BelarusDenmarkEstoniaFinlandGermanyLatviaLithuaniaNorwayPolandRussiaSweden

Financial Report

BSR INTERREG III B Joint SecretariatRostislav Zatloukal

Seminar on Financial Management and Auditing Rostock, 12 November 2004

Financial Report

The financial report (FR) has to provide information about:

allocated costs per work package (FR I)

used financial sources and the confirmation by an independent auditor (FR II)

other costs, equipment and in kind contribution (FR IIIa)

small scale investments carried out in the reporting period (FR IIIb)

changes of non-eligible budgets

division of eligible expenditures by PP and reporting period/MS

Financial reportBSR INTERREG III B *** Progress Report *** Cover Sheet

1

Contact person:Institution:

Account no. / IBAN:

(pre-filled by JS)

01.07.2004 - 31.12.2004 Number of the report:Reporting period:

Project name:

Name of LP: (pre-filled by JS)

Contact information Project co-ordinator/Project managerLead Partner (LP)

E-mail:

Address:ZIP code, city:

SWIFT code:National bank code:

Address:

Holder of the account:

Contact person:

Country:

Bank information

Web: (Homepage of the LP institution)

Name of the bank:Address:

Telephone:Fax:

(Project homepage)

Internal reference:

Institution:

ZIP code, city:Country:Telephone:

Auditor

Web:

Contact information Financial Manager

Fax:E-mail:

Financial report

Cover sheet – part 2

Number of pages:

Confirmation by lead partner (LP)

0,00

5. Financial report IIIa, FR_others6. Financial report IIIb, FR_investments7. Financial report IV, FR_non-eligible8. Financial report V, FR_partner_budgets

(further documents e.g. broschures, presentations, explanations, ...)

Place, Date:

The information and documentation in this progress report and its attachments gives a correct description of the implementation and the present status of the project. The total request of payments of ERDF and Norwegian grants amounts to: EURO

Signature, Stamp:

Name, Position:

List of all attachements to this report:1. Progress report cover sheet (incl. signature by LP)2. Activity report (separate Word-file)3. Financial report I, FR_expenditures4. Financial report II, FR_finances (incl. signature by auditor)

Financial report

BSR INTERREG III B *** Financial Report I *** Eligible Expenditures

Project name:Reporting period: 1

TotalBudget

Previously reported

Current Report

Remaining Budget

[Euro] [Euro] [%] [Euro] [Euro] [Euro]1 408.438,37 0,00 0,00 0,00 408.438,372 1.200.712,24 0,00 0,00 0,00 1.200.712,243 50.882,48 0,00 0,00 0,00 50.882,484 130.700,00 0,00 0,00 0,00 130.700,005 121.430,00 0,00 0,00 0,00 121.430,006 14.020,00 0,00 0,00 0,00 14.020,007 21.652,63 0,00 0,00 0,00 21.652,63

1.947.835,72 0,00 0,00 0,00 1.947.835,72

1 69.246,12 0,00 0,00 69.246,122 223.053,86 0,00 0,00 223.053,863 8.932,00 0,00 0,00 8.932,004 25.163,00 0,00 0,00 25.163,005 4.766,00 0,00 0,00 4.766,006 4.110,00 0,00 0,00 0,00 4.110,007 1.211,88 0,00 0,00 0,00 1.211,88

336.482,86 0,00 0,00 0,00 336.482,86

Travel and accommodationMeetings and dissemination

(pre-filled by JS)

Personnel (incl. OH)Project co-ordination

Summary budgetBudget line and specification Total cumulated reported

(previously+current)

01.07.2004 - 31.12.2004 Number of the report:

Project co-ordinationPersonnel (incl. OH)Meetings and dissemination

External expertise

TOTALSmall scale investmentsOther

SUB TOTAL

Travel and accommodationExternal expertiseOtherSmall scale investments

WP 2 - WP5

WP 1

Financial report

Financial report

BSR INTERREG III B *** Financial Report II *** Expenditures financed by ... (indicative financial table)

0,00

Project name:Reporting period:

(pre-filled by JS)01.07.2004 - 31.12.2004 1Number of the report:

Total eligible expenditures in current report [Euro]

[Euro] [Euro] [%] [Euro] [Euro]A 174.200,00 0,00 0,00 174.200,00B 0,00 0,00 0,00 0,00C 1.773.635,72 0,00 0,00 1.773.635,72

1.947.835,72 0,00 0,00 1.947.835,72

D 0,00 0,00 0,00 0,00E 152.000,00 0,00 0,00 152.000,00F 38.000,00 0,00 0,00 38.000,00G 607.500,00 0,00 0,00 607.500,00H 0,00 0,00 0,00 0,00I 0,00 0,00 0,00 0,00J 0,00 0,00 0,00 0,00K 0,00 0,00 0,00 0,00L 0,00 0,00 0,00 0,00

797.500,00 0,00 0,00 797.500,00

2.745.335,72 0,00 0,00 2.745.335,72

TOTAL II

TOTAL I + II

Tacis fundingTacis national co-financingNational financing (BY,RU)Private financing (BY,RU)

PHARE fundingPHARE national co-financing

Norway

National financing (EE,LV,LT,PL)Private financing (EE,LV,LT,PL)

BSR EU Non-Objective 1 areas TOTAL I

Non eligible / other expenditures financed byBSR EU Member States, Norway

BSR EU Objective 1 area

Eligible expenditures financed by

Project partner coming fromTotalBudget

Previously reported Current Report

Remaining Budget

[%] [Euro] [Euro] [%] [Euro] [Euro]

75,00 130.650,00 0,00 0,00 130.650,0050,00 0,00 0,00 0,00 0,0050,00 886.817,86 0,00 0,00 886.817,86

52,24 1.017.467,86 0,00 0,00 1.017.467,86

Previous payments

Current paymentrequest Remaining

Interreg co-financing

Rate Maximumallocation

Financial report

FR II – part 2Confirmation by an independent auditorBased on our examination, we verify:1. The reality of "deliverables" (services, works, supplies, etc.) against plans, invoices, acceptance documents,

experts' reports, etc., and, where appropriate, on the spot;2. The observance of conditions of grant approval (Approval Letter and Subsidy Contract);3. The eligibility of amounts claimed (Commission Regulation (EC) No 448/2004) and the correctness of this

financial report;4. The adequate follow-up of all outstanding questions before acceptance of claim;5. The maintenance of an adequate and reliable accounting system and the maintenance of the audit trail

(Commission Regulation (EC) 438/2001, Annex I) at all levels within the project;6. During the reporting period covered by this report the first costs have been paid on ___________ (date) and

the last costs have been paid on ___________ (date). In the case of the first progress report, the first costs incurred on ___________ (date).

7. For this financial report the total paid eligible expenditure amounts to € _________________ .8. The project management set up has been established as described in the project application (Point 10).

The auditor confirms that she/he is independent from the project and has observed all relevant national auditing standards.

Place: __________ Name: __________ Signature: __________

Date: __________ Position: __________ Stamp: __________

Financial report

BSR INTERREG III B *** Financial Report IIIa *** Others

01.07.2004 - 31.12.2004 Number of the report: 1

Specification of cost item Location Amount (EUR)

0,00

0,000,00

Please do not add new lines, collumns and rows!

For adding further information about the investments please use footnotes or additional documents!

TOTAL

(pre-filled by JS)Project name:Reporting period:

Subtotal

Subtotal

WP2 - WP5

WP1

Specification of budget line no 6 Others of the actual reportWP #

Financial report

BSR INTERREG III B *** Financial Report IIIb *** Investments

01.07.2004 - 31.12.2004 Number of the report: 1

Specification of cost item Location Amount (EUR)

0,00

0,000,00

Please do not add new lines, collumns and rows!

For adding further information about the investments please use footnotes or additional documents!

TOTAL

(pre-filled by JS)Project name:Reporting period:

Subtotal

Subtotal

WP2 - WP5

WP1

Specification of budget line no 7 Small scale investments of the actual reportWP #

Financial report

BSR INTERREG III B *** Financial Report IV *** Changes of the non-eligible budget

D 0,00 0,00E 152.000,00 0,00F 38.000,00 0,00G 607.500,00 0,00H 0,00 0,00I 0,00 0,00J 0,00 0,00K 0,00 0,00L 0,00 0,00M 0,00N 0,00O 0,00P 0,00

797.500,00 0,00TOTAL II

Tacis fundingTacis national co-financingNational financing (BY,RU)Private financing (BY,RU)

Approved/received budgetNon eligible / other expenditures financed by

Remarks

Project name:Reporting period:

(pre-filled by JS)01.07.2004 - 31.12.2004 1Number of the report:

Private financing (EE,LV,LT,PL)National financing

BSR EU Member States, NorwayPHARE fundingPHARE national co-financing

Planned budget

Financial report

BSR INTERREG III B *** Financial Report V *** Division of eligible expenditures by project partner and reporting period

1.1.-30.6. 1.7.-31.12. 1.1.-30.6. 1.7.-31.12.

1 PP1 FI 363.867,72 - 363.867,72 - - - -

2 PP2 FI - - - - - - -

3 PP3 FI 135.000,00 - 135.000,00 - - - -

4 PP4 FI 86.000,00 - 86.000,00 - - - -

5 PP5 FI 174.200,00 - 174.200,00 - - - -

6 PP6 FI 33.600,00 - 33.600,00 - - - -

7 PP7 DE 660.000,00 - 660.000,00 - - - -

8 PP8 DE 50.000,00 - 50.000,00 - - - -

9 PP9 DE - - - - - - -

10 PP10 DK - - - - - - -

11 PP11 DK - - - - - - -

12 PP12 DK 385.168,00 - 385.168,00 - - - -

13 PP13 DK 60.000,00 61.000,00 - 1.000,00 - 61.000,00 -

14 PP14 LT - - - - - -

50 - -

1.947.835,72 61.000,00 1.886.835,72 - 61.000,00 - -

2005

No. Reporting periodReporting period

2004

Total

Budget remainingPartnerExpenditures

reportedBudgetCountry

To avoid irregularities, the reported expenditures...

have to be paid within the reporting period concerned

have to be eligible (according to BSR INTERREG III B rules, EU rules and national rules)

have to be assigned to the correct BL and WP (according to BSR INTERREG III B rules)

have to be documented (in particular personnel costs: time sheets and overhead costs: calculation scheme)

Financial report

Most frequent shortcomings in the Financial Reports

General:

• changed structure of the reporting form (AR, FR)

– cells/formulas changed, figures filled in manually

• late reporting

• changes done without a prior agreement with JS

• missing signatures and/or stamps

Cover sheet:

• bank information

• Payment request amount does not match FR II

Most frequent shortcomings in the Financial Reports

Financial Report I:

• given budget of the particular BL is exceeded

• costs are reported under wrong BL and/or WP

• costs do not correspond to the Activity report

Financial Report II:

• Current payment request does not match Cover sheet

• non eligible expenditures (lines D-L) are not reported

• dates of the costs incurred/paid are not filled in

• auditor changes the confirmation text

Most frequent shortcomings in the Financial Reports

Financial report IIIa/b:

• items are not clearly specified

• location/PP of the equipment/investment is not in line with the application

• amount of the equipment/investment is higher than stated in application

• changes done without the prior agreement with JS

Financial report V:

• project partners´budgets are exceeded

http://www.bsrinterreg.net

More information are available at our homepage: