tacis contracting procedure
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Tacis Contracting Procedure
Documents to be submitted together with the application:
Original Declaration by the Financial Lead Partner for Tacis
Partnership statements for all Tacis partners
Financial ID Form signed by the Financial Lead Partner and signed and stamped by his bank
Tacis Contracting Procedure
Documents to be submitted together with the application:
Legal Entity Form for the Financial Lead Partner supported by the official registration document
For Russian legal entities registration document is the certificate issued by the Registration Chamber, not a certificate of incorporation into the Unified Register of Legal Entities (OGRN)
Tacis Contracting Procedure
Documents to be submitted together with the application:
Copy of the Statutes or articles of association for the Financial Lead Partner
Audit report of the Financial Lead Partner organization, if the requested EC Tacis contribution is more than 300,000 EUR
Typical mistakes
Legal Entity Form is not supported by a registration or any official document confirming the establishment of the Financial Lead Partner
For Russian legal entities registration document is the certificate of incorporation into the Unified Register of Legal Entities (OGRN), not a certificate issued by the Registration Chamber.
Typical mistakes
Copy of the Statutes is missing
In-kind office costs are included in the budget
No project office is going to be rented, but office costs are charged as separate item under heading 4 of the budget
Administrative costs are more than 7% of the total eligible project costs
Typical mistakes
The requested EC contribution is not within the limits indicated in the Manual
The minimum co-financing rates are not respected
The Declaration by the lead Financial Partner is not submitted in original
Partnership statements are not submitted or signed
Audit costs, if necessary, are not provided for in the budget
General Conditions
Article 16 (1)
The Beneficiary must keep accurate and regular records and accounts of the implementation of the Operation using a dedicated book-keeping system as a part of or as an adjunct to the Beneficiary’s own accounts.
General Conditions
Article 1
The Beneficiary alone shall be accountable to the Commission for the
Implementation of the Operation.
The Beneficiary undertakes to ensure that the conditions imposed upon him under this
Contract also apply to all partners and subcontractors involved.
General ConditionsArticle 2 (1)
The Beneficiary must provide the Commission with full information on the
implementation of the Operation. To that end, the Beneficiary must draw up intermediate reports and final report.
These reports shall consist of a technical portion and a financial portion.
ADVANCE PAYMENT
Request for advance payment can be send to the EC Delegation to
Russia when the contact is signed by both parties.
Amount of the advance payment is indicated in Article 4.3 of the
Special Conditions
ADVANCE PAYMENT Request for Advance Payment should be prepared in
accordance with Annex V (template 1) of your Contract.
The following information is obligatory for the Request for Advance Payment:
• name and address of your Organisation; • contract number and project title; • type of payment;• requested amount, in accordance with article
4.3. of the Special Conditions; • bank account details, that must correspond
to the information of the Financial ID form that you sent to EC Delegation before contract signature.
ADVANCE PAYMENT
Request for Advance Payment should be dated; it must bear the stamp of your organisation and
be signed
by the Project Director.
It should be sent in original.
ADVANCE PAYMENT
In case the name of your organisation or its legal address
or the bank details change, please, contact your Project
Manager, submit a new Financial Identification Form and / or Legal
Entity File.
The corrections will take 2-4 weeks
ADVANCE PAYMENT
If a bank guarantee is required under Article 15.7 of the General Conditions it must be enclosed in
original with your request for Advance Payment. Please note
that the guarantee must follow the model guarantee text in Annex VII.
INTERIM PAYMENT
The interim payment(s) can be requested only if the part of the expenditure actually incurred which is financed by the Contracting Authority stands at 70% at least of the previous payment.
INTERIM PAYMENT
Request for Interim Payment should be prepared in accordance with Annex V of your Contract (template 1) and the requirements indicated above for the advance payment.
INTERIM PAYMENT
The request for interim payment must be supported by interim financial report, which should be prepared using enclosed templates, and consist of the following components:
INTERIM PAYMENT1. Summary table - INTERIM FINANCIAL REPORT -
template 2 2. AUDIT CERTIFICATE (if required under article 15.6. of
General Conditions) 3. Summary tables for Fees and Per Diems - templates 4
and 5 4. Summary tables for budget headings 2, 3, 4, 5 and 6 –
template 6 5. Copies of supporting documents for Budget line 3
(Equipment and Supplies) 6. Presence sheets for participants of seminars,
conferences, workshops etc – template 7 7. Copies of addenda and relevant correspondence
between your Organisation and the EC Delegation related to approval of financial issues
8. Second bound copy of the whole package of documents listed above
INTERIM PAYMENT
Summary table - INTERIM FINANCIAL REPORT
It must indicate real total expenditure incurred including EC and your
organisation’s (partner organisations) contribution and be as detailed as the
contract budget breakdown. It may include eligible costs invoiced to your organisation (partner organisations) only during project implementation period set by the Special
Conditions of your Contract.
INTERIM PAYMENT
All amounts should be claimed in Euro.
Any amount not originally invoiced in Euro by the supplier must be converted to Euro using the exchange rate for the month of the actual payment of each
supplier’s invoice.
INTERIM PAYMENT
The official EC exchange rates can be found on the Internet at http://europa.eu.int/comm/budget/inforeuro/files.htm
INTERIM PAYMENT
AUDIT CERTIFICATE
(Annex VI)
The purpose of the audit is to certify that the amount that you report is
correct.
INTERIM PAYMENT
Summary tables for Fees and Per Diems - templates 4 and 5
Each project staff member must regularly fill in timesheets (template 3)
A full-time working month consists of 22 working days
INTERIM PAYMENT
Per Diems are paid only to the project staff and experts of the project specified by article 1.
“Human Resources” for each night spent on mission and should
include accommodation (hotel) costs, meals, local transportation (car rent, taxi), bed sheets in the
train and sundry expenses.
INTERIM PAYMENT
The Per diems rate cannot exceed the official rate set for the date of the mission http://europa.eu.int/comm/europeaid/perdiem/index_en.htm
INTERIM PAYMENT
Summary tables for budget headings 2, 3, 4, 5 and 6
• You have to summarize all relevant invoices and receipts in tables
• You shall transfer only the total per sub-heading
• InforEuro exchange rate for the month of the actual payment of each supplier’s invoice
INTERIM PAYMENT
Copies of supporting documents for Budget line 3 (Equipment and
Supplies) • Copy of invoice• Copy of invoice-facture• Copy of delivery notice (товарно-
транспортная накладная) (if appropriate)
• Copy of the document confirming the payment for the equipment (copy of cash check, copy of payment order)
INTERIM PAYMENT
Presence sheets for participants of seminars, conferences, workshops etc – template 7
Copies of addenda and relevantcorrespondence between yourOrganisation and the EC Delegation related to approval of financial issues
Second bound copy of the whole package ofdocuments listed above
INTERIM PAYMENT1. Summary table - INTERIM FINANCIAL REPORT -
template 2 2. AUDIT CERTIFICATE (if required under article 15.6. of
General Conditions) 3. Summary tables for Fees and Per Diems - templates 4
and 5 4. Summary tables for budget headings 2, 3, 4, 5 and 6 –
template 6 5. Copies of supporting documents for Budget line 3
(Equipment and Supplies) 6. Presence sheets for participants of seminars,
conferences, workshops etc – template 7 7. Copies of addenda and relevant correspondence
between your Organisation and the EC Delegation related to approval of financial issues
8. Second bound copy of the whole package of documents listed above
Final Financial Report
Article 2 (4)
The Final report shall be forwarded within three months of the end of the Operation’s duration of execution as defined in Article 2 of the Special Conditions
Final Financial Report
Article 2 (3)
The final report must contain…a final statement of all the eligible costs of the Operation, plus a full summary of the Operation’s income and expenditure...
Final Financial Report
COMPONENTS
Final Financial Report1. Summary table – FINAL FINANCIAL REPORT 2. AUDIT CERTIFICATE 3. Copies of timesheets (template 3) of each Staff member/
Expert covering the whole project period.4. Summary tables for Fees and Per Diems - templates 4 and 5 5. Summary tables for budget headings 2, 3, 4, 5 and 6 – template
6 6. Copies of supporting documents for Budget line 3 (Equipment
and Supplies) 7. Presence sheets for participants of seminars, conferences,
workshops etc – template 7 8. Statement from your bank about interests accrued 9. Copies of addenda and relevant correspondence between your
Organisation and the EC Delegation related to approval of financial issues
10. Second bound copy of the whole package of documents listed above
Amount of the Final InstalmentIn the contract:
Total cost of the operation: 249,265.00 €
EC contribution (80%) of total cost: 199,412.00 €
Advance (80 % of the first 12months): 95,355.00 €
Interim Payment: 84,116.00 €
Forecast of Final payment: 19.941.00 €
Amount of the Final Instalment
Calculation of balance amount based on real accepted costs (final financial reports):
Total amount of actual costs supported by valid documentation: 229,000.00 €
EC contribution (80% of total accepted cost): 183.200,00 € Final payment: (183,200.00 € - 95,355.00 € - 84,116.00 € ) 3.729,00 €
Final Financial Report
Summary Table –
Final Financial Report
- Please do not delete, rename, add or replace the budget lines.
- There should be no rounding in the financial report: two figures after coma for all expenses, and four figures after coma for the InforEuro exchange rates.
- Costs incurred during the project implementation period
- EC + Beneficiary's + Partner(s)’ contribution
Final Financial Report
AUDIT CERTIFICATE
• Made in accordance with Annex IV of the Contract
• Confirms that the amounts claimed by the Beneficiary have actually and necessary been incurred and each invoiced item has a valid and original supporting document.
Final Financial Report
The auditor must confirm and attest the accuracy of your Final Financial Report by signing each page of the Financial Report Table and the Summary Tables
Final Financial Report
Heading I. Human ResourcesSalaries
1. Respect the rates and number of units for salaries and per diems
2. A full-time working month consists of 22 working days.
3. Originals of timesheets must be kept in your organisation for the Audit.
Final Financial ReportHeading I. Human Resources
Per-diems1. The Per Diem can be paid only to the staff member or
expert of the project2. Per Diems can be paid only for each night spent on
mission
3. EC maximum per diems rates for international missions http://www.europa.eu.int/comm/europeaid/perdiem/index_en.htm
4. Please always indicate in the summary table the name of person on mission, his/her post, destination and period on mission.
Final Financial Report
Heading II Travel
Please always indicate in the summary table the name of person on mission, his/her post, destination and period on mission.
Final Financial Report Summary tables for budget headings
2, 3, 4, 5 and 6
You have to summarize all relevant invoices and receipts in tables
You shall transfer only the total per sub-heading
InforEuro exchange rate for the month of
the actual payment of each supplier’s
invoice
Final Financial Report
Heading IIICopies of supporting documents for Budget line 3
(Equipment and Supplies)
1. Copy of invoice2. Copy of invoice-facture3. Copy of delivery notice (товарно-
транспортная накладная) (if appropriate)
Final Financial Report
Heading IIICopies of supporting documents for Budget line 3
(Equipment and Supplies)
4. Copy of agreement for equipment purchase (if appropriate)
5. Copy of the document confirming the payment for the equipment (copy of cash check, copy of payment order)
6. Certificate of origin for the equipment7. Tender documentation (if appropriate)
Final Financial Report
Heading IIICopies of supporting documents for Budget line 3
(Equipment and Supplies)
8. Transfer of ownership document (should be stamped and signed by both parties)
9. If the equipments remain with the beneficiary - organization, then the accounting documentation confirming that the equipment is on the organization’s balance should be provided.
Final Financial Report
ADMINISTRATIVE COSTS
This heading may include project costs that cannot be attributed to any other
budget headings. Please, note that the amount under this budget
heading cannot be greater than 7% of the real cost of your project.
Final Financial ReportPresence sheets for participants of seminars, conferences, workshops etc – template 7
Statement from your bank about interests accrued from pre-financing paid by the EC.
Copies of addenda and relevantcorrespondence between yourOrganisation and the EC Delegation related to approval of financial issues
Second bound copy of the whole package ofdocuments listed above
Final Financial Report1. Summary table – FINAL FINANCIAL REPORT 2. AUDIT CERTIFICATE 3. Copies of timesheets (template 3) of each Staff member/
Expert covering the whole project period.4. Summary tables for Fees and Per Diems - templates 4 and 5 5. Summary tables for budget headings 2, 3, 4, 5 and 6 – template
6 6. Copies of supporting documents for Budget line 3 (Equipment
and Supplies) 7. Presence sheets for participants of seminars, conferences,
workshops etc – template 7 8. Statement from your bank about interests accrued 9. Copies of addenda and relevant correspondence between your
Organisation and the EC Delegation related to approval of financial issues
10. Second bound copy of the whole package of documents listed above
Final Financial Report
Article 2 (1)
The Commission may request additional information at any time; that information must be supplied within 30 days of the request.
Amendments to the Budget1) By Notification:
• Transfer within budget heading
• Transfer between budget headings involving less than 15% variation in each heading
• No prior approval but ask EC advice!
• Note: Administrative expenses cannot be increased unless addendum
2) By Addendum:
• Major changes e.g. budget change > 15%
• Prior approval – NOT retroactive
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