Overview of the claim system

Lead partner and partner seminarSundsvall, Sweden5th February 2009

Maxi Nachtigall

The life circle of a project claim

Lead partner:

Receipt of Grant

Lead partner:

Allocation of Grant

Project partner:Receiving share of partnership Grant

NPP Secretariat:

Assessment of activity report

Managing Authority:

Completenessand Compilation Check

Managing Authority:

Decision of Payment

Certifying Authority:

Final Payment Check

Certifying Authority:

Payment (+payment notification)

1

3

2

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-Partner’s COEs- COEs summary- FLC checklists

Proj partner:-Certificate of Expenditure + FLC checklist + transaction list + Partner activity report

1st stepProject partner:

Statement of Expenditure +Documentation + Partner activity report

National controller:First level control

-Certificate of Expenditure-FLC checklist

Lead Partner:- Activity report - Project Claim-Partner’s COEs- COEs summary- FLC checklists

Proj partner:-Certificate of Expenditure + FLC checklist + transaction list + Partner activity report

Project partner

Statement of Expenditure

To be supported by: Copies of invoices Partner activity report Other appropriate documentation (national controllers)

1 month estimated time of work

Project partner:Statement of Expenditure +Documentation + partner activity report

National controller Performance of 1st level of control on national level Certifying expenditures in accordance with:

Regulations of the European Commission NPP 2007-2013 Common Eligibility Rules National legislation

FLC checklist Issuing 1st level of control certificate: Certificate of Expenditure (COE)

Outline of eligible costs and deducted cost Sent to individual partner together with FLC checklist

2 months estimated time of work

List of national controllers in programme manual 6th version, part 4 Currently controllers for Finland, Northern Ireland, Ireland, Sweden,

Iceland, Norway, Faroe Islands and Greenland Currently no information about controllers for Scotland

National controller:First level control

-- Certificate of Expenditure-FLC checklist

Project partner

Receives partner’s Certificate of Expenditure and First Level Control Checklist from National controller

Sending partner documents to Lead partner Partner’s Certificate of Expenditure Partner’s FLC checklist Partner’s transaction list Partner activity report

Project partner:-Certificate of Expenditure + FLC checklist + transaction list + partner activity report

Lead partner Compilation of the Progress report

Reporting on activities, based on each partner’s activity report Activity report (template on www.northernperiphery.eu Examples of information and dissemination material

Financial reporting Project Claim

Including a Summary of Certificates of Expenditure Each partner’s Certificate of Expenditure Each partner’s FLC checklist

LP is the policeman in the partnership and should ensure that all costs certified by the project partners are related to activities outlined in the latest version of the application and any further decisions.

Progress report to be signed by authorised LP representative Original signed version and electronic copy to be sent to Programme Secretariat

Lead Partner:- Activity report - Project Claim-Partner’s COEs- COEs summary- FLC checklists

2nd step

NPP Secretariat:

Assessment of activity report

Managing Authority: Completness and Compilation Check

Managing Authority:

Decision of Payment

Certifying Authority:

Final Payment Check

Certifying Authority:

Payment (+payment notification)

Programme Secretariat

Assement of the activity report: Completeness of information Eligibility of activities carried out, if being in accordance with

application and decision.

Assessment of activity report will be sent to Managing Authority together with the claim

NPP Secretariat:

Assessment of activity report

Managing Authority

Completeness and compilation check Completeness of documents Correct compilation of claim documents Certification by national controller Calculate the amount to be paid on the basis of certified

expenditures

Issuing Decision of payment Forwarding the Decision of Payment to Certifying Authority

Managing Authority: Completenessand Compilation Check

Managing Authority:

Decision of Payment

Certifying Authority

Final payment check before transfer of programme funding Entitelement of final beneficiary to receive co-funding

Public match funding has to be paid out before a payment to a project can be made In first claim: exception from this rule can be applied

Payment and payment notification to Lead partner

Payment will be issued in accordance with grant contract and approved claim

Certifying Authority:

Final Payment Check

Certifying Authority:

Payment (+payment notification)

3rd steps

Lead partner:

Receipt of Grant

Lead partner:

Distribution of Grant

Project partner:Receiving share

of partnership Grant

Lead partner

Receipt of Grant Allocation of Grant to indivdual project partners

Individual share of partnership grant

Lead partner:

Receipt of Grant

Lead partner:

Allocation of Grant

Project partner:

Individual share of partnership Grant

Thank you for your attention