External consultant:Alianta d.o.o., Ljubljana

Split, 4-5 February 2010

WP1 – Reporting procedures and deadlines

After 1st reporting finished Cooperation needed – with LP, Alianta, WP leaders, FLC 1st time for everyone in SEE programme

Lessons learned 2nd time will be easier

Example prepared next session

Reimbursement of costs – timeframe (1)

Reporting period – 6 months

Partner Reports

Reporting period (6 or 3 months)

Submission of the progress report - LP

(max 3 months)

Checking the Progress Report – JTS

(max 2 months)

Payment procedure – CA (cca 1 month)

LP – Progress Report

Checking process by the JTS

Payment by the JTS to the LP

Payment from the LP to the ERDF partners

Reimbursement of costs – timeframe (2)

Reporting periods

Period nr.

Reporting period Deadline for submission of Progress Report to JTS

1 1/05/2009 – 31/08/2009 01/12/2009

2 01/09/2009 – 28/02/2010 01/06/2010

3/1 01/03/2010 – 31/05/2010 01/09/2010

3/2 01/06/2010 – 31/08/2010 01/12/2010

4 01/09/2010 – 28/02/2011 01/06/2011

5 01/03/2011 – 31/07/2011 01/11/2011

6 1/08/2011 – 31/10/2011 01/02/2012

Reporting methods Progress Report – Lead partner

Partner Report Timesheets

– ERDF PARTNERS

Internal Reporting – ALL PARTNERS

Reporting procedure# Activity/report WHO Deadline

1 Internal activity report All partners 15th of each month

2 Partner Report

Sent to the LP

ERDF partners 1st day after end of period

3 LP partner confirms PR LP 10 days after receiving PR

4 PR sent to National Controllers ERDF partners 15 days after end of period

5 Received Validation of Expenditure

National Controllers 60 days after submitting PR

6 Validated PR sent to the LP ERDF partners 5 days after receiving confirmation from NC

7 Progress Report LP 3 months after end of period

Progress Report Submitted by the LP 3 months after the end of reporting period

Activity report Summary of all partners’ financial reports Validations of expenditure

Submitted in on-line system IMIS 2007 - 2013

Information from partners taken from Partner Reports and Monthly reports.

Partner Report (1) New Basis Partner Report tool sent to partners How to prepare PPR – pdf example with instructions Before submitting it to the National Controller send it to Alianta for

revision and confirmation Partner Report will be validated by the National Controller National controllers can define national submission deadlines The deadlines set in SARMa handbook are planed in a way that

partners will be able to meet those deadlines Declaration on Validation of Expenditure has to be sent to the LP Each project partner is responsible separately for having its

expenditure validated by the designated Controller

Partner Report (2)IMPORTANT: Contact your National Controllers about additional deadlines and requested

documents Keep LP and Alianta informed about national situations

When preparing the financial report, we advise partners to:

check first what are their sums per WPs for the respective period, then insert all the invoices for travel, external, equipment and the respective

sum for the overheads, then see what is the difference between the sum value you get and the value

you should reach in the respective period – according to this you include the staff costs.

Internal monthly reporting

2 internal reports: Short activity report – each month Timesheets – every 3 months

Templates

Deadline: 15th of the month

SARMa reporting procedure # Activity/report What needs to be

submittedWHO Deadline 2nd period

deadline

1 Internal activity report

Short activity report

Timesheets

All partners

All partners

15th of each month

Every 3 months

15. 2. 2010

15. 2. 2010

2 Partner report

– to the LP

PPR

Timesheets

ERDF partners 1st day after end of period

1. 3. 2010

3 LP partner confirms PPR

E-mail confirmation LP 10 days after receiving PPR

10. 3. 2010

4 PPR sent to National Controllers

PPR

Proofs of all costs

ERDF partners 15 days after end of period

15. 3. 2010

5 Received Validation of Expenditure

Validation of Expenditure

First Level Controllers (FLC)

60 days after submitting PPR

15. 5. 2010

6 Validated PPR sent to the LP

Declaration on Validation of expenditure

ERDF partners 5 days after receiving from FLC

20. 5. 2010

7 Progress Report On-line progress report

LP 3 months after end of period

1. 6. 2010

IPA and 10 % partners (1) 2 IPA partners:

RGF – Faculty of Mining and Geology, Serbia MGK10 – Ministry of Economy, Bih canton government

2 grant agreements signed 1 pre-financing received

Two 10 % partners: METE, GSA – Ministry of Economy, Albania; Geological Survey

of Albania; sponsored by GeoZS MINGORP, CGS – Ministry of Economy, Croatia; Croatian

Geological Survey; sponored by MUL

IPA and 10 % partners (2) PRAG rules for Grant contracting

IPA partners reporting activity report each month Partner Report for project reporting – only activities, no budget interim reporting for EC delegations final report for EC delegations

10 % partners reporting activity report each month Partner Report for project reporting – only activities, no budget

ROUNDTABLE: Overview of work of partners, exchange of experience

Name of the partner organisation Impressions from the last 9 months of the project Good experiences Any troubles, problems Challenges for the future Expectations from the project

Common project goals Benefits for the region/country Benefits for the organisation Personal interest