Programme-Estimates in CRIS

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• Definition and purpose

• Typology of management

• Timeline

• Content of a PE

• Level-1 commitment (contract)

• Level 2 commitment (decision)

• Invoice (invoice + payment)

• Specificities of the EDF

• Specificities of the Budget

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Table of Contents

1. 1. The programme estimate is a document laying down the programme of measures to be carried out and the human and material resources required, the corresponding budget and the detailed technical and administrative implementing arrangements for indirect management of a project or programme over a specified period by direct labour and/or by means of public procurement and/or the award of grants.

2. 2. A Programme Estimate contains a work programme, a budget, a financing plan and technical and administrative arrangements for the period it covers.

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What is a Programme-Estimate?

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One Contract

Type: ME Implementation Nature: PF

Sub-nature: Z01

Normal contracts managed by the EC or

NAO

=

Contents of a PE

• 1. Imprest component:

• - Contractualisation + payments are delegated to a legal person (private or public body, ex the Ministry of a country)

• - One contract (PF/Z01) to be registered in CRIS to fund contracts managed outside CRIS (procurements or grants – within ceilings – see next slide) – indirect management

• 2. Specific commitments component:

• - Procurement/grants outside the ceilings managed directly by EC in direct management or by the beneficiary country representative in indirect management

ABAC 6.9 5

Components of a PE

• 1. Projects subject to financing decisions >1.01.2013

2. Projects subject to financing decisions < 1.01.2013

ABAC 6.9 6

Service contracts

Supply contracts

Works contracts

Grants

< 300,000 < 300,000 < 300,000 ≤ 100,000

Service contracts

Supply contracts

Works contracts

Grants

< 200,000 < 150,000 < 300,000 ≤ 100,000

Components of a PE Imprest Component: Ceilings

• All contracts exceeding the ceilings described in the previous slide = managed directly by:

• - representative of the beneficiary country(ies) NAO or

• - the European Commission

= Procurement contracts (ME) and/or grants (SV) (normal level-2 commitments) outside the ceilings described in the previous slide

ABAC 6.9 7

Components of a PE 'Specific Commitments' Component

ABAC 6.9 8

Budget How it works in CRIS

ABAC 6.9 9

EDF How it works in CRIS

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Management typology (Practical Guide for PE)

• Decentralised direct : to a Public body of country concerned E.g.: to his own ministry or to another ministry, etc. • Decentralised indirect public : to a Public body legally distinct from the ACP country

concerned or to Private bodies with a public-service mission: E.g.: an Agency • Decentralised indirect private : to a Private body (only for EDF)

Indirect management

Implemented by

Imprest component

contract

Management Typology & CRIS Contract Codes

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Timeline

• Commitment type: GF – with Financing Agreement

• No management mode to be entered in the decision (as from 01.01.2014)

• The Analytical breakdown may include:

• - imprest component

• - specific commitments component

•

ABAC 6.9 12

Level 1 – Decision

- It is a normal ME contract with the following accounting info to be entered in the Initial rider (000):

• Contract type: ME - Implementation

• Contract Nature: PF –Pro forma registration (Budget Support)

• Contract Sub-nature: Z01 - Programmes Estimates

• Commitment type: RF - Pro Forma registration on GF

• Legal commitment type: PGE

• Prefin. owner: Beneficiary (FTP) if FR 2012

European Commission (FEC) if FR2007 or

FRFEDF* *For the 11th EDF interest will always go to beneficiary (FTP)!

Level 2 – Contract Imprest Component

Before 2014 Decentralised management mode

As of 01.01.2014: in the Imprest component

ABAC 6.9 14

IM

Budget Management Type

Implemented By Expenditure Category

Level 2 – Contract Management Mode of Imprest Component

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Always link the rubrics in the contract Analytical Breakdown to the corresponding item from the Decision's Analytical

Breakdown!

Level 2 – Contract Analytical Breakdown

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End Date of Activities vs. Decision's LMO

• Last rider = Closure programme estimate

• Change the 'Closure programme-estimates' field to YES

End date of activities > Decision's LMO

• < Decision's DLE/FDI FA

ABAC 6.9 17

Budget Closure Programme-Estimate

ABAC 6.9 18

Last 'PF' contract = Closure programme estimate Change field 'Closure programme-estimates' to YES

End date of activities > Decision's LMO

< Decision's DLE/FDI FA

EDF Closure Programme-Estimate

- Pre-financing: type AV PC

- Expenses: type FAC CC

- Specificities:

- Max 80% of the imprest component can be pre-financed

- Start-up PE 100% can be pre-financed

- If a new advance is to be made, the total amount of pre-financing cannot exceed 80 %

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Invoice Level: Imprest

ABAC 6.9 20

Indirect Management Payment Ceilings

Specificities for the Budget

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• One RF level-2 commitment

• AV riders for the following Programme-Estimates

o Increase of operational duration by … no. of months

o Increase of amount (General information)

o BAF change in CRIS (if needed, Contractors tab): transfer of funds

from one BAF to another (outside CRIS)

o Update of Analytical Breakdown

o Extension of FDI (General information)

• D+3 rule always applicable (Imprest components)

• Closure ('Closure Programme-Estimate')

o RO to recover unused pre-financing/ineligible expenses

o Final payment to be made (where necessary)

o CL rider with de-commitment where applicable

Thank you

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