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Part-financed by the European Union Cost sharing Joint Technical Secretariat Information Seminar for...
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Transcript of Part-financed by the European Union Cost sharing Joint Technical Secretariat Information Seminar for...
Part-financed by the European Union
Cost sharing
Joint Technical Secretariat
Information Seminar for Latvian Project PartnersRiga, 29 April 2009
2Information Seminar for Latvian Project Partners, Riga, 29 April 2009
Content
• Definition
• Procedure and documents
3Information Seminar for Latvian Project Partners, Riga, 29 April 2009
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
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
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
6Information Seminar for Latvian Project Partners, Riga, 29 April 2009
1 Cost sharing relations
Implementingpartner
Payingpartner
1
Payingpartner
2
Payingpartner
n
Lead partner
Information
Cost sharing agreement
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
8Information Seminar for Latvian Project Partners, Riga, 29 April 2009
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
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
10Information Seminar for Latvian Project Partners, Riga, 29 April 2009
3. Advance payment
• Optional
a) Implementing partner submits advance payment invoice
b) Paying partner makes advance payment
Implementingpartner
Paying partner
(a) Invoice
(b) Payment
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
12Information Seminar for Latvian Project Partners, Riga, 29 April 2009
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.
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
14Information Seminar for Latvian Project Partners, Riga, 29 April 2009
5a. Paying and accounting all expenditure
Implementingpartner
e.g. External researcher
(a) Invoice
(b) Payment
Accounting
15Information Seminar for Latvian Project Partners, Riga, 29 April 2009
5b. Overviews and validation
• Cost sharing overviews for LP and Paying partners
• Validation of expenditure by first level controller
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
18Information Seminar for Latvian Project Partners, Riga, 29 April 2009
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
23Information 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
24Information Seminar for Latvian Project Partners, Riga, 29 April 2009
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!
25Information Seminar for Latvian Project Partners, Riga, 29 April 2009
7. Partner reporting
Implementingpartner
Lead Partner
(b) Partner report without cost shares
Payingpartner
(b) Partner report without cost shares
(a) OverviewFLC
validation
FLC validation
26Information Seminar for Latvian Project Partners, Riga, 29 April 2009
7. Project reporting and grant payment
Lead Partner
Programme
(c) Project progress report including all
cost shares
(d) Grant
Implementingpartner
Payingpartner
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