1 – 3 July 2020 Simplified Cost Options for ESI Funds ... · Please check your spam-folder. You...

Day 1: Checking Results: Control and Audit of Simplified Cost Options

• First-Level Control & Verification of Simplified Cost Options

• Audit of Simplified Cost Options• Ex ante Assessment of Simplified Cost Options -

Methodology• How to Avoid Errors and Irregularities when Using SCOs?

Day 2:Understanding the Basics: New Rules, Methodology and Calculation Methods

• Learning from 2014 – 2020, Preparing for 2021 – 2027• Overview of Calculation Methods for Simplified Cost

Options• Flat-rate Financing: Different Categories of Costs and

Rates Applied• Principles & Practical Examples for Standard Scales of Unit

Costs & Lump Sums• Practical Group Exercises on Calculation Methods

Day 3:In Practice: Correct Implementation of SCOs in your Operational Programme

• Setting up Simplified Cost Models for ERDF Projects• Member State Experience and Developement on SCO• Considerations for Managing and Certifying Authorities &

Beneficiaries• Interactive Session: Planning the Activities for Upcoming

Months in Your Member State/Operational Programme

Experts

Chair & Speaker: Louis VervloetGeneral Director, ESF Agency Flanders, Brussels

Giorgio CenturelliSenior Expert for EU Structural Funds, Auditor of OPs Emilia-Romagna Region ERDF and ESF, Italy

Olga GuzaDeputy Director of EU Funds Audit Department, Ministry of Finance of the Republic of Latvia

Maeve HamiltonHead of EU Managing Authority, Department for the Economy, Belfast

1 – 3 July 2020Simplified Cost Options for ESI Funds: Outlook Post 2020

Target Group

• Representatives from public authorities in charge of financial management, control and audit, especially from:• Managing Authorities• Certifying Authorities• Audit Authorities• Intermediate Bodies

• ESI Funds experts from regional and local authorities and experts involved in ETC Programme

• Beneficiaries of EU funded projects, i.e.: Private and public companies, associations, research institutes

• Public and private banks• International, national and local associations and networks Consultants


OVERVIEW

Overview

The use of Simplified Cost Options (SCOs) hasbeen extended to all ESI Funds and is nowapplicable to more project's mandatory forsmall projects. As such, public officials fromManaging, Certifying, Audit Authorities andIntermediate Bodies, but also beneficiaries,need to be aware of how to correctly make useof flat rates, standard scales of unit costs andlump sums.

This 3-day interactive intensive online courseis for specialists from Managing, Certifying &Audit Authorities and beneficiaries, who planto set-up Simplified Cost Models or havealready implemented this approach.Participants will learn about the newrequirements and how to adapt their workingmethods and procedures to this simplifiedmethod in compliance with eligibility rulesand regularity of expenditures.

Please contact: MsMelanie Usche +49 (0)30‐81 45 06 26 [email protected] or visit: www.lexxion.eu

Methodology

An interactive online course by LexxionPublisher combines presentations, casesstudies and discussions on real worldproblems. All speakers present live via videoand audio. Participants are actively involved inthe online courses. By offering our participantsthe possibility to use their microphones andcameras during the course, we aim to recreatethe atmosphere of a face-to-faceLexxion course. We encourage our participantsto ask questions in real time and to take partin live discussions with speakers and otherparticipants. Additionally, we offer breakoutsessions, as part of this format, whereparticipants work in smaller groups on real-life cases and exercises. During theseexercises, participants have the possibility tosee other group members and talk to them.There will be ample opportunity for theparticipants to present their own issues,discuss and solve them with the speakers andparticipants from other Member States.

16 – 17 June 2020Interactive Online Workshop on Programme and Financial Management of ESI Funds 2021 – 2027

PROGRAMME, DAY 1


PROGRAMME | DAY 1 | 1 July 2020


Day 1:Checking Results: Control and Audit of Simplified Cost Options

09:00 Welcome

09:10 First-Level Control & Verification of Simplified Cost Options

• How to verify SCOs and what needs to be verified

• Eligible Costs using SCOs• Compliance of SCOs with State aid and public

procurement• How to reduce risks and errors?• Requirements for financial reporting


11:00 Break

11:15 Audit of Simplified Cost Options

• Requirements of Audit Authority• Audit approach for assessment of SCO´s

methodology• Audit approach for expenditure – application

of methodology• Other considerations: eligibility rules, public

procurement and State aid rules

Olga GuzaDeputy Director of EU Funds Audit Department, Ministry of Finance of the Republic of Latvia

12:15 Virtual lunch break

13:00 Ex Ante Assessment of Simplified Cost Options’sMethodology

• Audit methodology• Cooperation between Managing Authority and

Audit Authority

Olga Guza

14:00 How to Avoid Errors and Irregularities when Using SCOs?

• Common pitfalls when defining and applying SCOs

• Working on a real example

Giorgio CenturelliSenior Expert for EU Structural Funds, Auditor of OPs Emilia-Romagna Region ERDF and ESF, Italy

15:00 End of Day 1

Day 2:Getting the Basics: New Rules, Methodology and Calculation Methods

14:00 Learning from 2014 – 2020, Preparing for 2021 –2027

• Why use Simplified Cost Options?• Changes introduced by the Omnibus

regulation• Key changes for Simplified Cost Options for

the new programming period• The New Regulation for 2021-2027 and its

keyword: Simplification• New and extended EU-level options and off-

the shelf SCOs• Application of Art. 14.1 & Delegated Acts

Louis VervloetGeneral Director, ESF Agency Flanders, Brussels

15:00 Break

15:10 Overview on Calculation Methods for Simplified Cost Options

• Use of existing EU schemes or existing own national schemes

• Use of specific rates and methods from the CPR and Fund specific regulations

• Introduction into the calculation methods: flat-rate financing, standard scales of unit costs and lump sums

• Ex ante evaluation• Combination of cost options

Louis Vervloet

16:00 Break

16:15 Flat-rate Financing: Different Categories of Costs and Rates Applied

• Categories of costs and rates applied• Calculation methods for indirect costs• How do you calculate staff costs?• Fund-specific rules• Examples of flat-rates

Louis Vervloet

16:45 Principles & Practical Examples for Standard Scales of Unit Costs & Lump Sums

• General principles• When to apply and how to calculate?• How do you calculate staff costs?• Lump sums: Definition of milestones• Limits of the use of lump sums• Examples of unit costs and lump sums

Louis Vervloet

17:15 Practical Group Exercises on Calculation Methods

Participants will work on real-life cases and exercises on the use of flat-rates, unit costs and lump sums.

Louis Vervloet

18:00 End of Day 2


PROGRAMME, DAY 1





PROGRAMME, DAY 1




Day 3:Putting into Practice: Correct Implementation of SCOs in your Operational Programme

09:00 Setting up Simplified Cost Models for ERDF Projects

• How to use simplified cost models in ESF and ERDF?

• What lessons can be learnt from 2014-2020• How to develop a Simplified Cost Model:

steps, negotiations, and institutions involved• Eligible costs under ERDF and ESF• Public Procurement and SCOs• Flexibility in the operation of simplified cost

models• Benefits, challenges and pitfalls• Discussion and exchange of experiences


10:00 Break

10:15 Member State Experience and Development on SCO

Real-life examples: Receive guidance and recommendations on the most relevant approaches, actions and operative solutions adopted by Managing Authorities. Become familiar with the change management process due to the SCO implementation.

Maeve Hamilton

11:00 Break

11:15 Considerations for Managing and Certifying Authorities & Beneficiaries

• Why use SCOs: Considerations for MAs, CAs, IBs and beneficiaries

• How to develop a Simplified cost model: Steps, negotiations, and institutions involved

• How to work together with the European Commission

• Step-by-step guidance on how to implement flat-rates, unit costs and lump sums

• Developing and implementing a result-oriented approach

• The 3P-Model: 3 main processes of structuring organisations

• Benefits and risks of using SCOs• National experiences and expert guidance:

Discussion and exchange of experiences

Louis VervloetGeneral Director, ESF Agency Flanders, Brussels

12:30 Break

12:45 Interactive Session: Planning the Activities for the Upcoming Months in Your Member State/Operational Programme

• Participants are asked to exchange and report on their current practices & experiences on SCO

• Discuss your current challenges and individual questions in full confidentiality

• Receive expert guidance

Louis Vervloet

13:30 End of the Interactive Online Course


QUESTIONS & ANSWERS

Do I need a microphone?Since this is an interactive online course, yes.

Do I need to install anything?No. We expect you to have a browser.

Can I ask questions during the live course?Yes, you can ask your questions live by using your microphone and camera. You can speak to all participants at the same time as you may have experienced in Skype.

When can I enter the live course I’m attending?15 minutes before the start. You only can enter if you have passed the system check.

May I leave the online course and come back later?Yes, just log in at a later time during the course.

May I access via Phone?Yes, you can. Participating via phone means you can listen only. There may be telephone costs for dial-in.

Can’t find invitation?Please check your spam-folder. You should also ask your colleague from the IT department to ‘whitelist’ us. For more details please ask the corresponding conference manager, who will be happy to help you.

I failed the Firewall System Check – what can I do?Please contact your IT department and have them open the necessary ports, which can be found here.

What are the detailed System requirements?All requirements can be found here.

I failed the Audio Output System Test – what can I do?If you are using headphones or external speakers, try unplugging them. Please unmute your device. Test your speakers here to find out if they work.

I would like to participate but I’m waiting for an approval. Can I order a ticket on the day of the online course?Sure. Please message [email protected]. We need to have a separate testing before the start of the course.

My email address has changed – can I still participate?Sure. Please provide us with your updated email address; you will then receive a new invitation.

How do I contact the host of the online [email protected] is happy to help you.

BigMarker is our webinar platform. In order to join our webinar, please check your device compatibility first.

What do you need in order to join the online course?

Speakers, Microphone; Camera is possible, if you would like to be seen during the online course.

A wired connection is strongly recommended. If your internet connection doesn´t work, you can

join the online course by telephone, using a dial-in number. In this case there might be additional telephone costs.

How to join the online course?

Choose the computer from which you would like to follow the course.

Please check your device compatibility. As soon as you get the invitation link: Please

register for the online course by clicking the invitation link.

15 minutes before the course: Bring your headphones and camera, click the invitation link, enter and enjoy the interactive online course!

Minimum system requirements are as follows:

Operating System: Windows 7 or later; Mac OS X 10.12 or later, Linux.

Browser: The most recently-published versions of Chrome, Firefox, Microsoft Edge, Safari, or Opera.

High-speed internet: A consistent, high-speed connection is required. Mobile tethering, hotspots, slow or inconsistent public Wi-Fi networks may create latency when using video conferencing.

FAQWhy do I need to register before the online course starts?Thank you for registering! This not only helps us to communicate with you in regard to technical issues but it helps you to network with your fellow participants.

Will the live course be recorded?Please ask the responsible conference manager.

Do I need a camera?It is recommended to have a camera for more comfortable communication with the speakers and other participants.


Participation fee

□ YES, I would like to participate for the reduced fee for public authorities EUR 1.280 (excl. VAT).

□ YES, I would like to participate for the regular fee of EUR 1.480 (excl. VAT).

The German VAT of 19% will be added, if applicable.

Newsletter subscription

□ Please send me information about Structural and Investment Funds issues for free. I may unsubscribe from this service any time.

Cancellations

Cancellations should be made in writing perpost or fax. Please note that the full fee willbe charged in case of no show at the onlineevent or for cancellations received after 24June 2020. Nomination of a substituteremains possible without any additionalcosts. For more detailed information, scopeand conduct of contract as well ascancellation policy, please check the Terms &Conditions on our website.

Please register with:

Melanie UscheLexxion PublisherGüntzelstr. 63 | 10717 Berlin, GermanyPhone: +49 (0)30‐81 45 06‐26Fax: +49 (0)30‐81 45 06‐22E‐mail: [email protected]: www.lexxion.eu/events

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Upcoming event:

Interactive Online Course: Migration and Security Funds: Verifications and Audits of AMIF & ISF Now and in 2021-202717 – 18 August 2020

During this workshop, you will exchange practical experience on management verifications and auditsof AMIF and ISF with the expert speakers and colleagues from other Member States. You will learnabout Simplified Cost Options methods, how to comply with Public Procurement regulations and howto ensure an appropriate record-keeping audit trail when security aspects must be considered. Finally,we will discuss how to detect and manage errors, irregularities and fraud in AMIF and ISF.


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