Part-financed by the European Union Cost sharing Joint Technical Secretariat Information Seminar for...

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Part-financed by the European Union Cost sharing Joint Technical Secretariat Information Seminar for Latvian Project Partners Riga, 29 April 2009

Transcript of Part-financed by the European Union Cost sharing Joint Technical Secretariat Information Seminar for...

Page 1: Part-financed by the European Union Cost sharing Joint Technical Secretariat Information Seminar for Latvian Project Partners Riga, 29 April 2009.

Part-financed by the European Union

Cost sharing

Joint Technical Secretariat

Information Seminar for Latvian Project PartnersRiga, 29 April 2009

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2Information Seminar for Latvian Project Partners, Riga, 29 April 2009

Content

• Definition

• Procedure and documents

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Definition

• Dividing part of total expenditure between > 2 project partners

• Transparent and equitable method

• Joint activities benefiting several project partners

• Actors:– Implementing partner (ImP)

– Paying partner (PayP)

– Lead partner (LP)

• Not contracting between project partners against invoices!!

+ First level controllers

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4Information Seminar for Latvian Project Partners, Riga, 29 April 2009

Procedure

1. Cost sharing agreement

2. Project data form

3. Optional: Advance payment

4. Realisation of activities

5. Payment and accounting

6. Settlement

7. Reporting

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5Information Seminar for Latvian Project Partners, Riga, 29 April 2009

Procedure

1. Cost sharing agreement

2. Project data form

3. Optional: Advance payment

4. Realisation of activities

5. Payment and accounting

6. Settlement

7. Reporting

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1 Cost sharing relations

Implementingpartner

Payingpartner

1

Payingpartner

2

Payingpartner

n

Lead partner

Information

Cost sharing agreement

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7Information Seminar for Latvian Project Partners, Riga, 29 April 2009

Procedure

1. Cost sharing agreement

2. Project data form

3. Optional: Advance payment

4. Realisation of activities

5. Payment and accounting

6. Settlement

7. Reporting

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2. Project data form

• Partner shares to be included in partner budgets

• Indication of cost sharing for BLs 2 and 4

1 2 3 4 5 6 71

Value of the contract

Project co-ordination 100,000.00

1

External service corresponding WP Cost sharing

Contracting partner

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9Information Seminar for Latvian Project Partners, Riga, 29 April 2009

Procedure

1. Cost sharing agreement

2. Project data form

3. Optional: Advance payment

4. Realisation of activities

5. Payment and accounting

6. Settlement

7. Reporting

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3. Advance payment

• Optional

a) Implementing partner submits advance payment invoice

b) Paying partner makes advance payment

Implementingpartner

Paying partner

(a) Invoice

(b) Payment

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11Information Seminar for Latvian Project Partners, Riga, 29 April 2009

Procedure

1. Cost sharing agreement

2. Project data form

3. Optional: Advance payment

4. Realisation of activities

5. Payment and accounting

6. Settlement

7. Reporting

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4. Realisation of activities

• Contracting all external suppliers, and/or carrying out own work

• Ensuring compliance with eligibility rules

Implementingpartner

e.g. Project Manager

Employment contract

e.g. External researcher

Service contract

etc.

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13Information Seminar for Latvian Project Partners, Riga, 29 April 2009

Procedure

1. Cost sharing agreement

2. Project data form

3. Optional: Advance payment

4. Realisation of activities

5. Payment and accounting

6. Settlement

7. Reporting

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5a. Paying and accounting all expenditure

Implementingpartner

e.g. External researcher

(a) Invoice

(b) Payment

Accounting

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5b. Overviews and validation

• Cost sharing overviews for LP and Paying partners

• Validation of expenditure by first level controller

Page 16: Part-financed by the European Union Cost sharing Joint Technical Secretariat Information Seminar for Latvian Project Partners Riga, 29 April 2009.
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17Information Seminar for Latvian Project Partners, Riga, 29 April 2009

Procedure

1. Cost sharing agreement

2. Project data form

3. Optional: Advance payment

4. Realisation of activities

5. Payment and accounting

6. Settlement

7. Reporting

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6. Settlement of shared costs

• Different ways of payment of costs by Paying partners

a. Direct payment

b. Deduction from grant re-imbursement

c. Advance payment

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Procedure

1. Cost sharing agreement

2. Project data form

3. Optional: Advance payment

4. Realisation of activities

5. Payment and accounting

6. Settlement

7. Reporting

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7. Reporting procedure

a) Implementing partner submits cost sharing overview to LP

b) Partners submit partner reports: WITHOUT cost shares!

c) Progress report: LP adds cost shares to each partner’s expenditure

Risk of double-reporting!

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7. Partner reporting

Implementingpartner

Lead Partner

(b) Partner report without cost shares

Payingpartner

(b) Partner report without cost shares

(a) OverviewFLC

validation

FLC validation

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7. Project reporting and grant payment

Lead Partner

Programme

(c) Project progress report including all

cost shares

(d) Grant

Implementingpartner

Payingpartner

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Page 24: Part-financed by the European Union Cost sharing Joint Technical Secretariat Information Seminar for Latvian Project Partners Riga, 29 April 2009.

Part-financed by the European Union

Cost sharing

Rostislav ZatloukalAdviser for Audit and Control, Joint Technical Secretariat

Information Seminar for Latvian Project PartnersRiga, 29 April 2009