2016.09.01 de flc seminar hh part 1 finalfirst level control seminar hamburg | 6 september 2016 dana...
TRANSCRIPT
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Projektfinanzen – Die Programmregeln
First Level Control SeminarHamburg | 6 September 2016Dana Hennings, Václav Kaplan, Managing Authority/Joint Secretariat
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Content
FLC Seminar, Hamburg | 6 September 20163
1. Hierarchy of rules2. General eligibility rules3. Budget lines4. Procurement5. State aid6. Project changes
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FLC Seminar, Hamburg | 6 September 20164
Hierarchy of rules
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5 Hierarchy of rules (Article 18(3) of Regulation (EU) No 1299/2013)
ProgrammeManual
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FLC Seminar, Hamburg | 6 September 20166
General eligibility rules
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General principles
FLC Seminar, Hamburg | 6 September 20167
• All costs must belong to a project partner NO sub‐partners NO COST SHARING
• All cost must follow the real costs principle(exceptions: in‐kind, simplified cost options & depreciation)
• Reimbursement principle NO advance payment
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Eligibility periods
FLC Seminar, Hamburg | 6 September 20168
• Contracting phase (min. 2 months) project costs• Implementation phase (max. 36 months) fully eligible
• Closure phase (3 months) limited eligibility
• Post‐project phase no costs eligible
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Use of Euro and exchange rate
FLC Seminar, Hamburg | 6 September 20169
• Progress report: All expenditure in EUR
• Partner reports:
EUR = National currency EUR ≠ Na onal currencyEntire report in EUR For entire report:
Exchange rate published by EC of month of partner report submission to FLC
ADDITIONAL SLIDE
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FLC Seminar, Hamburg | 6 September 201610
Budget lines
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Budget linesProject
budget
BL1 ‐ Staff
BL2 ‐ Office & administration
BL3 ‐ Travel & Accommodation
BL4 ‐ External expertise & services
BL5 ‐ Equipment
(BL6 ‐ Infrastructure & works)
(BL7 – Project specific activities)
FLC Seminar, Hamburg | 6 September 201611
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FLC Seminar, Hamburg | 6 September 201612
Budget lines
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FLC Seminar, Hamburg | 6 September 2016
1. Full‐time and part‐time staff
2. Unpaid voluntary work
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BL1 ‐ Staff: Types
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FLC Seminar, Hamburg | 6 September 2016
Full‐time and part‐time staff
• Employment contract (or equivalent)• Proper job description• Payslips (or equivalent)• Payment proof
14
BL1 ‐ Staff: Documentation
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FLC Seminar, Hamburg | 6 September 2016
Full‐time and part‐time staff
• Gross employment costs Fixed in employment document or by law Non‐recoverable Examples: Salary Other costs directly linked to the salary
BL1 ‐ Staff: Eligible costs
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FLC Seminar, Hamburg | 6 September 2016
Full time:• 100% to the project no timesheets
Part time:• Fixed percentage of time no timesheets• Flexible number of hours timesheets required
On a contracted hourly rate basis Calculated with a monthly hourly rate Calculated with a yearly hourly rate
BL1 ‐ Staff: Calculation options
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Staff costs tool
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Unpaid voluntary work
• Signed agreement• Signed timesheets• Limits to be observed
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BL1 ‐ Staff: Documentation
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FLC Seminar, Hamburg | 6 September 2016
Unpaid voluntary work
• Hourly rate Max. hourly rate for equivalent work
• Other essential expenditure (e.g. travel costs, material)
• Total reported: Max. own contribution of a project partner
BL1 ‐ Staff: Eligible costs
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Staff costs toolTo be completed:
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FLC Seminar, Hamburg | 6 September 2016
15%flat rate
of BL1 staff costs
Automatic calculation
BL2 ‐ Office & administration
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• Travel costs (e.g. tickets, fuel, car mileage, toll, parking fees)
• Accommodation• Daily allowances
If not covered by allowances:• Meals (other than catering!)• Visa
Only for project staff (Guests, speakers, experts in BL4)
BL3 ‐ Travel & Accommodation
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• Most economic way of transport
• Relevant for project activities
• Prior MA/JS approval for travels outside EU andProgramme area
BL3 ‐ Travel & Accommodation
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FLC Seminar, Hamburg | 6 September 2016
Studies/surveys
Training/translations
Financial management
Legal/technical consultancy
IT systems & websites
Promotion, communication Travel of
externals
First level control
Basic courses
Services from other partner/own staff
Intellectual property rights
BL4 ‐ External expertise & services
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FLC Seminar, Hamburg | 6 September 2016
• Office equipment• IT hardware & software• Furniture & fittings• Laboratory equipment• Machines & instruments• Tools or devices• Vehicles• Other
BL5 ‐ Equipment
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FLC Seminar, Hamburg | 6 September 201624
1. Equipment which is part of an investment• Clear link to an investment output• Full costs eligible
2. Other equipment• Tools/devices to implement other project activities• Depreciation/rental/leasing costs for period of use
BL5 ‐ Equipment
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FLC Seminar, Hamburg | 6 September 201625
• Only investment related costs Blocked if no investment outputs planned
• Full costs eligible
• Examples: Works for …site preparation, delivery, handling, installation, renovation
BL6 ‐ Infrastructure & works
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• Application: Indicative specification of contracts (sections 6.1, 6.2 and 6.3)
• Partner reports & progress report: Expenditure for all contracts Overview of contracts above EU thresholds only
BL4, BL5 and BL6
• Documentation: Procurement Contracts and invoices
Proof of delivery Payment proof
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• Only available for projects that applied before submission of application
(BL7 – Project specific activities)
ADDITIONAL SLIDE
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FLC Seminar, Hamburg | 6 September 201628
Procurement
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Procurement
FLC Seminar, Hamburg | 6 September 201629
• Relevant for all partners1. Partners subject to public procurement legislation2. Partners not subject to procurement legislation
• Same for all: Transparency Non‐discrimination Equal treatment
Update in Sep. `16!
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no
no
no
yes
yes
yes
Follow the correct procedure!
FLC Seminar, Hamburg | 6 September 201630
No specific rule (or internal)
„Bid‐at‐three“ rule
EU‐wide tender
National provisions
Is the net value of the contract above EUR 5,000?
Is the net value of the contract above national thresholds?
Is the net value of the contract above EU thresholds?
Partners subject to public procurement legislation:
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Follow the correct procedure!
Special cases for partners subject to public procurement legislation:
• Use of existing framework contracts
• “In house” contracts
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yes
no
yes
no
no
yes
Follow the correct procedure!
FLC Seminar, Hamburg | 6 September 201632
No specific rule
(or internal)
„Bid‐at‐three“ rule
National law
Programme procedure
Is the net value of the contractabove EUR 5,000?
Is the net value of the contract above the EU or national thresholds?
Partners not subject to public procurement legislation:
Are there any applicable national rules or guidelines that regulate the spending of public funds?
Update in Sep. `16!
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Procurement
FLC Seminar, Hamburg | 6 September 2016
When procuring avoid…
• Conflict of interest
• Contracting project partners
• Artificial splitting of contracts
• Cost sharing
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State aid
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State aid
FLC Seminar, Hamburg | 6 September 201635
What is State aid?
• Programme funds = public funds• Company receives benefit over competitors• In general: State aid is prohibited• BUT: State aid instruments allow exceptions
De minimis General Block Exemption Regulation (GBER)
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State aid
FLC Seminar, Hamburg | 6 September 201636
What kind of State aid is granted in the first call?
• Project partners with State aid relevant activities Because: advantage over competitors through
first‐hand knowledge, new customers, new services or new products
Entire partner budget affected
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Example: Entire budget is State aid relevant37
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State aid
FLC Seminar, Hamburg | 6 September 201638
What kind of State aid is granted in the first call?
• Project partners with State aid relevant investments Because: advantage over competitors through lower
investment costs Budget lines 5 and 6 affected
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Example: State aid relevant investments in BL639
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Example: Only part of the budget is State aid relevant40
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Example: Group of activity marked as State aid relevant41
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State aid
FLC Seminar, Hamburg | 6 September 201642
What has to be observed?
• Follow the requirements included in:
Clarification form (e.g. open‐access principle)
De minimis declaration and award letter (e.g. max. de minimis available)
© PantherMed
iaStockagency/ Jiri Mou
cka
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Layout of de minimis declaration and award letter43
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State aid
FLC Seminar, Hamburg | 6 September 201644
What has to be observed?
• Follow the requirements included in:
GBER declaration (e.g. general and specific conditions)
ADDITIONAL SLIDE
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Layout of GBER declaration and GBER and SME declaration45
ADDITIONAL SLIDE
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State aid
FLC Seminar, Hamburg | 6 September 201646
What has to be observed?
• Accounting: Carefully separate State aid expenditure Note! Revenues not deducted
• Reporting: Provide details on State aid relevant activities
• State aid budget cannot be exceeded
© PantherMed
iaStockagency/ Jiri Mou
cka
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State aid
FLC Seminar, Hamburg | 6 September 201647
What is the role of the first level controller?
• In general to check whether: State aid relevant activities in line with application form Other activities are not of economic nature State aid expenditure correct in accounting system and
report State aid budget of the project partner not exceeded
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Extract from first level control report and checklist for the LP FLC
First level control report and checklist/LP
48
ADDITIONAL SLIDE
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State aid
FLC Seminar, Hamburg | 6 September 201649
What is the role of the first level controller?
• In case of GBER to check whether: Specific conditions as laid down in the GBER declaration
complied with Project activities started after the application form was
submitted to the MA/JS
ADDITIONAL SLIDE
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FLC Seminar, Hamburg | 6 September 201650
Project changes
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Project changes
FLC Seminar, Hamburg | 6 September 201651
Minor changes: no prior approval
• Budget flexibility on project level Total budget lines can be exceeded 20% or EUR 40,000 to be observed
• Partner data change
• Always check with your lead partner!
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Project changes: Budget flexibility
FLC Seminar, Hamburg | 6 September 2016
BL1 BL2(15%)
BL3 BL4 BL… Total
PP1 200,000
PPn 400,000
Total approved
300,000 (45,000) 200,000 50,000 5,000 600,000
Total reported
360,000(+60,000 = +20%)
(51,000)(+9,000 = +20%)
101,000 (‐109,000)
90,000(+ 40,000)
5,000 600,000
No fle
xibility
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300,000 200,000 50,000(45,000) 5,000
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Project changes
FLC Seminar, Hamburg | 6 September 2016
Major changes: prior approval
• Partner drop‐out• Change of legal status, name, etc.• Inclusion of reserved partners• Budget reallocation• Workplan changes• Project prolongation
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Restrictions
FLC Seminar, Hamburg | 6 September 201654
• Minor changes, e.g. No changes in State aid relevant activities, outputs and/or
budgets No flexibility on partner budget No flexibility on unit price in BL7
• Major changes, e.g. State aid budget cannot be exceeded Only one pure budget reallocation
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First Level Control und Second Level Audit
First Level Control SeminarHamburg | 6 September 2016Dana Hennings, Václav Kaplan, Managing Authority/Joint Secretariat
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Audit and control
FLC Seminar, Hamburg | 6 September 2016
First level control
Managing Authority/Joint Secretariat
European
Commission
Second level audit
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First level control
FLC Seminar, Hamburg | 6 September 2016
Step 1
Step 2
Selection and approbation of the controller
57
Control on partner level
Control on project level
PPn
FLC
PP2
FLC
PP1
FLC
LP
FLC
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Further information
FLC Seminar, Hamburg | 6 September 2016
‐ http://www.interreg‐baltic.eu
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First Level Control und Second Level Audit
Dana Hennings & Václav KaplanFinance Officer
Managing Authority/Joint SecretariatPhone +49/381 45 484 5280 & ‐90
e‐mail: name.surname@interreg‐baltic.euwww.interreg‐baltic.eu
Interreg Baltic Sea Region believes in an integrated and prosperous Europe for all