3 rd Financial Managers Seminar Brussels 19 May 2010

1. 3rd Financial Managers Seminar Brussels 19 May 2010 Financial Reporting Procedure

2. How are projects financed? Projects are financed through a reimbursement mechanism • Projects pay all expenditure • Projects claim the reimbursement of costs from the Programme - expenditures are to be certified by national First Level Financial Controllers • No advance payments to projects or applicants are possible

3. Programme Financing The eligible expenditure of the eligible applicants will be financed 100% • Preparation costs (from pre-announcement until the submission of the proposal) • Implementation costs (from MC decision until the end of project implementation)

4. Launch of the call Application approved Closure of administrative duties Application submitted Subsidy Contract Closure of activities Final Progress Report Pre-announcement Eligibility period for reporting costs Eligibility Period

5. Reporting flow The Subsidy Contract defines the • Reporting periods • Payment forecast • Submission deadlines • Pre-filled reporting forms Pre-filled reporting forms • CULPPP • certified Project Progress Report completed and certified Partner Progress Report • Every documents sent to the ESPON CU has to be: • Certified by a first level controller • Originals • Signed and stamp

6. Reporting Forms (1) The following documents will be sent to the Lead Partner: - Partner Progress Report (s)(protected excel file) • Activity Progress Report (word document) • Project Progress Report (protected excel file) • Partner Progress Report (s) • To be completed by Lead Partner and all Project Partners • To be certified by the first level controller • To be sent to the Lead Partner • To be sent within two months from the end date of the reporting period

7. Reporting Forms (2) • Activity Progress Report (s) • To be completed by Lead Partner and all Project Partners • To be certified by the first level controller • To be sent to the Lead Partner • To be sent within two months from the end date of the reporting period • An overall Project Activity Progress Report is to be filled in by the Lead Partner on the basis of the information provided by each single Project Partner in their own Activity Progress Reports.

8. Reporting Forms (3) • Project Progress Report • To be completed by Lead Partner only • To be certified by the first level controller of the Lead Partner • To be sent to the ESPON CU • To be sent within four months from the end date of the reporting period • The Project Progress Report is to be filled in by the Lead Partner on the basis of the information provided by each single Project Partner in their own Partner Progress Reports.

9. Submission of Reporting Documents (1) • Documents to be sent to the ESPON CU by the Lead Partner: • Project Progress Report • Overall Project Activity Report (do not send individual partner activity reports) • Partner Progress Reports of Lead Partner and all Project Partners • First level control documents of Lead Partner and all Project Partners

10. Submission of Reporting Documents (2) • Reporting documents have to be sent both in hard copy and by electronic versions • Hard copy versions are signed and stamped • All documents are originals • All reports are certified by the first level controllers • The reporting documents have to be sent within 4 months from the end date of the reporting period.

11. Further Questions For questions regarding reporting, please send an e-mail to jozsef.szarka@espon.eu Thank you for your attention