Project monitoring procedures

1. Project monitoring procedures Seminar for the projects approved in the seventh call for proposals JTS INTERREG IV A 2 Seas Lille, 1st July 2011

2. Lead Partner Responsibilities • It is the responsibility of the Lead Partner : • to manage, monitor and report towards the Managing Authority and the Joint Technical Secretariat • to follow-up and assess the quality of project partners’ achievements • to have an overview of the overall progress of the project

3. Reporting Periods The reporting periods are the following: 1st Reporting Period: 1st January year N - 30th June year N Reporting deadline: 1st September year N 2nd Reporting period: 1st July year N - 31st December year N Reporting deadline: 1st March year N+1

4. Project progress report The project progress report includes: • A PROJECT Activity Report (PROJECT Level) • A PROJECT Financial Report (PROJECT Level) • X PARTNER Financial REPORTS (Partner Level): According to the number of partners involved in the project At Partner level, Payment claim for each single project partner (LP+ PPs) includes: • The report itself • Lists of Expenditure • FLC Control Checklist • FLC Certificate of Validation of Expenditure • FLC Designation certificate (only with the first claim or in case of change of FLC) • Communication plan (to be provided with 2nd claim) Templates will be prefilled by JTS and sent to the LP beforehand

5. Tools for the project partners • Programme Manual • Programme Guidance on First Level Control (FLC) • Descriptions of the FLC systems in UK, FR, NL, BE-FL on the Programme website • Annex 4 Check list: for project partners to propose a FLC to Central Approval Body • Annex 5: FLC Certificate for the validation of expenditure • Annex 7: FLC Control checklist • Tool kit for projects • Training of the LP on financial and contractual issues by JTS • Training on financial and contractual issues by the LP for its PPs

6. Reporting Process JTS 1 4 • Project Financial Report • Project Activity Report • Partner(s) Financial Report • Lists of Expenditure • FLC Certificates & Checklists • Pre-filled Progress Report Template: • Project Financial Report • Project Activity Report • Partner Financial Report • Lists of Expenditure • FLC Control Checklist + FLC Certificate Lead Partner 3 2 • Partner Financial Report, including: • Lists of Expenditure • FLC Certificate of validation of • expenditure • FLC Checklist • Pre-filled Template: • Partner Financial Report • Lists of Expenditure • FLC Control Checklist + FLC Certificate Project Partners : LP to PP x

7. Reporting Process Progress report Paymentrequest ManagingAuthority CertifiyingAuthority JTS PROJECT progress report ERDF Certificates of all FLCs Payment notification Lead Partner Validation by first level control Partner progress report Partner progress report Partner progress report Partner 1 Partner N Partner 2 Validation by first level control Validation by first level control Validation by first level control Central Approval Bodies in UK, FR, NL appoint FLC

8. Project funding and payment • Step 1 – Partners report to the Lead Partner • Step 2 – The Lead Partner reports to the JTS • Step 3 – Reports are assessed by the JTS, the Managing Authority and the Certifying Authority • Step 4 – Payment is made by the Certifying Authority to the Lead Partner • Step 5 – Funds are distributed by the Lead Partner to its partners according to their declared expenditure

9. Guidance on completing the Activity report

10. Instructions • The Activity part of the Progress Report should be filled at PROJECT level • KISS Principle – 1000 characters per box • Fill in all parts of form following the colour code • Fill in overview after completion of main documents • Keep in mind Programme Manual explanations • Send originals to JTS • Use as tool for self evaluation

11. 4 sections • Cover sheet • Overview of Project Implementation • Detailed reporting per main activity • Detailed reporting on investments

12. I. Overview of the project implementation • I.1. Summary • I.2. Cumulative progress • I.3. Progress in the last 6 months • I.4. Forecast for the next 6 months • I.5. Progress evaluation • I.6. Annexes • I.7. Project’s website

13. II. Detailed reporting per main activity • II.1. Preparation activities • II.2. Project management and coordination • II.3. Project communication • II.4. Activity 1 • II.5. Activity 2 • II.6. Activity 3

14. III. Detailed reporting on investments • III.1. Description • III.2. Involvement of Partners • III.3. Deviations

15. Questions ? • Contact the Project Unit • Tim Caulfield • Project Unit Coordinator • t.caulfield@interreg4a-2mers.eu • Gianluca Ferreri • Project Officer • g.ferreri@interreg4a-2mers.eu • Edouard Gatineau • Project Officer • e.gatineau@interreg4a-2mers.eu • Lien Mensaert • Project Officer • l.mensaert@interreg4a-2mers.eu • Wilde Petrone • Project Officer • w.petrone@interreg4a-2mers.eu

16. Guidance on the Financial report

17. Financial Reports • Financial Reports include : • A PROJECT Financial Report • X PARTNER Financial Reports • All project partners must fill in a Partner Financial Report • Including: • The financial Report: Cover sheet & Overview of expenditure • The Lists of Expenditure • The Certificate of Validation of Expenditure • The First Level Controller Checklist • + Certification of designation of the First Level Controller (only with the First Progress Report)

18. List of Expenditure PP must list here all their costs incurred, paid and related to the project FLC must check the eligibility of 100% of the costsdeclared by the Partner

19. First Level Control Documents FLC Certificate of Validation of Expenditure FLC Control Checklist Both documents must be filled in and signed by the First Level Controller

20. PARTNER Financial Report Project Partner must select its partner number such as indicated in the AF

21. PARTNER Financial Report Project Partner must fill in the current claimed expenditure declared eligible by the First Level Controller

22. Project Partner must fill in the current claimed expenditure per activity and must also indicate the in-kind contribution

23. Project Partner must indicate the source and the amount of Match-Funding of the current claim

24. PARTNER Financial Report Signature of the FLC Signature of the partner legal representative

25. PARTNER Financial Report Lead Partner • Partner Financial Report, including: • Lists of Expenditure • FLC Certificate of validation of expenditure • FLC Checklist Project Partners : LP to PPx

26. PROJECT Financial Report

27. PROJECT Financial Report Lead Partner must indicate the Current Claimed Expenditure per activity at Project level

28. PROJECT Financial Report Lead Partner must indicate the Current Claimed Expenditure per project partner

29. PROJECT Financial Report Lead Partner must indicate the Forecast Expenditure for the coming 6 months

30. PROJECT Financial Report Signature of the FLC Signature of the Lead partner legal representative

31. PROJECT Financial Report JTS • Project Financial Report • Project Activity Report • Partner Financial Report, including: • - Lists of Expenditure • - FLC Certificate of validation of expenditure • - FLC Control Checklists Lead Partner

32. Questions ? • Contact the Finance Unit: • Davide Bergantin • Finance Unit Coordinator • d.bergantin@interreg4a-2mers.eu • Lyke Bosma • Finance Officer • l.bosma@interreg4a-2mers.eu • Marianne Denoeu • Finance Officer • m.denoeu@interreg4a-2mers.eu • Emmanuel Nadaud • Finance Officer • e.nadaud@interreg4a-2mers.eu • Elodie Villeneuve • Finance Officer • e.villeneuve@interreg4a-2mers.eu