The SOLID Information System and other Supporting Documentation

Larkin Zahra, Diandra Pace and Bernardette BorgFunds and Programmes Division, MEAIM

General Programme Solidarity & Management of Migration Flows

European Return Fund (RF), the European Fund for the Integration of Third Country Nationals

(EIF) and European Refugee Fund (ERF)Co-financing rate: 75% EU Fund; 25%

Beneficiary FundsSustainable Management of Migration Flows

Login Window

Log on to SIS with username & password as provided by the RA

User Programmes

Select the relevant project fund

Contracts & Invoices

Contract Details – Amend Contract

Contract Details – Financial Plan I

Contract Details – Financial Plan II

Contract Documentation (I)

Contract Documentation (II)

Invoice Details

Invoice Details – Financial Plan

Invoice Documentation

Payment Authorisation

Invoice Status Certificate (I)

Invoice Status Certificate (II)

Methods of payment

Two methods of payment:

1. Reimbursement – The RA can make reimbursements of expenditure incurred by the Beneficiary. This method of payment should be utilised in cases when it is deemed more feasible, for the implementation of the project that the Beneficiary carries out immediate payment from the organisation’s funds. This is mostly applicable to the payment of salaries. 2. Direct Payment - Payment can be effected directly by the RA to the service provider. In such case, the Beneficiary is to submit, along with the payment claim, the Financial Identification Form by which the bank details of the service provider are provided.

The co-financing rate under the European Refugee Fund, European Return Fund and the European Fund for the Integration of Third Country Nationals is 75%-25%. Therefore, at application stage the applicant organisation should provide proof of co-financing, that is, the financial controller/treasurer should make a declaration that the organisation is in a position to fork out the 25% of the expenditure incurred under the project.

Supporting Documentation

All documentation should be signed and certified correct by the Project Leader.

The supporting documentation should be uploaded on the SOLID Information System either under invoice documentation or contract documentation

Staff Costs

• Invoice Status Certificate (ISC) • Reimbursement Letter• Employee Payslip (to be signed by the employee)• Staff Costs Calculator• Copy of Employment Contract/Appointment Letter• Letter of Assignment (If applicable)• Declaration of NI confirming that both Employer’s and

Employee’s shares of National Insurance contribution were paid.

• Detailed Timesheets• Monthly Report on the relative staff contribution to the

project (This can be part and parcel of the timesheet if the description of activities is clear and sufficiently detailed)

• Documentary evidence of fixed allowances if these are being included in the calculation of hourly rate

Travel (Flight)

Public Bodies and NGOs•Invoice Status Certificate (ISC) •Reimbursement Letter•Flight Invoice •Flight ticket•Original Boarding Passes•3 Quotations (minimum)•Approval for travel (by Permanent Secretary, Head of

Department/Organisation)•Statement of Expenditure•Agenda/Programme of visit of the event/activity•Invitation to the seminar/training/conference from the hosting

agency (if applicable)•Travel Report

Public Bodies only•GA27

Travel (Subsistence)

Public Bodies and NGOs•Invoice Status Certificate (ISC) •Reimbursement Letter•Approval for travel (by Permanent Secretary, Head of

Department/Organisation)•Hotel Booking, Confirmation and Original Receipt•Transport receipts (contingency money)•In case of invoices with a foreign currency exchange rate of the day

the transaction is effected•Original Statement of Expenditure

Public Bodies only•GA27 (in case of public bodies)•SEPA (in case of public bodies)•Copy of Funds Transfer Report and copy of Debit Advice from CBM or

other bank accounts

NGOs only•Declaration by the person confirming that subsistence allowance has

been received.

Workshop

Supporting Documentation Invoice Contract

Reimbursement Letter

Employee Payslip

Staff Cost Calculator

Employment Contract

Letter of Assignment

Declaration of NI

Detailed Timesheets

Monthly Report

Documentary evidence of fixed allowances

The following supporting documentation is being provided covering Staff Costs and Travel. Fill in the table below by identifying under which heading (invoice or contract) should the following documents be uploaded on the sis: STAFF COSTS

Supporting Documentation Invoice Contract

Reimbursement Letter

Approval for travel

Hotel Booking, Confirmation and Original Receipt

Transport receipt

Exchange Rate (If applicable)

Original Statement of Expenditure

Copy of GA27

SEPA

Copy of Funds Transfer Report

Declaration of Receipt of Subsistence Allowance

TRAVEL AND SUBSISTENCE ALLOWANCE

Funds and Programmes Division, MEAIM

Triq il-Kukkanja, Santa VeneraSVR 1411

General Programme Solidarity & Management of Migration Flows

European Return Fund (RF), the European Fund for the Integration of Third Country Nationals

(EIF) and European Refugee Fund (ERF)Co-financing rate: 75% EU Fund; 25%

Beneficiary FundsSustainable Management of Migration Flows