European Union European Regional Development Fund

NPP 2007-2013Financial Reporting Procedure

Niclas Forsling

Lead Partner Seminar EventJyväskylä, Finland16th of June, 2009

European UnionEuropean Regional Development Fund

What happens after your project submission

Project Partner

1. Statement of Expenditure

+ Partner Activity Report

3. Certificate of Expenditure + FLC checklist

+ Transaction List+ Partner Activity

Report

12. Share of Grant

First Level Controller

2. First level control

Certificate of Expenditure +FLC checklist

Lead Partner

4. Progress Report: Project

Claim + Certificates of Expenditure +

FLC checklists + Activity Report +

Promotional materials

10. Receipt of Grant

11. Distribution of Grant

Programme Secretariat

5. Assessment Activity Report

Managing Authority

6. Compilation check Progress

Report

7. Decision of Payment

Certifying Authority

8. Final payment check

9. Payment + notification

Project partner:Statement of Expenditure +Documentation + Partner Activity report

National controller:First level control

- Certificate of Expenditure + FLC Checklist

Lead Partner:- Activity report - Project Claim-All partners COE- All partners FLC checklists-Summary of COE

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Assessment and payment of grant

Project partner:-Certificate of Expenditure + Partner Activity Report + FLC checklist +Transaction list

Claiming procedure, financial report

Document retention

NOTE: In case of an audit, all project partners must preserve copies of ALL supporting documents until three years have passed after Programme closure. We recommend that supporting documentation is preserved at least until year 2020. Lead Partner and Partners must also consider national legislation regarding preservation of accounting material.

National Controllers will most likely require the following documents in order to complete a first level of control:

• Statement of Expenditure (signed by authorized person) • Ledger for the current reporting period (every partner should keep separate project accounts)• Time sheets (for part time employees)• Copies of all invoices and receipts• Employment contracts (for full time employees)• Model to show the office costs distributed proportional + supporting documentation (when applicable)• Transaction list• Partner activity report• Other relevant documentation

Supporting Documents to National Controllers

Note: It is up to each programme partner country to establish what documentation they will require.

This is only an indicative list of required documentation for the first level control provided by the NPP 2007-2013





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General information 1 (3)

Two types of budgets in an application

1. Project specific cost budget

2. Common cost budget

When claiming and distributing common cost throughout the project partnership:

Certification of Common cost has to be done by the holder of the common cost First Level Controller (FLC).

A specific template for Common Cost certification has to be filled in by the FLC The holder of the common cost will include the total common cost in the SoE for the

reporting period when the cost was originally occurred. Distribution of common cost is made by an invoice between the different partners, the

invoice should be supported by documentation that common cost have been certified by the holders First Level Controller.


When claiming and distributing common cost throughout the project partnership:

The partners will include their share of the common costs in the SoE for the reporting period when the common cost were paid and put into their accounts.

The holder will report the common cost payments from other partners in the SoE, most likely in a specific budget line, for the reporting period when the payments were received and registered in the accounts. The payment will reduce the common cost to a net cost for common activities in the Lead Partner SoE, and not be reported as a revenue.


Holder FLC Partners

CoE, project costs incl. common costs

SoE, project costs incl. common costs

”Certificate of common costs”

Distribution of common costs

Invoice, share of common costs

Attached

Comparative check -invoice amount vs

certified share

Payments deducted from total common

costs

Shares of

common costs Payments

CERTIFICATE OF COMMON COSTS

When distributing common costs a Certificate of common costs shall be attached to all invoices. The certificate is issued by the national controller of the holder of the common costs. The certificate certifies that the common costs are eligible according to applicable rules and regulations, and that the shares together sum up to the total common cost amount. Project Title: Reporting period: Project partner holding common costs: Partner country: I / We hereby certify that the reported common costs for the period stated above have been checked, according to Art. 16 of Regulation (EC) No 1080/2006, for accuracy and compliance with the Grant Letter including its enclosures and the Northern Periphery Programme Common Eligibility Rules, as well as all applicable National legislation and Community rules and regulations. I / We also certify that the control has been conducted independently from project implementation. Certified common costs for the period stated above (EUR): With this certificate I / We also certify that the distribution shares together sum up to the total common cost amount. The certified common cost shares are listed below: Project partner: Share of common costs: Sum of shares: …………………………….. …………………………….. Signature of National Controller Name in clear …………………………. Place and date

Documents from Partner to the National Controller





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Statement of Expenditure by MS Partners to National Controller 1 (5)

Statement of Expenditure

From: dd.mm.yyyy To: dd.mm.yyyy

Note: The dates should be stated by [day.month.year], e.g. "30.09.2008"

Project Title:

Reference number:

Partner claim no.:

Contact information

Partner organisation (original language):

Partner organisation (english translation):

Address: Person responsible:

Postal code: E-mail:

Location: Phone:

Country: Mobile:

Legal status:

Phone: Contact person:

Fax: E-mail:

E-mail: Phone:

Website: Mobile:

VAT-status VAT recoverable VAT non recoverable

Statement of Expenditure by MS Partners to National Controller 2 (5)Supporting documents Note: The documents listed below is an indicative list of supporting documentation recommended by the Managing Authority.

It is up to each nation to decide on what documentation they will require.

Ledger

Time sheets (part time employees)

Copies of invoices and receipts

Employment contracts (full time employees)

Model to show the proportional distribution of office costs (if applicable)

Currency convertion sheet

Statement of Expenditure, 10% area partner + underlying documentation, see indicative list above (if applicable)

Other relevant documents (such as contracts, vat-documents etc.)

Other funding and information measures Yes No

Has any other EU funding been received?

Has the project received any eligible co-financing that was not stated in the budget?

Has the project fulfilled its information duties in accordance with Commission Regulation (EC) No 1828/2006?

Has the project undergone any substantial modification affecting the nature of implementation?

Expenditure Yes No

All expenditure has been incurred during the project period

All expenditure included has been paid during current reporting period

All expenditure concerns the project

All expenditure concerns activities that were stated in enclosure 1 to the decision

Signature

I hereby certify that all information in this Statement of Expenditure is complete and correct and that project net costs for this reporting period amounts to: 0,00 euro

Place and date Authorized signature for partner organisation

Name in clear

Statement of Expenditure by Partners to National Controller 3 (5)

Project Title: 0

Project partner: 0

Partner country: 0

Reference no: 0

MS Partner from 20% area:

NMS Partner from 20% area:

NMS Partner from 10% area: Note: If 10% partner, please fill in information of responsible Lead Partner below

Lead Partner responsible: Country: Partner no:

Other partner:


Cost and co-financing statement for Northern Periphery projects

This statement refers to the period from: dd.mm.yyyy to: dd.mm.yyyyPartner claim no.: 0

PROJECT COSTS INCURRED (all amounts in euro)

Types of Expenditure Approved budgetCertified cost,

earlier reporting periods

Claimed cost,current period

Project cost,accumulated

1. Staff costs incl. social contributions

20.000,00 20.000,002. Travel and accomodation

200.000,00 200.000,003. External experts

200.000,00 200.000,004. Office costs (directly allocated)

200.000,00 200.000,005. Office costs (distributed proportionally)

20.000,00 20.000,006. Promotion / publications, Seminars / conferences, Meetings

200.000,00 200.000,007. Equipment and supplies

20.000,00 20.000,008. Other (including 1st level control)

20.000,00 20.000,009. In kind costs

20.000,00 20.000,0010. Share of common costs

200.000,00 200.000,00Total expenditure

0,00 0,00 1.100.000,00 1.100.000,00Deducted: Received common cost payments

0,00Deducted: Project revenue

0,00Deducted: In kind costs

0,00 0,00 20.000,00 20.000,00Project net cost

0,00 0,00 1.080.000,00 1.080.000,00 #DIV/0!


PUBLIC MATCH FUNDING RECEIVED (all amounts in euro)

Public match funding, In kind (source, type)Budgeted match

fundingCertified funding,earlier reporting

periods

Claimed received funding,

current period

Actual funding,accumulated

0,00

0,00 Totally received In kind contribution

0,00 0,00 0,00 0,00

Public match funding, cash (source)Budgeted match

funding Certified funding,earlier reporting

periods

Claimed received funding,

current period

Actual funding,accumulated

0,00

0,00

0,00

0,00

0,00

0,00

0,00

0,00

0,00

0,00 Totally received public cash contribution

0,00 0,00 0,00 0,00 Total public financial contribution 0,00 0,00 0,00 0,00 #DIV/0!

Supporting document to Statement of expenditure

Currency conversion sheet

All project partners have to state their expenditure in Euro, only programme partner countries using Euro are Finland and Ireland. All other partners except for Finnish and Irish partners have to convert their currency into Euros. This is made by applying the Currency conversion sheet, and its principles:

Currency conversion sheet (for non Euro partners) The currency used in the Northern Periphery Programme 2007-2013 is Euro (EUR). Consequently all non Euro partners must convert their expenses from national currency into Euro. All costs should be converted using the monthly Commission rate for the last month in the current reporting period. The Commission exchange rates is found on the official website:

http://ec.europa.eu/budget/inforeuro/index.cfm?fuseaction=countries&Language=en

Currency Conversion Sheet 1 (2)Project Title:Project partner:Partner country:Reference no:

Currency convertion sheet (for non Euro partners)The currency used in the Northern Periphery Programme 2007-2013 is Euro (EUR). Consequently all non Euro partners must

convert their expenses from national currency into Euro. All costs should be converted using the monthly Commission rate for

the last month in the current reporting period. The Commission exchange rates are found on the official website:

http://ec.europa.eu/budget/inforeuro/index.cfm?fuseaction=countries&Language=en

Last month of current reporting period: month rate

This statement refers to the period from dd.mm.yyyy to dd.mm.yyyyPartner claim no.: 0

PROJECT COSTS INCURRED

Types of Expenditure Claimed cost,current period

National currency

Exchange rateClaimed cost,current period

Euro

1. Staff costs incl. social contributions0,00 0,00000 #DIV/0!

2. Travel and accomodation0,00 0,00000 #DIV/0!

3. External experts0,00 0,00000 #DIV/0!

4. Office costs (directly allocated)0,00 0,00000 #DIV/0!

5. Office costs (distributed proportionally)0,00 0,00000 #DIV/0!

6. Promotion / publications, Seminars / conferences, Meetings

0,00 0,00000 #DIV/0!7. Equipment and supplies

0,00 0,00000 #DIV/0!8. Other (including 1st level control)

0,00 0,00000 #DIV/0!9. In kind costs

0,00 0,00000 #DIV/0!10. Share of common costs

0,00 0,00000 #DIV/0!Total expenditure

0,00 #DIV/0!Deducted: Received common cost payments

0,00 0,00000 #DIV/0!Deducted: Project revenue

0,00 0,00000 #DIV/0!Deducted: In kind costs

0,00 0,00000 #DIV/0!Total project net cost

0,00 #DIV/0!

Corresponding exchange rate:

000

0

Currency Conversion Sheet 2 (2)Project Title:Project partner:Partner country:Reference no:

PUBLIC MATCH FUNDING RECEIVED

Public match funding, In kind (source, type)Claimed received

funding,current period

National currency

Exchange rate

Claimed received funding, current

period

Euro

0,00 0,00000 #DIV/0!

0,00 0,00000 #DIV/0!Totally received In kind contribution

0,00 #DIV/0!

Public match funding, cash (source)Claimed received

funding,current period

National currency

Exchange rate

Claimed received funding, current

period

Euro

0,00 0,00000 #DIV/0!

0,00 0,00000 #DIV/0!

0,00 0,00000 #DIV/0!

0,00 0,00000 #DIV/0!

0,00 0,00000 #DIV/0!

0,00 0,00000 #DIV/0!

0,00 0,00000 #DIV/0!

0,00 0,00000 #DIV/0!

0,00 0,00000 #DIV/0!

0,00 0,00000 #DIV/0!Totally received public cash contribution

0,00 #DIV/0!

0

000






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The use of National Controllers is a new feature within the European Co-operation.• National Controllers have one main task, to ensure that a reliable and functional national control system is in place in its nation.• National Controllers are responsible for OLAF reporting, in case of any irregularities• National Controllers designate First Level Controllers (FLC’s) to perform the check.• Only costs certified by the FLC’s can be eligible for ERDF or ERDF equivalent funding• Different systems in different countries• Current list of National Controllers and First Level Controllers are available on our website and annexed to our Programme Manual

Explanation of National Controllers 1 (3)





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Example; National Controller Finland “Decentralised system”: Finnish Ministry of the InteriorDepartment for Development of Regions and Public AdministrationRegional Development UnitP.O.Box 26, FI-00023 Government (From 1.1.2008: Ministry of Employment and Economy, details to be specified)


Finnish system

• Note that the Ministry of Employment will not carry out the control. It will only be the responsible authority.





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kirsti

Is this the correct address? What is the town/city?

Example; National Controller Sweden “Centralised system”: County Administrative Board of VästerbottenIndustry and Commerce Department901 86 Umeå Tel: +46 90 10 70 00Fax:+46 90 10 71 [email protected] Ms Ulla GrönlundHead of Department+46 90 10 72 [email protected]


Swedish system

• Note that listed person is the person responsible for the unit of Industry and Commerce at CAV.

• A desk officer / FLC responsible for the task of certififying expenditure will be appointed

• Currently no fee will be charged for Swedish partners to get their expenditure certified.





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Supporting documents from National Controllers 1 (2)

National/First Level Controllers will send two main document to the project partner:

• Certificate of Expenditure• Checklist of First Level Control





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Certificate of Expenditure 1 (4)

Certificate of Expenditure

This certificate refers to the period from dd.mm.yyyy to dd.mm.yyyy Note: The dates should be stated by [day.month.year ], e.g. "30.09.2008"

Partner claim no.:

I / We hereby certify that the financial statement for the period stated above has been checked,

according to Art. 16 of Regulation (EC) No 1080/2006, for accuracy and compliance with the

Grant Letter including its enclosures and the Northern Periphery Programme Common Eligibility

Rules, as well as all applicable National legislation and Community rules and regulations

I / We also certify that the control has been conducted independently from project implementation

Project partner:Project Title:

Partner from flexibility rule area:

Reference no:Partner country:

Choose

Certificate of Expenditure 2 (4)

Types of Expenditure Approved budgetCertified cost,

earlier reporting periods

Claimed cost,current period

Certified cost,current period

Certified cost,accumulated

1. Staff costs incl. social contributions0,00

2. Travel and accomodation0,00

3. External experts0,00

4. Office costs (directly allocated)0,00

5. Office costs (distributed proportionally)0,00

6. Promotion / publications, Seminars / conferences, Meetings

0,007. Equipment and supplies

0,008. Other (including 1st level control)

0,009. In kind costs

0,0010. Share of common costs

0,00Total expenditure (NPP area)

0,00 0,00 0,00 0,00 0,00Deducted: Received common cost payments

0,00Deducted: Project revenue

0,00Deducted: In kind costs

0,00 0,00 0,00 0,00 0,00Total project net cost (NPP area)

0,00 0,00 0,00 0,00 0,00 #DIV/0!

Certificate of Expenditure 3 (4)Project Title:Project partner:Partner country:Reference no:Partner claim no.: 0

PUBLIC MATCH FUNDING RECEIVED (all amounts in euro)

Public match funding, In kind (source, type)Budgeted match

fundingCertified funding,earlier reporting

periods

Stated financial contribution,

current period

Certified financial contribution,

current period

Certified funding,accumulated

0,00

0,00Totally received In kind contribution

0,00 0,00 0,00 0,00 0,00

Public match funding, cash (source)Budgeted match

funding Certified funding,earlier reporting

periods

Stated financial contribution,

current period

Certified financial contribution,

current period

Certified funding,accumulated

0,00

0,00

0,00

0,00

0,00

0,00

0,00

0,00

0,00

0,00Totally received public cash contribution

0,00 0,00 0,00 0,00 0,00

Total public financial contribution 0,00 0,00 0,00 0,00 0,00

0

000

Certificate of Expenditure 4 (4)DEDUCTIONSList of cost deductions made for the current reporting period

Note: The total deduction amount should equal the difference between "Claimed cost current period" and "Certified cost current period", see above.

Budget Line Verification no. Deducted amount

Deductions, total 0,00

Supporting documentsThe following documents should be sent back to the project partner

Certificate of Expenditure

First level control checklist

Certificate of Expenditure, 10% area partner (if applicable)

First level control checklist, 10% area partner (if applicable)

Signature

Place and date Authorized signature Stamp

Name in clear

Type of Cost Supplier Comments






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All partners have to sumbit the following documents to the Lead Partner:

• Certificate of Expenditure (blue ink version)

•Additional documents which may be part of the Partnership Agreement:

• Partner Activity Report (as part of the aggregated activity report)• FLC checklist• Transaction list of all expenditures• Other documents agreed within the project partnership

Documents from Partner to Lead Partner





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Lead Partner Principle

Role Lead Partner:

Be the policeman of the project, ensure that all certified costs can be connected to eligible/approved project activities (Letter distributed)

Northern Periphery Programme recommends that all partner Certificates of Expenditures (CoEs) to the LP are supported by a partner activity report, clearly outlining the individual partner activities, and a transaction list to demonstrate which costs are related to what activities.

AND

It is vital that the Lead Partner can extract the individual partner activities from the overall Work Package activity plan, potentially outline individual partner activities in the partnership agreement.


Role Lead Partner:

Note

The NPP does not require the first level controller of the Lead Partner to check the complete claim. However, according to EC guidelines this is within the scope of the Lead Partner’s FLC.


Role Lead Partner:

Acting as link between the project partners and the programme Submitting the project progress report Overall responsibility for project coordination Formal beneficiary of ERDF and ERDF equivalent funding Lead Partner has the responsibility to distribute the funding received from the

NPP 2007-2013 among the project partnership in accordance with the spending by the partners.

The complete Lead Partner responsibilities are stipulated in Regulation:

(EC) 1080/2006, Art 20

In order to make a complete progress report the Lead Partner has to submitt the following documents to the Secretariat:

• Activity Report• Project claim• Summary of Certificates of Expenditure• Certificate of Expenditure (blue ink version) from all partners• FLC checklists from all partners

Note that the Activity Report and the Summery of COE have to be submitted both in blue ink version, by post, as well as an electronic version by e-mail.

Documents from Lead Partner to the Secretariat




Lead Partner:- Activity report - Project Claim-All partners COE- FLC checklists-Summary of COE

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Summary of CoE is the ”calculator” to ensure that the project claim has been compiled correctly:

1.Fill in the reported period for the project, and the claim number

Summary of Certificates of Expenditures


Claim No. 0

Project PartnersThe Summary of CoE template is a summary of all Certificates of Expenditure (CoE).

PLEASE NOTE: All yellow fields together with the scroll lists must be filled in!

Lead partner Partner 2 Partner 3 Partner 4 Partner 5 Partner 6 Partner 7 Partner 8 Partner 9 Partner 10 Partner 11 Partner 12 Partner 13 Partner 14 Partner 15 Partner 16 Partner 17 Partner 18 Partner 19 Partner 20

Type of ExpenditureApproved budget

Fill in LP name Fill in partner

nameFill in partner

nameFill in partner

nameFill in partner

nameFill in partner

nameFill in partner

nameFill in partner

nameFill in partner

nameFill in partner

nameFill in partner

nameFill in partner

nameFill in partner

nameFill in partner

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nameFill in partner

nameFill in partner

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nameTotal

expenditure

Country Country Country Country Country Country Country Country Country Country Country Country Country Country Country Country Country Country Country Country

1. Staff costs 0,002. Travel and accomodation 0,003. External experts 0,004. Office costs (directly allocated) 0,005. Office costs (distributed proportionally) 0,006. Promotion / publications, Seminars /conferences, Meetings 0,007. Equipment and supplies 0,008. Other (including 1st level control) 0,009. In kind costs 0,0010. Share of common costs 0,00 0,00Total expenditure 0,00 0,00 0,00 0,00 0,00 0,00 0,00 0,00 0,00 0,00 0,00 0,00 0,00 0,00 0,00 0,00 0,00 0,00 0,00 0,00 0,00 0,00Deducted: Received common cost payments 0,00 0,00Deducted: Project revenue 0,00Deducted: In kind costs 0,00 0,00 0,00 0,00 0,00 0,00 0,00 0,00 0,00 0,00 0,00 0,00 0,00 0,00 0,00 0,00 0,00 0,00 0,00 0,00 0,00 0,00Total net cost 0,00 0,00 0,00 0,00 0,00 0,00 0,00 0,00 0,00 0,00 0,00 0,00 0,00 0,00 0,00 0,00 0,00 0,00 0,00 0,00 0,00 0,00


Public financial contributionBudgeted public

matchfunding


nameFill in partner

nameFill in partner

nameFill in partner

nameFill in partner

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nameFill in partner

nameFill in partner

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nameTotal

contribution,current period

FALSE FALSE FALSE FALSE FALSE FALSE FALSE FALSE FALSE FALSE FALSE FALSE FALSE FALSE FALSE FALSE FALSE FALSE FALSE FALSE

Public match funding, in kind 0,00 0,00 0,00 0,00 0,00 0,00 0,00 0,00 0,00 0,00 0,00 0,00 0,00 0,00 0,00 0,00 0,00 0,00 0,00 0,00 0,00 0,00Public match funding, cash 0,00Total public financial contribution 0,00 0,00 0,00 0,00 0,00 0,00 0,00 0,00 0,00 0,00 0,00 0,00 0,00 0,00 0,00 0,00 0,00 0,00 0,00 0,00 0,00 0,00

C e r t i f i e d f i n a n c i a l c o n t r i b u t i o n, c u r r e n t r e p o r t i n g p e r i o d

Summary of CoESummary of certified costs and financial contributions

C e r t i f i e d e x p e n d i t u r e, c u r r e n t r e p or t i n g p e r i o d

Choose Choose Choose Choose Choose Choose Choose Choose Choose Choose Choose Choose Choose Choose Choose Choose Choose Choose Choose Choose



Claim No. 0






nameFill in partner

nameFill in partner

nameFill in partner

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expenditure





matchfunding


nameFill in partner

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2. Fill in the partner names



Claim No. 0






nameFill in partner

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expenditure





matchfunding


nameFill in partner

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3. Choose financial source (MS, MS 20%, NMS 10 %, NMS Norway, NMS Greenland, NMS Iceland or NMS Faroe Island



Claim No. 0






nameFill in partner

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expenditure





matchfunding


nameFill in partner

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4. Fill in the total approved budget and public match funding



Claim No. 0






nameFill in partner

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expenditure





matchfunding


nameFill in partner

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5. Fill in the certified costs by expenditure, taken from the partners’ Certificates of Expenditures6. Fill in the certified public match funding, taken from the partners’ Certificates of Expenditures






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Project Claim is the formal decleration of spending by the Lead Partner in order to receive ERDF or ERDF equivalent co-financing, 2 page document:

Project Claim 1 (3)

1 (2)

Note: The dates should be stated by [day.month.year ], e.g. "30.09.2008"

Reporting period: From: dd.mm.yyyy To: dd.mm.yyyyProject claim No.:Project Title:Reference number:Priority:

Contact information

Lead partner organisation (original language):Lead Partner organisation (english translation):

Address:Postal code:

Location:Country:

Phone:Fax:

E-mail:Website:

Bank information

Name of bank:Address:

IBAN number:BIC code:

Contact person:

Mobile:Phone:E-mail:

Phone:Mobile:

page 1Project claim

Person responsible:

Priority 1: Priority 2:

E-mail:

Project Claim 2 (3)Supporting documents

Project Claim (page 1 and 2)

Summary of CoE

Certificates of Expenditure (for all claiming project partners)

First level control checklists (for all claiming project partners)

Activity Report

Other funding and information measures Yes No

Has any other EU funding been received?

Has the project received any eligible co-financing that was not stated in the budget?

Has the project fulfilled its information duties in accordance with Commission Regulation (EC) No 1828/2006?

Expenditure Yes No

All expenditure has been incurred during the project period

All expenditure included has been paid during current reporting period

All expenditure concerns the project

All expenditure concerns activities that were stated in enclosure 1 to the decision

Has the project undergone any substantial modification affecting the nature of implementation?

Signature

I hereby certify that all information in this Project claim is complete and correct. By signing this Project claim I also apply for

payment in accordance with the Northern Periphery Programme 2007-2013 decision for project funding.

Place and date

Authorized signature for the Lead Partner organisation

Name in clear

Project Claim 3 (3)

NOTE: Self generated table after completing the Summary of Certificates of Expenditures

Reporting period: From: dd.mm.yyyy To: dd.mm.yyyyProject Claim No.: 0Project Title:Reference number:Priority: Priority 1: Priority 2:

Project Expenditure and Financial contributionsExpenditure and financial contributions sorted by source of finance

This table is self generated from the "Summary of CoE" sheet.

Type of Expenditure Approved budget

MS+NMS

Member States Member State

20% area

Non Member State

10% area

FaroeIslands

Greenland Iceland Norway Norway

20% area

Total expenditure

1. Staff costs 0,00 0,00 0,00 0,00 0,00 0,00 0,00 0,00 0,00 0,002. Travel and accomodation 0,00 0,00 0,00 0,00 0,00 0,00 0,00 0,00 0,00 0,003. External experts 0,00 0,00 0,00 0,00 0,00 0,00 0,00 0,00 0,00 0,004. Office costs (directly allocated) 0,00 0,00 0,00 0,00 0,00 0,00 0,00 0,00 0,00 0,005. Office costs (distributed proportionally) 0,00 0,00 0,00 0,00 0,00 0,00 0,00 0,00 0,00 0,006. Promotion / publications, Seminars /conferences, Meetings 0,00 0,00 0,00 0,00 0,00 0,00 0,00 0,00 0,00 0,007. Equipment and supplies 0,00 0,00 0,00 0,00 0,00 0,00 0,00 0,00 0,00 0,008. Other (including 1st level control) 0,00 0,00 0,00 0,00 0,00 0,00 0,00 0,00 0,00 0,009. In kind costs 0,00 0,00 0,00 0,00 0,00 0,00 0,00 0,00 0,00 0,0010. Share of common costs 0,00 0,00 0,00 0,00 0,00 0,00 0,00 0,00 0,00 0,00Total project expenditure 0,00 0,00 0,00 0,00 0,00 0,00 0,00 0,00 0,00 0,00Deducted: Received common cost payments 0,00 0,00 0,00 0,00 0,00 0,00 0,00 0,00 0,00 0,00Deducted: Project revenue 0,00 0,00 0,00 0,00 0,00 0,00 0,00 0,00 0,00 0,00Deducted: In kind costs 0,00 0,00 0,00 0,00 0,00 0,00 0,00 0,00 0,00 0,00Total project net cost 0,00 0,00 0,00 0,00 0,00 0,00 0,00 0,00 0,00 0,00

Financial contribution

Budgeted matchfunding

MS+NMS

Member States Member State

20% area

Non Member State

10% area

FaroeIslands

Greenland Iceland Norway Norway

20% area

Total financial contribution,

current period

Public match funding, in kind 0,00 0,00 0,00 0,00 0,00 0,00 0,00 0,00 0,00 0,00Public match funding, cash 0,00 0,00 0,00 0,00 0,00 0,00 0,00 0,00 0,00 0,00Total public financial contribution 0,00 0,00 0,00 0,00 0,00 0,00 0,00 0,00 0,00 0,00

Project claimpage 2



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JPS-MA-CA



Changes in project implementation All changes in project implementation have to be communicated to the Secretariat and need preapproval before becoming eligible (this includes changes in project end date, budget changes and changes in the activity plan). The degree of the change (major or minor) will be determined by the Secretariat:

Rule of thumb:

1.Please describe the change in the budget, activity plan, partnership, project co-ordinator staff, project time period, indicators or other changes to the Secretariat in an e-mail. 2.Justify the need for change3.Describe the impact on project implementation.

Maximum number requests two per year.


Changes in project implementation Minor changes are:

• A change with no major impact on project implementation and less than 40 000 Euro increase in one project budgetline• A change of a minor impact is approved in regular correspondence between the Lead Partner and the Secretariat, i.e request and answer by e-mail.• All changes are to be listed in the project activity report and should confirm the picture that the changes are of a minor degree when being described in its full context.

Major changes are:

• A change with a major impact on the projects implementation or more than 40 000 Euro increase in one project budgetline• A change with a major impact normally requires a formal request in a specific template and the Secretariat will provide information on how to make that request.• Different bodies can be responsible for approving the change (Managing Authority and Programme Monitoring Committee)

Major changes on the overall project can normally only be allowed once during the project lifetime .






Lead Partner:- Activity report - Project Claim-All partners COE- FLC checklist-Summary of COE

PS-MA-CA




Project Partner

1. Statement of Expenditure

+ Partner Activity Report

3. Certificate of Expenditure + FLC checklist

+ Transaction List+ Partner Activity

Report

12. Share of Grant

First Level Controller

2. First level control

Certificate of Expenditure +FLC checklist

Lead Partner

4. Progress Report: Project

Claim + Certificates of Expenditure +

FLC checklists + Activity Report +

Promotional materials

10. Receipt of Grant

11. Distribution of Grant

Programme Secretariat

5. Assessment Activity Report

Managing Authority

6. Compilation check Progress

Report

7. Decision of Payment

Certifying Authority

8. Final payment check

9. Payment + notification

What is N+2?

N+2 is a rule among the Member States stating that each programme budget have to demonstrate project certified expenditure to the budgeted amount up to 2 years after the initial year N.

In other words, NPP’s programme budget for 2007 have to be spent and certified by projects and ”paid out” by the Certifying Authority before the end of 2009.

What is the N+2 implications for the projects in NPP?

All projects are expected to meet the following conditions for the reporting period up to 31st of March 2009:

1.Ensure that at least 65 % of total budgeted ERDF project expenditures up to the end of 2008 have been certified. 2.Submit your Statement of Expenditure with correct supporting documentation to your First Level Controller (FLC) no later than 1st of May 2009. All projects should ensure as a precautionary measure that they receive a Certificate of Expenditures from their FLC no later than 30th of June 2009 and 3.Present a complete project Progress Report, including a Project Claim no later than the 31st of July 2009 deadline to your Desk Officer.

N+2 Status NPP 2007-2013

If not meeting the conditions, likely actions:

• Possibly decommittment of the project budget / alternatively decommittment of available programme funding

• In addition as a consequence, possibly decomittment of technical assistance, programme administration funding (Secretariat, Regional Contact Points, Managing Authority and other bodies funding)

• One option discussed, use of shorter claiming period for the claim period of April 2009 – September 2009, and require project being behind to claim for the period April 2009 – July 2009 and report a complete claim to the Programme Secretariat no later than 15th of November 2009 (more information early June 2009 and at our Lead Partner Seminar in June 2009)

Will be discussed at the next weeks PMC, 3rd – 4th of June 2009 on Faroe Island.

N+2 Status NPP 2007-2013