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no d us working group KICK-OFF MEETING

no d us working group KICK-OFF MEETING. Financial & Administrative issues 2. Barcelona, 16th-17th June 2008. Urbact II - Contractual structure. Phase I & Phase II are considered as a sole project. Thus, the contracts are the same for both : Joint convention : Agreement between partners.

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no d us working group KICK-OFF MEETING

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  1. nodusworking groupKICK-OFF MEETING Financial & Administrative issues 2 Barcelona, 16th-17th June 2008

  2. Urbact II - Contractual structure • Phase I & Phase II are considered as a sole project. Thus, the contracts are the same for both: • Joint convention: Agreement between partners. • Subsidy contract: Contract between Lead Partner (IET) and the Managing Authority (Urbact Secretariat) • Letters of commitment: • Financial commitment: new letters of commitment for Phase II • Commitment of the Managing Authorities. • Audit trail: Details on the accountancy and control of the expenses: who does what?

  3. Urbact II - Contractual structure • Deadlines: • Joint convention: 15th Sept. • Subsidy contract: ???????? • 2 Letters of commitment (PP or LP + MA): 15th August • Audit trail: 15th August

  4. Joint convention (i) • Subject: Organisation of the partnership: • LP and PP duties: • Development of the project. • Mutual financial and information duties. • Financial and information duties before the Urbact Secretariat. • Dissemination duties. • Compliance with national and EU regulations. • Confidenciality. • Rights on the outputs. • Legislation in force: LP’s country’s

  5. Joint convention (ii) • Terms of reference: • Declaration of Interest (Phase I) • Final Application Form (Phase II) • If Phase II not approved: Joint Convention will apply only for Phase I and their partners.

  6. PP Letters of commitment • To be submitted jointly with the final application. • Engagement of resources: Must be signed by elected member or someone else with binding power.

  7. MA Letters of commitment • MA commits to take part in the project. • Non compulsory but extremely desirable: Immediate contact to test willingness to participate: possibility of involving them in the ULSG… • No financial engagement is needed… but no budget assigned…

  8. Audit Trail Form • Compulsory: Signed and officially stamped! • Describes financial management system, and who is responsible for what at every PP institution: • Centralised system. • Who is responsible for: • managing the project, • ordering payments, • executing payments, • certifying expenditure, • archiving the documents. • VAT treatment.

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