FLOODMED: Monitoring, forecasting and best practices for FLOOD mitigation and prevention in the CADSES region

1. FLOODMED: Monitoring, forecasting and best practices for FLOOD mitigation and prevention in the CADSES region INTERREG IIIB CADSES FINANCIAL MANAGEMENT KLIO MONOKROUSOU Physicist, Environmental Technology MScNational Technical University of Athens (NTUA) FLOODMED Kick off meeting 15-16 June 2006 Athens Greece

2. FLOODMED: Monitoring, forecasting and best practices for FLOOD mitigation and prevention in the CADSES region INTERREG IIIB CADSES Outline • Eligibility of expenditure • The Budget Lines • Documentary evidence • First level control • Payment Claim • Exchange rates FLOODMED Kick off meeting 15-16 June 2006 Athens Greece

3. FLOODMED: Monitoring, forecasting and best practices for FLOOD mitigation and prevention in the CADSES region INTERREG IIIB CADSES 1. Eligibility of expenditure (1) • Reasonable and in compliance with the general principles of sound financial management • Take place within the EU-territory (Exception: Travel & Accommodation costs can take place in Non-EU countries of the project) • Necessary to carry out the project expenditure as stipulated in the approved Application Form • Paid by the EU-PP and then included in the Payment Claim (no advance payments) FLOODMED Kick off meeting 15-16 June 2006 Athens Greece

4. FLOODMED: Monitoring, forecasting and best practices for FLOOD mitigation and prevention in the CADSES region INTERREG IIIB CADSES 1. Eligibility of expenditure (2) The eligibility rules described in the Commission Regulation (EC) No. 448/2004 cover the following topics: • Expenditure actually paid out within the duration of the project (03/2006-04/2008) • Expenditure recorded in the beneficiary‘s accounts or tax documents, identifiable and controllable • Financial and other charges and legal expenses (e.g. external auditors) • Purchase of second-hand equipment FLOODMED Kick off meeting 15-16 June 2006 Athens Greece

5. FLOODMED: Monitoring, forecasting and best practices for FLOOD mitigation and prevention in the CADSES region INTERREG IIIB CADSES 1. Eligibility of expenditure (3) • Purchase of land • Purchase of real estate • Leasing • Venture capital & loan funds • Guarantee funds • VAT FLOODMED Kick off meeting 15-16 June 2006 Athens Greece

6. FLOODMED: Monitoring, forecasting and best practices for FLOOD mitigation and prevention in the CADSES region INTERREG IIIB CADSES 2. Budget Lines (1) • BL 1. Project Co-ordination & Project Preparation:Co-ordination costs comprise administrative costs that accrue in relation to the overall management of the project Preparatory costs can be charged to the project up to 2% of the overall budget project, in any case not more than 20.000 € • BL 2. Personnel & Overheads Staff costs of the personnel directly assigned to the project (real salaries and social security charges and other remuneration-related costs) Overhead costs can be charged to the project on a pro-rata basis, according to a duly justified fair and equitable method (e.g. for Greece 7%  Consult Certifying Body for the %) FLOODMED Kick off meeting 15-16 June 2006 Athens Greece

7. FLOODMED: Monitoring, forecasting and best practices for FLOOD mitigation and prevention in the CADSES region INTERREG IIIB CADSES 2. Budget Lines (2) • BL 3. Meetings & Conferences The rental of the venue, rental of equipment, documents, translators and interpreters and meals if notcovered by daily allowances • BL 4. Travel & Accommodation National or transnational trips strictly necessary for the implementation of the project. Travel allowances cover accommodation, meals & other expenses (local transport etc) • BL 5. Promotion & Publication Promotional activities, e.g. stand at a fair, costs for editing, translation, printing, mailing, etc. For each important publication specify the purpose, target group, number of copies, number of pages, language(s) used FLOODMED Kick off meeting 15-16 June 2006 Athens Greece

8. FLOODMED: Monitoring, forecasting and best practices for FLOOD mitigation and prevention in the CADSES region INTERREG IIIB CADSES 2. Budget Lines (3) • BL 6. External expertise and audit Subcontracting of external staff, speakers for workshops, trainers, web designer, studies, services, etc. Subcontracting between Project Partners is not eligible. It is possible to hire a subcontractor originating from a non ERDF country BL 7. Others Any other costs, which do not fit under any of the other headings, should be fully detailed (description, number of units, unit rate) • BL 8. Small scale investments This category comprises small-scale physical infrastructure investments proposed by transnational strategic concepts FLOODMED Kick off meeting 15-16 June 2006 Athens Greece

9. FLOODMED: Monitoring, forecasting and best practices for FLOOD mitigation and prevention in the CADSES region INTERREG IIIB CADSES 3. Documentary evidence • Programme invoices must: (a) bear the acronym of the project, the code, the name of the programme; (b) contain a clear description of the service or goods purchased and (c) correspond to payments definitely and genuinely borne by the beneficiary. • Accounting records, relevant files and documents concerning the project are to be kept for the period of at least three years from the last payment FLOODMED Kick off meeting 15-16 June 2006 Athens Greece

10. FLOODMED: Monitoring, forecasting and best practices for FLOOD mitigation and prevention in the CADSES region INTERREG IIIB CADSES 4. First level control (1) • Each EU PP (ERDF) has his invoices checked and certified by his respective first level control body. • Standard Form (see www.cadses.net)!! • The certifier issues a certification of expenditure • The LP will therefore collectonlythe Certifications of Expenditure sent by each PP and will submit the overall payment request to the Managing Authority. • The same applies to the beneficiaries of the external funds (Non-EU PP) FLOODMED Kick off meeting 15-16 June 2006 Athens Greece

11. FLOODMED: Monitoring, forecasting and best practices for FLOOD mitigation and prevention in the CADSES region INTERREG IIIB CADSES 4. First level control (2) • Documents necessary for the 1st level control body are: (a) Invoices (b) Documents to justify the payment of the expenses • Standard Form (Contact Certifying Authority)! • National provisions may differ & your local CADSES representative will be of help (Local Contact Points) FLOODMED Kick off meeting 15-16 June 2006 Athens Greece

12. FLOODMED: Monitoring, forecasting and best practices for FLOOD mitigation and prevention in the CADSES region INTERREG IIIB CADSES 4. First level control (3) EXAMPLES • Travels must be backed by tickets testifying not only that the cost was incurred, but also that the person entitled did travel. • For the Meeting Costs invitations, agenda, e-mails etc are necessary to be submitted. • Personnel cost should be calculated on the hourly cost per each staff member working on the project. • The value of internal hours should be backed by supporting documents (time sheets, payslips, etc.) FLOODMED Kick off meeting 15-16 June 2006 Athens Greece

13. FLOODMED: Monitoring, forecasting and best practices for FLOOD mitigation and prevention in the CADSES region INTERREG IIIB CADSES 5. Payment Claim (1) Procedure: • Each project partner has to provide the LP with his Certification of Expenditure according to the first-level control guidelines. • The LP has to collect the Certifications of Expenditure and all other documents needed for the Payment Claim • The original Payment Claim will be sent to the Managing Authority in Rome to be validated. • The MA itself gives a mandate to Paying Authority for ERDF reimbursement to the LP and the PA transfers ERDF funds on the LP account. • The LP will manage the internal allocation of ERDF funds among the project partners. FLOODMED Kick off meeting 15-16 June 2006 Athens Greece

14. FLOODMED: Monitoring, forecasting and best practices for FLOOD mitigation and prevention in the CADSES region INTERREG IIIB CADSES 5. Payment Claim (2) The Payment Claim consists of: • Demand for reimbursement of expenditures (LP) • Description of Incurred Expenditures (LP) • Certifications of Expenditure as foreseen in the Application form approved (one per each PP) Deadlines: There are 4 deadlines per year to submit the Payment Claims to the MA in Rome: April 1st - July 1st - October 1st - December 1st The LP should at least submit one Payment Claim per year within the 1st of December FLOODMED Kick off meeting 15-16 June 2006 Athens Greece

15. FLOODMED: Monitoring, forecasting and best practices for FLOOD mitigation and prevention in the CADSES region INTERREG IIIB CADSES 6.    Exchange rates Cost claims must be expressed in Euro. The PP located in countries outside of the Eurozone are required to convert their costs in local currency into Euro. Here we suggest some methods: • Use the exchange rate of the very day the cost was incurred; • Use an average exchange rate, e.g. for the period covered by the cost claim, provided by some official financial or banking institution; • Use the exchange at some fixed dates (e.g. 30/6 and 31/12) In any case, the system chosen should be used for the whole duration of the project and should be clearly and quickly demonstrable. FLOODMED Kick off meeting 15-16 June 2006 Athens Greece

16. FLOODMED: Monitoring, forecasting and best practices for FLOOD mitigation and prevention in the CADSES region INTERREG IIIB CADSES Thank you for your attention! FLOODMED Kick off meeting 15-16 June 2006 Athens Greece