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Enhancing Reporting Procedures for SEEP Programme Partners in Ljubljana

Join us for a comprehensive session on reporting procedures and deadlines following the completion of the first reporting phase in the SEE programme held by Alianta d.o.o. in Ljubljana on February 4-5, 2010. We'll discuss effective cooperation strategies with lead partners, work package leaders, and financial controllers, highlighting lessons learned and preparing for future submissions. Key topics include progress reports, reimbursement timelines, validation of expenditures, and internal reporting. Equip your organization with tools and knowledge for smoother financial reporting in upcoming cycles!

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Enhancing Reporting Procedures for SEEP Programme Partners in Ljubljana

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Presentation Transcript

  1. External consultant: Alianta d.o.o., Ljubljana Split, 4-5 February 2010 WP1 – Reporting procedures and deadlines

  2. After 1st reporting finished • Cooperation needed – with LP, Alianta, WP leaders, FLC • 1st time for everyone in SEE programme • Lessons learned • 2nd time will be easier • Example prepared  next session

  3. Reimbursement of costs – timeframe (1) • Reporting period – 6 months • Partner Reports • LP – Progress Report • Payment by the JTS to the LP • Payment from the LP to the ERDF partners • Checking process by the JTS

  4. Reimbursement of costs – timeframe (2)

  5. Reporting periods

  6. Reporting methods • Progress Report – Lead partner • Partner Report • Timesheets • – ERDF PARTNERS • Internal Reporting – ALL PARTNERS

  7. Reporting procedure

  8. Progress Report • Submitted by the LP 3 months after the end of reporting period • Activity report • Summary of all partners’ financial reports • Validations of expenditure • Submitted in on-line system IMIS 2007 - 2013 Information from partners taken from Partner Reports and Monthly reports.

  9. Partner Report (1) • New Basis Partner Report tool sent to partners • How to prepare PPR – pdf example with instructions • Before submitting it to the National Controller send it to Alianta for revision and confirmation • Partner Report will be validated by the National Controller • National controllers can define national submission deadlines • The deadlines set in SARMa handbook are planed in a way that partners will be able to meet those deadlines • Declaration on Validation of Expenditure has to be sent to the LP • Each project partner is responsible separately for having its expenditure validated by the designated Controller

  10. Partner Report (2) • IMPORTANT: • Contact your National Controllers about additional deadlines and requested documents • Keep LP and Alianta informed about national situations • When preparing the financial report, we advise partners to: • check first what are their sums per WPs for the respective period, • then insert all the invoices for travel, external, equipment and the respective sum for the overheads, • then see what is the difference between the sum value you get and the value you should reach in the respective period – according to this you include the staff costs.

  11. Internal monthly reporting • 2 internal reports: • Short activity report – each month • Timesheets – every 3 months • Templates • Deadline: 15thof the month

  12. SARMa reporting procedure

  13. IPA and 10 % partners (1) • 2 IPA partners: • RGF – Faculty of Mining and Geology, Serbia • MGK10 – Ministry of Economy, Bih canton government • 2 grant agreements signed • 1 pre-financing received • Two 10 % partners: • METE, GSA – Ministry of Economy, Albania; Geological Survey of Albania; sponsored by GeoZS • MINGORP, CGS – Ministry of Economy, Croatia; Croatian Geological Survey; sponored by MUL

  14. IPA and 10 % partners (2) • PRAG rules for Grant contracting • IPA partners reporting • activity report each month • Partner Report for project reporting – only activities, no budget • interim reporting for EC delegations • final report for EC delegations • 10 % partners reporting • activity report each month • Partner Report for project reporting – only activities, no budget

  15. ROUNDTABLE: Overview of work ofpartners,exchange of experience • Name of the partner organisation • Impressions from the last 9 months of the project • Good experiences • Any troubles, problems • Challenges for the future • Expectations from the project • Common project goals • Benefits for the region/country • Benefits for the organisation • Personal interest

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