Maritime projects Lead partners seminar 27 th May 2014

1. Maritime projectsLead partners seminar27th May 2014

2. Contents • Administrative & Financial issues • Communication • Short presentation of Presage CTE

3. Contractingprocedure • All contracts should be signed by mid-June in order to avoid any delay in the stat-up • Date of decision of the MED Programme Selection Committee : 9th April 2014 (article 1.1) • Kindly be sure that you sign the updated version of the Subsidy Contract • Partnership agreement: In regard to the official notification of the Managing Authority to the selected projects … transmitted 11th April 2014 • Start up report to be submitted before 31st July

4. Eligibility of theimplementation expenses • Engaged, invoiced and paid out between: • The day after the submission of complete AF • Within date of project closure • In case costs cannot be paid out within the date of project closure: • paid out within two months after project closure • Closure administrative expenditures (First Level Control and staff costs): • may be engaged and paid out within two months after project closure All expenses must be paid out within the 30th June 2015

5. End of the eligibility • According to the Subsidy Contracts and Programme documents, the eligibility of the projects’ expenditure ends on the 30th June 2015 • No two additional months for payments for projects whose ending date is less that two months before that date • All expenditure (including closure administrative expenditures) engaged, invoiced or paid out after the 30th June 2015 will not be eligible

6. Every 6 months a submission of: Progress report + annexes + list of deliverables Payment claim + certifications of expenditure Deadlinesforsubmissionmust be respected Reportingfrequency Art: 3.3 of the Subsidy Contract

7. The intermediate payment claim is not compulsory… BUT the progress report is! In order to have a visibility on the state of the art of the expenditure… please update Presage once a month For the closure of the project you will have to submit: - Progress report (2nd implementation period) - Final Report (Part 1, 2 and 3) - Annexes - CD including all final deliverables for the Library - Excel: budget real execution Reportingfrequency

8. Expenditure reporting procedure [1]

9. Expenditure reporting procedure [2]

10. National control systems Each Member State Has set up a First Level Control system Has determined the selection mode for controllers Each partner: must refer to the control system of the State where it is located must follow the information provided by the national bodies on the selection procedure Centralized System: Croatia, Greece, Malta, Slovenia and UK (Gibraltar) Decentralized System: Cyprus, France, Italy, Spain and Portugal

11. Some tips… First thing to do: Selection of FLC Second thing to do: Public procurements, events & payments Fluent communication with your JTS Project Officer Update expenditures on Presage once a month Take advantage of partners experience Remember: No prolongation is possible. Budget modifications are not desirable. One year of implementation… Time flies!!

12. COM&CAPactivities • Organization of events and com material led by the COM&CAP project will be provided by it • Don’t forget that content info needs to be provided by partners towards the COM&CAP project • Attendance costs to events organized by the COM&CAP project must be borne by partners • All eventual travel outside of the MED area must be approved in advance by the JTS, even in the case of events organized by the COM&CAP project • Any COM&CAP initiative of a project must be approved in advance by the JTS, and communicated for information to the COM&CAP project

13. More information @ programmemed.eu Donwload programme reference documents and guidance sorted by project phase

14. Example: Downloads in ‘IMPLEMENTATION’

15. Communiation Avoid ineligibility and respect all visual obligations set by the MED Programme and EC regulations!

16. Presage CTEShort Introduction

17. Backgroundinformation • Reporting procedure is made through Presage CTE. • Each LP, Project partners and FLC will have a different user name and password. • JTS sends the LP all partners’ user name and password and LP will have to forward them to each partner. • Those of the FLC will be sent to them after receiving the national approval, in the case of decentralized systems. • Each actor will have a different profile and access to different functionalities according to its role in the reporting procedure. • LP will have access to information of all partners, PP only will have access to their own information.

18. Backgroundinformation • Create • Enter • Modify • Remove • Validated/Locked • Export info • Create a PDF • Get exports and PDF

19. Homepage Look up or download the last approved AF Through this section access to all reporting In this section financial tables which allow a global financial monitoring

20. To enter expenditure data [1] To start entering the expenditure data, click on « Show expenditure list »

21. To enter expenditure data [2] Click on « Add an expenditure » to start entering an expenditure. And repeat the same procedure for each expense

22. To enter expenditure data [3] It is highly recommended to include a comment which may help to quickly identify the nature of the expenditure

23. Following expenditures on the reporting procedure Expenditures entered by partners Partners expenditures waiting for LP validation Expenditures already validated by the LP waiting for certification Expenditures already validated and certified waiting to be included in a payment claim

24. LP validates the other partners’ entries • “Expenditure in validation process” by the Lead partner • It is not an eligibility check, but a verification of the conformity of the expenditure against the activities foreseen in the application form • If the partner has allocated the expenditure to the wrong budget line, for example, the LP should refuse it and make the partner correct it before the certification • Once the LP has validated the partner’s expenditure, it will appear in Presage as “Expenditures in certification process” • The First Level Controller will then be able to certify the expenditure

25. Expenditure in validation process by the Lead partner [1] Here the magnifying glass allows you to see the elements related to the declared expense The Lead partner verifies the expenses of its partners, then validates or refuses them

26. Certificate of expenditure FLC should click on « Show certificates list » to start the creation of a certificate of expenditures. LP will be allow to see if the FLC has already created and validated a certificate of expenditures.

27. The Lead Partner gathers all the partners’ certificates and produces a payment claim

28. To create a payment claim (LP)[1] In the homepage, click on « Show payment claims list »

29. To create a payment claim (LP) [2] Switch to final only if it is the project’s last payment claim. For now, they should all be “interim” payment claims Click here to include the certificates of your partners and also your own, in the payment claim

30. To create a payment claim (LP) [3] LP will enter this chapter to make the payment claim statement LP must include the name of the person signing the payment claim LP can check here that the payment claim is complete and that the project budget is respected Click here to validate definitively the document and print it out

31. Activity report Each partner must fill in a simplified progress report containing the activities per component. And the LP must fill a complete “Progress Report” containing a synthesis of the progress at project level (transnational approach)

32. ERDF payments When the Lead partner receives the ERDF reimbursement it has to enter the Presage system and to fill-in the payment list by clicking on « Show received payments »

33. Payment date ERDF amounts and transfer to partners Enter date of payment reception (LP and partners) «Add a received payment » to include information concerning the transfer of ERDF to partners

34. Thankyou for your attentionJoint TechnicalSecretariat MED PROGRAMME www.programmemed.eu