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Reporting Procedure

Reporting Procedure. Gints Pīpiķis Joint Technical Secretariat. Lead Partner Seminar 15 October 2009, Siauliai. Reporting: Legal Framework. Programme Manual Subsidy Contract (reporting deadlines) National Eligibility Rules

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Reporting Procedure

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  1. ReportingProcedure Gints Pīpiķis Joint Technical Secretariat Lead Partner Seminar 15 October 2009, Siauliai

  2. Reporting: Legal Framework • Programme Manual • Subsidy Contract (reporting deadlines) • National Eligibility Rules • Guidelines for First Level Controllers, (FLC confirmation, Partner report form, Certificate of Proficiency, Validation on Cost Sharing) • FLC guidelines for PP and LP Which ever rule is stricter - applies!

  3. National Eligibility Rules

  4. First level control system The first level control (FLC) implies 100% checks of the project expenditure for each project partner that are carried as desk checks and on-the-spot checks Lithuania: LT partners will have to select external auditor using public procurement procedure following Requirements for FLC (www.latlit.eu,www.esbendradarbiavimas.lt) Latvia Centralized FLC system : State Regional Development Agency / Territorial Cooperation Project Control Department

  5. Reporting Procedure • Six-months Reporting Periods (RP): • PP sends to FLC Partner Reports: 10 days after end of RP • LP submits filled Progress Report to FLC 2 weeks (latest) before deadline for submission to JTS • In 3 months after end of RP the LP submits Progress Report to JTS • November 1–April 30 • May 1–October 31

  6. Reporting Procedure

  7. Pre-filled Reporting Form Within 3 months after the end of Reporting Period Progress Report Payment Preparation of payment CA Reporting/ Payment Procedure Project Partners JTS Lead Partner 1 month (latest) before the end of Reporting Period PP 1 PP 2 Clarification Max 6 months after submission Check of PR Answers PP 3 Payment Notification Letter After all open questions are clarified

  8. Reporting Procedure LP sends the following documents to the JTS: • Original Certificate of Proficiency of the LP Controller • Copies of Confirmations of all the PPs controllers • Verified Progress Report • Signed by LP and FLC • In electronic and paper version • In English • Supporting documents : • Events documents (e.g. agenda, list of participants with signatures for each day, photos, see full list in PM, 10.1.2); • Copies of outputs produced (e.g. studies, press articles, leaflets, pictures of infrastructure, etc.)

  9. Forms

  10. Forms • Forms: • JTS sends out a pre-filled Progress Report form to LP • Partner report, timesheet, list of participants form available as attachment to FLC guidelines

  11. Forms • Time sheet & list of participants

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