporting procedure [2]procedure [2]

7

The JTS verifies the report:JTS/LP/PP/FLC

• Conformity against application form

• Conformity of validations by controllers against national systems

• Transfers to Managing Authority

8

The Managing Authority ensures the precision of the payment claim and communicates it to the Certifying Authority

MA/CA

9The Certifying Authority draws up payment order to the Lead partner

CA/LP

10 The Lead partner transfers funds to the ERDF partners LP

National control systemsNational control systems

Each Member State Has set up a First Level Control system Has determined the selection mode for

controllers Each partner:

must refer to the control system of the State where it is located

must follow the information provided by the national bodies on the selection procedure

Centralized System: Croatia, Greece, Malta, Slovenia and UK (Gibraltar)

Decentralized System: Cyprus, France, Italy, Spain and Portugal

Some tips… Some tips…

First thing to do: Selection of FLC

Second thing to do: Public procurements, events & payments

Fluent communication with your JTS Project Officer

Update expenditures on Presage once a month

Take advantage of partners experience

Remember: No prolongation is possible. Budget modifications are not desirable.

One year of implementation… Time flies!!

Organization of events and com material led by the COM&CAP project will be provided by it

Don’t forget that content info needs to be provided by partners towards the COM&CAP project

Attendance costs to events organized by the COM&CAP project must be borne by partners

All eventual travel outside of the MED area must be approved in advance by the JTS, even in the case of events organized by the COM&CAP project

Any COM&CAP initiative of a project must be approved in advance by the JTS, and communicated for information to the COM&CAP project

COM&CAP activitiesCOM&CAP activities

Donwload programme reference documents and

guidance sorted by project phase

More information @ programmemed.euMore information @ programmemed.eu

Example: Downloads in ‘IMPLEMENTATION’

Communiation

Avoid ineligibility and respect all visual obligations set by the MED Programme and EC regulations!

Presage CTE

Short Introduction

Background informationBackground information Reporting procedure is made through Presage CTE.

Each LP, Project partners and FLC will have a different user name and password.

JTS sends the LP all partners’ user name and password and LP will have to forward them to each partner.

Those of the FLC will be sent to them after receiving the national approval, in the case of decentralized systems.

Each actor will have a different profile and access to different functionalities according to its role in the reporting procedure.

LP will have access to information of all partners, PP only will have access to their own information.

Background informationBackground information

Create

Enter

Modify

Remove

Validated/Locked

Export info

Create a PDF

Get exports and PDF

HomepageHomepage

In this section financial tables which allow a global financial monitoring

Look up or download the last approved AF

Through this section access to all reporting

To enter expenditure data [1]To enter expenditure data [1]

To start entering the expenditure data, click on « Show expenditure list »

To enter expenditure data [2]To enter expenditure data [2]

Click on « Add an expenditure » to start entering an expenditure. And repeat the

same procedure for each expense

To enter expenditure data [3]To enter expenditure data [3]

It is highly recommended to

include a comment which may help to quickly identify the

nature of the expenditure

Partners expenditures waiting for LP validation

Following expenditures on the reporting Following expenditures on the reporting procedureprocedure

Expenditures entered by partners

Expenditures already validated by the LP waiting for certification

Expenditures already validated and certified waiting to be

included in a payment claim

“Expenditure in validation process” by the Lead partner

It is not an eligibility check, but a verification of the conformity of the expenditure against the activities foreseen in the application form

If the partner has allocated the expenditure to the wrong budget line, for example, the LP should refuse it and make the partner correct it before the certification

Once the LP has validated the partner’s expenditure, it will appear in Presage as “Expenditures in certification process”

The First Level Controller will then be able to certify the expenditure

LP validates the other partners’ entriesLP validates the other partners’ entries

Expenditure in validation process by the Expenditure in validation process by the Lead partner [1]Lead partner [1]

The Lead partner verifies the expenses of its partners, then

validates or refuses them

Here the magnifying glass allows you to see the elements related

to the declared expense

Certificate of expenditureCertificate of expenditure

FLC should click on « Show certificates list » to start the creation of a certificate of

expenditures. LP will be allow to see if the FLC has

already created and validated a certificate of expenditures.

The Lead Partner gathers all the partners’ certificates and produces a payment claim

To create a payment claim (LP)To create a payment claim (LP) [1][1]

In the homepage, click on « Show payment claims list »

To create a payment claim (LP) To create a payment claim (LP) [2][2]

Click here to include the certificates of your partners and also your own, in the payment

claim

Switch to final only if it is the project’s last payment

claim. For now, they should all be “interim”

payment claims

To create a payment claim (LP) To create a payment claim (LP) [3][3]

LP will enter this chapter to make the payment claim statement

LP must include the name of the person signing the payment claim

LP can check here that the payment claim is complete and that the

project budget is respected

Click here to validate definitively the

document and print it out

Activity reportActivity report

Each partner must fill in a simplified progress report containing the activities

per component. And the LP must fill a complete “Progress Report” containing a

synthesis of the progress at project level

(transnational approach)

When the Lead partner receives the ERDF

reimbursement it has to enter the Presage system and to fill-in the payment list by clicking on « Show

received payments »

ERDF paymentsERDF payments

Payment date ERDF amounts and Payment date ERDF amounts and transfer to partnerstransfer to partners

«Add a received payment » to include information concerning the transfer of

ERDF to partners

Enter date of payment

reception (LP and partners)

Thank you for your attention

Joint Technical SecretariatMED PROGRAMME

www.programmemed.eu