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28th Conference of Directors of Paying agencies Namur, 27 to 29 October 2010

28th Conference of Directors of Paying agencies Namur, 27 to 29 October 2010. Belgian organisation and introduction to Workshop 1 organised by the Walloon Paying Agency : « Financial systems used by the Paying Agencies ». Content of the presentation. Introduction

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28th Conference of Directors of Paying agencies Namur, 27 to 29 October 2010

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  1. 28th Conference of Directors of Paying agenciesNamur, 27 to 29 October 2010 Belgian organisation and introduction to Workshop 1 organised by the Walloon Paying Agency : « Financial systems used by the Paying Agencies »

  2. Content of the presentation Introduction 1. Presentation of the Walloon paying agency 2. Walloon Paying Agency Agreement : accreditation criterias 3. Payment and recovery procedures 4. Re-engineering of the Paying agency financial data processing 5. Introduction to Workshop 1

  3. Introduction : 3 Paying agencies in Belgium • « BIRB » (« Belgian Intervention and Refund Board ») • « Flemish PA » • « Walloon PA » • ==> BelgianCoordinating body

  4. 1. Presentation of the Walloon Paying Agency

  5. Organisational chart

  6. 2. Walloon Paying Agency Agreement : Accreditation criteria

  7. 2.1. Internal environment • Organisational structure which provides a clearly separation of the three functions : authorization-control, execution of payments and accounting • Human-resources management • Tasks delegation with written protocols (except for payments)

  8. 2.2. Control activities • Procedures for authorizing claims • Procedures for payment • Procedures for accounting • Procedures for debts • Audit trail

  9. 2.3. Information and communication • Ensure the communication to the Commission (monthly, quarterly and annual declarations …) • Information systems security (international standards ISO …)

  10. 2.4. Monitoring • Ongoing monitoring via internal control activities • Separate evaluations via an internal audit service

  11. 3. Payment and recovery procedures

  12. 3.1. Payments and recovery figures • Number of « registrations » in X-Table : 128.535 • EAGF « net payments » : 16/10/2008 to 15/10/2009

  13. EAFRD « net payments » : 16/10/2008 to 15/10/2009

  14. The origin of the applicants

  15. Recoveries • Amount recoveries in 2009 : 318.598,97 € • 44% compensations with payments and 56% reimbursements • 700 applicants assign their payments to creditors

  16. 3.2. Payments - Separation of the three payment functions “AXI-FINANCE” : Accounting software X- TABLE T104 Debtors ledger “SYSTEME GENERAL DE PAIEMENT” ("SGP): Data exchange interface Technical services : Calculation, control and authorization DATA ENTRY FOR PAYMENTS AND X-TABLE ACCOUNTING CONFIRMATION OF PAYMENTS AND RECOVERIES REPORTING TO EUROPEAN COMMISSION

  17. The execution of these tasks needs : • Accounting programme of general company type (double-entry "debit/credit" accounting) • Agreement with the bank for on line payment transfer orders • Credit line : 350.000.000 €

  18. 3.3. Recovery procedure - Debtors management Technical Services Accounting Service • Formal notification to the debtors • Sending of the irregularity to the « Système général de payement » (negative lines of premium) • Booking of the irregularity in « AXI » • Follow up of the debtors : reminders (calculation of the amount of interests), contacts with lawyers • Compensations

  19. 4. Re-engineering of the PA financial data processing

  20. 4.1. Current PA Financial data processing • “AXI-FINANCE” Accounting software • “Système général de paiement” (“SGP”)  General system of payments • “TDC” (“Tableau des Croix”)  X-Table

  21. 4.2. Disadvantages of the current PA financial data processing • Multiple costly specific adaptations • No internal data-processing assistance • European accounting >< double-entry (debit/credit accounting) • Specific European reports (T104) • No automatic debtors management

  22. 4.3. Development of an internal accounting and budgetary software • A management information system • Flexible, able to face up changes • User-friendly For all financial flows of the PA

  23. 5. Introduction to Workshop 1: “Financial systems used by the Paying Agencies”

  24. 5.1. Programme of the Workshop • Analyse of the 26 questionnaires completed by the Paying agencies • Presentation of the results • Analyse and discussion about three additional questions • Presentation of the conclusions in plenary session 5 – 29 October 2010

  25. THANK YOU FOR YOUR ATTENTION ! LEPAGE Mélanie

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