GOES PROJECT – 070401/2010/579105/SUB/C4 Civil Protection Preparedness & Prevention

1. GOES PROJECT – 070401/2010/579105/SUB/C4 Civil Protection Preparedness & Prevention Financial Instrument Financial and Administrative Issues

2. OVERVIEW OF THE PRESENTATION • Contents • Eligible costs and cost categories • Budget: present budget breakdown and modifications • Reporting deadlines, requirements and templates • Most common problems with financial reporting • EU Payment modalities

3. ELIGIBLE COSTS (1) • Directly linked and necessary for the project • Reasonable and comply with principles of sound financial management “value for money” • Compliant with applicable tax and social legislation • Actually incurred during lifetime of action • Identifiable and verifiable  functioning financial and analytical accounting system in place; • Without any profit

4. ELIGIBLE COSTS (2) • Personnel costs calculated on the basis of the actual gross salary or wages plus obligatory social charges and any other statutory costs. Time spent for the project must be recorded on a timely basis by means of time sheet. • Travel and subsistence details required on reason/purpose, destinations, number of persons, travel costs, subsistence costs (e.g. use of per diem) • Equipment relating to durable goods, clear description of item required; full estimated purchase cost; participant shall apply internal rules to calculate the eligible depreciation charge (exception: for equipment acquired before the starting date of the project shall be considered as overheads cost category) • Sub-contracting/external assistance relate to purchase of services, not of goods; respect rules on public procurement. • Other direct costs other direct cost not falling within another defined cost category. (ex: consumables) • Overheads  Costs that cannot be directly linked with buildings, administrative costs => Maximum amount: 7% of total amount of eligible direct cost must be identifiable and justifiable in the accounting system.

5. NON ELIGIBLE COSTS • Not foreseen in the project • Excessive expenditure: lodging in luxury hotels, business class tickets • Interest charges • Provision on losses • VAT (exception if the participant cannot recover tha VAT paid under the project. Proof to be delivered) • NB - CONCERNING THE VAT • If you haven’t done it yet, please send us by post or courier the VAT Declaration filled in, stamped and signed by your financial responsible as soon as possible.

6. PRESENT BUDGET BREAKDOWN

7. NEW BUDGET BREAKDOWN

8. REPORTING REQUIREMENTS PROGRESS REPORTS • Deadlines for the Associated Beneficiaries: July 15, 2011, April 15, 2012. • Have a maximum length of 4 pages and have as an annex the updated T forms (Technical Application forms), allowing the Commission to assess the project’s progress. • Progress reports should contain a summary update of the project past, ongoing and planned activities and outputs, as well as relevant comments on project management and partnership management aspects. • It should have as an attached a one-page financial summary highlighting the project expenditure incurred until the drafting of the progress report. The form “Participant Cost Statement Summary” or “Consolidated Cost Statement for the Action” should be used (the latter only if the project includes associated beneficiaries).

9. IMPORTANT ELEMENTS OF FINANCIAL REPORTS • Whenever requesting a payment (final, in our case) the following sheets of the Excel-Workbook must be sent in a paper version: • Standard Payment Request and Financial Statement - including payment request; do not forget the declaration of interest yielded on pre-financing payment(in the FR01 form. Payment request must be filled out in any case) – completed, signed and dated by the CO. • Participant Cost Statement Summary – completed, signed and dated by the CO and the ABs. • Consolidated Cost Statement for the Action - If the project includes associated beneficiaries, CO must also complete and sign the consolidated cost statement for the Action (FR03 form)

10. IMPORTANT ELEMENTS OF FINANCIAL REPORTS • All the financial forms (except time sheet) are obligatory formats • VAT declarations must be presented for participants that cannot recover VAT • NOT TO BE ANNEXED: supporting documents such as invoices and time sheets. The Commission will request them if necessary. • IMPORTANT: Each participant (CO an ABs) must complete an individual Excel-Workbook to report their individual costs. • REMEMBER: keep an electronic version of all working documents used in the preparation of the Excel-Workbook. • For the Municipality of Sophia - Exchange rate: InforEuro – http://ec.europa.eu/budget/inforeuro/index.cfm?Language=en

11. COMMISSION FINANCIAL AUDIT • Audit possible at any time during the project implementation ad up to 5 year after the final payment • Keep all documentation required to ascertain the elegibility of the costs • On the basis of the conclusions, appropriate measures will be taken even recovery.

12. COMMON PROBLEMS IN MANAGING GRANTS • No reference on the invoices (name of the project) • F0 Form Part A total = Part B total • F6 form: please detail the description of the cost categories, such as subcontracting costs (specify)

13. EU PAYMENT MODALITIES • GOES has already received a 60% pre-financing of an amount of € 236.250,00 (1st instalment).  The CO has already transferred the pre-financing to all ABs after the PA signature as indicated in the following table. • The balance (40% final payment) shall be paid after the approval of the final technical report and the statement of expenditure and income. • The Commission has 105 days to approve them (unless comments are required).

14. PRESENT SITUATION OF PAYMENTS • The Province of Ancona transferred the 1st instalment to the GOES partners:

15. CONTACTS Thank you for your attention. Province of Ancona – Financial and administrative reporting: a.lacerra@provincia.ancona.it ++39 (0)71 5894211 m.pennacchietti@provincia.ancona.it ++39 (0)71 5894210

16. STEERING COMMITTEE Meeting Agenda: • Reports of the 1st Steering Committee meeting in Valencia – approval and signature. • Steering Committee Regulation – approval. • Budget modifications. • Dissemination and promotion of the project. • Personnel involved in the project. • Other (next meeting in Sophia, system architecture, etc.)