PRO US ALLPromoting Urban Sports for all

Final reports and request for payment of the balance

Milan, 5 June 2014

Contents

• Final reports– Deadline and payment cycle– Determining the EU final grant

• Templates for Final reports– Technical implementation report– Financial statements

• General provisions– Sponsors, published materials, conversion rate– Contact person

Deadline

• Project end date: June 30, 2014

• Deadline for submitting the final report (financial and technical) and request for payment of the balance: June 30, 2014

• Please note that no prolongation of the deadline for submitting the final reports will be possible

Timeline and payment cycle in 4 steps

1) Balance payments claimsby 30 June 2014

4) Payment of the balance: October 2014

Project partners

Co-ordinator

EU DG Sport

3) After approval by ECby 15-20 September

Max 60% of eligible costs

2) Final Payment claimby 31 July 2014

Determining the EU final grant

• Determining the final grant and final payment– Following the final report, any ineligible cost will be

deducted from total expenditure in order to calculate total eligible costs for the project

– The co-financing percentage (60%) will be applied to calculate the total final grant (limited to the maximum grant awarded)

• Final payment = final total grant – pre-financing – interim payments

• Income and interests (if any) must be declared in the final report (including sponsor)

The final reports: technical implementation report and financial statement to be submitted

Final Reports

The final report shall comprise two parts:

1. Technical implementation report describing the development, progress and achievements of the project– Technical implementation report– Progress report (for the last period)

2. Financial statement giving details of the eligible costs incurred in carrying out the activities in accordance with the project work plan– Request for payment of the balance– List of supporting documents for receipts (e.g. sponsor)– List of supporting documents for expenditures

• Please note that templates must be used for reporting

Final Reports: Part 1)

The final report shall comprise two parts

1. Technical implementation report describing the development, progress and achievements of the project– Technical implementation report– Progress report (for the last period)

2. Financial statement giving details of the eligible costs incurred in carrying out the activities in accordance with the project work plan– Request for payment of the balance– List of supporting documents for receipts (e.g. sponsor)– List of supporting documents for expenditures

• Please note that templates must be used for reporting

Final Reports: technical implementation report (1)

1. Technical implementation report will describe the development, progress and achievements of the project (must include all the following different sections)

a) Overall assessment of the achievement of objectives as compared with the planned objectives

b) Complete information on all the different activities carried out (quantitative evaluation of the execution of all planned tasks and activities )

c) Overall assessment of the results of the actions carried out by the project partner

d) A set of published material (CD, DVD, publication, reports, photographs, brochures, press releases, etc.)

Final Reports: technical implementation report (2)

• Technical implementation report (from January 2013 to June 2014)

Please e-mail the report in word format to e.crotti@europartner.it

Final Reports: progress report for last period (3)

• Progress report for the last period (January – June 2014)

Please e-mail the report in word format to e.crotti@europartner.it

Final Reports: Part 2)

The final report shall comprise two parts

1. Technical implementation report describing the development, progress and achievements of the project– Technical implementation report– Progress report (for the last period)

2. Financial statement giving details of the eligible costs incurred in carrying out the activities in accordance with the project work plan– Request for payment of the balance– List of supporting documents for receipts (e.g. sponsor)– List of supporting documents for expenditures

• Please note that templates must be used for reporting

Final Reports Part 2): final payment claim (1)

• Request for payment of the balance

Please e-mail the report both in word format and scanned/signed to e.crotti@europartner.it

List of supporting documents for expenditures (2)

• Please use the excel template for list of expenditures in the beneficiary’s account for the period of eligibility of the project

Please e-mail the report in excel format to e.crotti@europartner.it

List of supporting documents for expenditures (3)

List of supporting documents:

• Copies of all supporting documents can be required by the European Commission (e.g. timesheets and payslips for staff, invoices for subcontracting, hotels, flight tickets, boarding passes, etc.)

List of supporting documents for receipts (4)

• Statement of receipts (private sponsor)

The final reports: general provisions

Sponsor co-funding

Sponsors• How must the third-party private funding be demonstrated?

• Provide evidence of the third-party funding through bank transfers of funds from the third party to the beneficiary

Published materials

• Paper copies of all the project’s promotional materials (e.g. leaflets, posters, banners, roll-ups, etc.) have to be attached to final report for European Commission

• Please send copies of all published materials (by June 30, 2014) by post/courier to:

Europartner SrlMr. Emiliano CrottiVia Cornalia 1920124 Milan (Italy)

Conversion rate

• Please note that “any conversion of actual costs into euro shall be made by the beneficiary at the monthly accounting rate established by the Commission and published on its website, applicable on the day when the payment request is submitted”

Link to the Commission website: http://ec.europa.eu/budget/contracts_grants/info_contracts/i

nforeuro/inforeuro_en.cfm

Contact person

Mr. Emiliano CrottiEuropartner SrlVia Cornalia 19

20124 Milan (Italy)Email e.crotti@europartner.it

Phone +39/02/6672181

Any questions ?

Thank you for your attention !!!

Milan, 5 June 2014

Project Partners