Administrative and financial issues for subprojects

1. Administrative and financial issues for subprojects

2. APPROVED SUBPROJECTS

3. STARTING OF ACTIVITIES • Subprojects started in July 2011 and must finish within 18 months (all of them declared to last 18 months) • Each beneficiary has to fill in and send to its NPR the kick off letter as soon as any activity related to the subproject is developed

4. LIST OF MISSING KICK-OFF LETTERS

5. CONTRACTS Subproject Subsidy Contract: Signed between the Subproject Lead Participant and the Lead partner. Clarifies the responsibilities of the Subproject Lead Participants and of the Robinwood Plus Lead partner Subproject Regional Subsidy Contract: Signed between the National Partner of Reference and Subproject Participant. Clarifies the funding conditions, payment procedures and the responsibilities of the Subproject participants Subproject Partnership Agreement: Signed between the Subproject Lead Participant and the other subproject participants. Clarifies the tasks, duties and responsibilities for each subproject participant and regulates the cooperation among them

6. TECHNICAL AND FINANCIAL REPORTS Project implementation is divided into six-monthly reporting periods: • July 2011 - December 2011 • January 2012 – June 2012 • July 2012 - December 2012 Every six monthly period we need: • Expenditure list (all subprojects participants – own language) • Subproject Participant Report (all subprojects participants – in English) • Subproject Report (only subproject lead participant – in English).

7. THE EXPENDITURES LIST At the end of each semester beneficiaries have to fill in a list of expenditures paid within the end of the semester (31° December – 30° June). The expenditures list must be accompanied by documentation justifying the expenditure, which must be provided toghether with the list.

8. FIRST LEVEL CONTROL The costs incurred by the project must be certified by an independent auditor (First Level Controller - FLC) stating that the costs are coherent with the approved subproject.The First level controller has to be identified in compliance with the country specific control requirements ITALY: Subprojects participants’ expenditures will be certified by the NPR’s first level controller. FINLAND: The subprojects participant have to propose an independent external controller to the Ministry of Employment and the Economy FRANCE: Subprojects participants’ expenditures will be certified by a first level controller identified by the NPR ROMANIA: Romania has opted for a centralized control system. The first level control system is ensured by the Ministry of Regional Development and Housing through the General Directorate for Coordination the Activity in the Territory formed up of 8 Territorial Units, located in each of the 8 regions of the country.

9. THE CERTIFICATION OF EXPENDITURES Procedures and schedules for financial report will be stated by the NPR in accordance with the different regional requirements. The only deadlines common to all subproject participants are: Deliver of subproject participant report: - 15° February 2011 - 15° August 2011 - 15° February 2012 Deliver of subproject report: - 28° February 2011 - 31° August 2011 - 28° February 2012

10. WARNING ERDF payments in the INTERREG IVC programme are on a reimbursement basis ONLY, i.e. no advance payments will be available. Only certified expenses will be reimbursed!Make sure that the expenditures incurred and reported are consistent with the planned activities and expenditure as described in the project, trying to respect the forecast of expenditure The deadlines stated with its own NPR for the delivery of the list of expenditures must be obeyed. All expenses sent after the indicated dates will be PEREMPTORILY included in the request for reimbursement of the following semester.

11. REPORTS Subproject Participant Report must: • Be prepared by each subproject participants (including the subproject lead participant) • Include the certification of expenditures • Be sent to NPRs and, via email, to the Subproject Lead Participant by 15th of February or 15th of August each year Subproject Report must: • Be prepared by subproject lead participants • Be sent to Robinwood Plus Lead Partner (Regione Liguria) and, via email, to NPR by 28th February or 31st August

12. ELIGIBLE EXPENSES/1 Staff costs The staff budget line involves personnel costs for the time that the partner organisations’ staff spends on carrying out the project activities (full-time or a certain percentage of total working time). The persons must be directly employed and paid by the partner organisations officially listed in the application form. Note: If the project uses an external project coordinator, financial manager or external independent controller, the costs have to be specified, budgeted and reported under the budget line “External expertise and services”. Travel and accommodation costs Similarly to the “Staff” budget line, the travel and accommodation budget is also reserved to the personnel employed by the partner organisations officially listed in the application form. Note: The travel costs of any external experts participating in project activities and to be financed by the project have to be budgeted under “External expertise and services”.

13. ELIGIBLE EXPENSES/2 • External expertise and services • Expenses paid by the partners on the basis of: • • contracts/agreements and • • invoices/requests for reimbursement to external service providers who carry out certain tasks for the project because the partners lack the resources to carry them out themselves. • These might include, for example: • • external project coordination or financial management, • • external independent financial control • • website design and hosting, • • external organisation of specific events, • • room rental and catering for specific meetings, • • interpretation/translation of specific documents or meetings, • • studies and surveys on specific matters.

14. ELIGIBLE EXPENSES/3 Preparation costs Successful sub-projects approved by Robinwood Plus’ Steering Committee can receive programme funding for their costs related to the preparation of the sub-project. Costs declared under ‘preparation costs’ have to show a direct and demonstrable link to the development of the sub-project. Typical activities during the preparation phase of a sub-project are the following: • Development of the project idea and partner search, • Meetings with other Sub-Project Participants • Completion of the sub-project application form, • Participation in individual consultation with members of the Robinwood Plus SC and/or NPR The preparation activities must take place and the related costs must be incurred between the 1st October 2010 – 2nd May 2011. They will have to be reported in the first Subproject Participant.

15. FINANCIAL FLOW

16. SOME OTHER ISSUES Subproject participant must participate in: • 3-monthly meetings organized by each NPR to monitor the development of the subprojects in each region and to give support to subproject participants • 2 interregional global subproject participants exchange workshops • 1 in Liguria: 27 October + DIMAF • 1 in Kainuu • Each subproject participant must deliver to its NPR a final report about: • Lessons learnt • Guidelines and policy recommendations

17. Any questions?????