111 eu funding workshop intermediate body training basic principles and requirements
TRANSCRIPT
111
EU Funding Workshop
Intermediate Body Training
Basic principles and requirements
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EU Competitiveness Programme
• €306m ERDF • Intervention rate 50%
• 4 Priorities– P1 Competitiveness and Innovation– P2 Enterprise and Entrepreneurship– P3 Improving accessibility– P4 Technical assistance
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Financial Flow
100% Public Expenditure
Eligible Expenditure input to EU Database
Claim Submitted to EC
50% of Eligible Expenditure Received from EC
EU receipt reimbursed
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How is the Programme Managed?
• Managing Public Money NI
• DFP Guidance (Audit and Financial Management
Division)
• EU Regulations and Guidance
• Programme Documents & Guidance
Guiding principle – ‘Strictest Rules Apply’
PlayersAudit Authority DETI Audit – Jackie Connolly
Managing Authority DETI EU Support Unit – Maeve Hamilton
Certifying Authority DETI Accountability – David Conliffe
Intermediate Bodies DETI / Invest NI / NITBDARDDSD – to be formalisedDRD – to be formalised
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Managing Authority Role
• Programme Development• Overall Programme Management
– High level approval of activity – Guidance and Operating manual– N+2– Claim initiation– Evaluation
• Negotiating Programme changes with EC• Reporting on Progress• Closure
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Certifying Authority Role
• Validity and accuracy of claims
• Certification of claims
• Submission of claims to the Commission
• Accounting for and disbursing EU receipts
• Irregularity and recovery monitoring
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Audit Authority Role
• Audit Strategy
• System Audits
• Audits of Operations
• Annual Control Report and Opinion
• Closure Declaration
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IB Role• Selection of operations• Appraisal• Award of funding• Monitoring• Verifying operations and expenditure• Financial accountability• Reporting• Publicising• Maintaining the database• Safeguarding the audit trail
• Defined in the Memorandum of Understanding
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Key Issues
• Eligibility of Activity and Expenditure
• Audit Trail
• Procurement
• Publicity
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Eligible Activity
Must contribute to the delivery of the relevant Programme
Objectives
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Ineligible Activity
• Displacement of similar existing activities
• Building and renovation of housing
• Agriculture, Fisheries and Forestry
• Local social welfare facilities
• EC Sectoral Restrictions (shipbuilding etc)
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Ensuring Activity is Eligible
• Selection Criteria • Selection Panels• Appraisal• Casework Committees• Approval Bodies• Letters of Offer/Contracts• Monitoring and reporting against terms
and conditions
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Eligible Expenditure Principles
• Against approved project activity
• Directly attributable to the project
• Relates to Northern Ireland
• Actually incurred and paid by the final beneficiary
between 1 Jan 2007 and 31 Dec 2015
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Eligible Costs for Capital
• Purchase and/or development of Land
• Purchase or development of Real Estate
• Preliminary Expenditure
• Professional Fees
• Purchase/lease of plant and equipment
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Eligible Staff Costs
• Basic Salary• Statutory Contributions• Pension Contributions• Training Costs• Recruitment Costs• Non-statutory Sick/Maternity Pay• Holiday Pay• Commission• Shift allowance • Taxable Benefits
Must be defined in T&Cs of employment
Private companies only
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Part-time Staff Costs
• Time Records
• How is the hourly rate calculated?
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Daily/Hourly Rate Calculation
Basis Example
Actual salary for claim period (ERNI, pension and additional taxable contracted costs elements)
£5,000
Contracted working days per week 5
Multiply by period covered by claim e.g. 13 weeks 65
Subtract contracted leave pro rata for claim period (e.g. 20 days/4 = 5)
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Subtract contracted statutory holidays pro rata for claim period (e.g. 10 days/4 = 2.5)
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Gives daily rate of £5,000/57.5 = £86.96
Divide by contracted daily hours (e.g. £86.96/8 hours = £10.87
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T&S
• Mileage• Accommodation • Meals• Air/rail/bus/other travel
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Other Eligible Costs
• Hospitality• Professional/Consultancy Fees• Accommodation• Consumables• Marketing/Promotion• Other (insurance, depreciation, maintenance
etc)
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Ineligible Expenditure – Common Errors
• Payment against scale or unit costs
• Notional costs
• Time records incomplete or missing for part-time staff
• Recoverable VAT
• Missing or incomplete audit trail
• Expenditure outside Programme/LoO period
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Ineligible Expenditure – some of the rest
• Bank charges or fees on accounts
• Mandatory training under statutory provision
• Fines, financial penalties and litigation costs
• Dividends
• Set up/contribution to private pension schemes
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Management Verification
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Who conducts Management Verification?
• Finance staff
• Programme managers
• Technical staff
• Grant inspectors
• Managing Authority
Intermediate Body
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Management Verification
Can encompass:
–Claim checks
–Contract monitoring
–Project Visits
–Board Meetings/Project Launches
–Formal Article 13 on-site verification
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Management Verification – Key Issues
• Timing
• Frequency
• Nature
• Keeping adequate records
• Database entries
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Audit Trail
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What is the Audit Trail
The comprehensive set of documents which provide a
complete history of a project and provide evidence that proper procedures were applied and
outcomes achieved.
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Audit Trail Documents
• Application forms• Selection/Appraisal records• Contract/Letter of Offer• Management and control records• Payment records• Monitoring reports• Closure documents
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Audit trail – How long, in what format and where?
• Period – 2022
• Format
• Location
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Payment Audit Trail
• May differ depending on the nature of the expenditure but in general will include:– Proof of commissioning of the
goods/service– Proof of receipt of the goods/service– Proof of payment
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Personnel Costs
• Contract of Employment
• Payroll records
• Time records
• Breakdown of contributions (statutory and
any company specific elements)
• Proof of Payment
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Equipment/Consumables
• Invoices
• Lease/rental agreements
• User logs
• Procurement documentation as appropriate
• Proof of payment
• Asset Register
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Contract Expenditure
• Procurement documentation & the contract
• Monitoring/management documentation
• Invoice and evidence of any 3rd party
costs included on a real cost basis
• Proof of payment
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Travel and Subsistence
• Claim form signed, dated and approved
• Receipts/invoices
• Supporting evidence of the event
• Proof of payment
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Payment Audit Trail
• Indirect Costs/Overheads
– Invoices
–Accounting records
–Apportionment data
–Proof of payment
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Procurement
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Procurement – Public v Private
• Rules apply to Public Bodies
• VFM for private companies
• Reasonableness test for private companies
If in doubt refer to CPD
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Common Procurement issues
• Not adhering to threshold requirements
• Insufficient advertising
• Evaluation criteria in ToR not used in assessment
• Extensions to contract
• Incomplete supporting documentation / audit trail
• Payments not in line with agreed payment schedule
• Activity not verified in line with contract terms
• 3rd Party costs not appropriately verified
• Unapproved single tender actions
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Publicity
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Publicity
• Letters of Offer / contract documents• Brochures / leaflets• Invitations• Advertisements• Web-pages• Promotional items• Billboards & Plaques• Publications and press releases• Presentations• Conferences/exhibitions/training/events
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Publicity – general principles
• Logo and strap line• Front of material• Equal prominence• Readable• Proportionate and appropriate
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Consequences of non-compliance
Activity 100% of expenditure on the activity
Expenditure 100% of the error value
Audit trail Up to 100%
Publicity Up to 10% of the total grant
Tendering Dependent on the nature of non-compliance anything from 5% to 100% of contract value.
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Ensuring Compliance
• Strong risk awareness and management
• Strong financial controls
• Training and Documentation
• Early stage education of funding recipients
• Verification activity
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Guidance and Assistance
www.eucompni.gov.uk
www.eucompni.gov.uk/resource-library/guidance