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R eporting INTERIM AND FINAL REPORTS

This training provides information on reporting obligations, types of reports, and contract provisions for grant beneficiaries and partners involved in project management and implementation. The training covers legal basis, submission requirements, and content of interim and final reports.

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R eporting INTERIM AND FINAL REPORTS

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  1. Reporting INTERIM AND FINAL REPORTS Training on Project Management and Implementation for Grant Beneficiaries and Partners TC Programme MD-UA Tatiana Udrea, EaPTC MA, GIZ Chisinau, Republic of Moldova 2017

  2. REPORTING: • Legal basis. Types of reports with payment request • Contract provisions - reporting obligations • Content & Supportingdocuments • Submission of interim and final reports

  3. 1. LEGAL BASIS: • Grant contract – Special conditions (art.4 and 7.1.3) • Annex II General conditions (art.2) • Annex X – Partnership ageement (art. 6.4) TYPES OF REPORTS with payment request • Interim report – accompanying each interim payment request (if Option 2) • Final report- with the final payment request, within 2 months after the implementation period ends

  4. 2. Contract provisions - reporting obligations

  5. Grant contract – Special conditions Special Conditions, art. 4.2 • Interim reportsshould cover 6 months period (for projects under the Option 2 of payment). • Interim reports (Annex VI) shall be submitted in support of payment requests. • Final financial and final narrative reports (Annex VI)shall be submitted in support of balance payment.

  6. Special Conditions, art. 7.1.3 • Interim and final reports(Annex VI) shall be drafted in English. • Interim report shallbesubmitted no later than 30 days after the above period has elapsed (Option 2 for payment). • Final report (Annex VI) shall be submitted no later than 2 months after the implementation period of the action has elapsed. • In case the deadlines for interim and final reports overlap each other only the final report shall be submitted. • All supporting documents shall be submitted to the Contracting Authority as photocopy (electronic copy)in the national language and in English translation.

  7. Annex II General conditions General Conditions, art. 2.1 These reports shall: • consist of a narrative and a financial report drafted using the templates provided inAnnex VI • provide a full account of all aspects of the Action's implementation for the periodcovered • be drafted in the currency and language of this Contract; • include any update on the Communication plan as provided by Article 6.2

  8. General Conditions, art. 2.2 Final report shall: • cover any period not covered by the previous reports • include the proofs of the transfers of ownership as referred to in Article 7.5.

  9. General Conditions, art. 2.3 • The Special Conditions may set out additional reporting requirements. General Conditions, art. 2.4 • The Contracting Authority may request additional information at any time. • TheCoordinator shall provide this information within 30 days of the request, in the languageof the Contract.

  10. General Conditions, art. 2.4 If theCoordinator fails to provide any report or fails to provide any additional informationrequested by the Contracting Authority within the set deadline without an acceptable andwritten explanation of the reasons, the Contracting Authority may terminate this Contractaccording to Article 12.2 (a) and (f).

  11. Annex IX – Partnership agreement (art. 6) The Partner shall provide the Lead Partner with the following reports : • Interim/Final reports 20 days after the reporting period has elapsed; • Final financial reports 30 days after the reporting period has elapsed; The project partner shall keep all records, accounting and supporting documents related to this Contract for the time period as defined under General Conditions the Annex II, clause 16.7.

  12. 3. Content & Supporting documents

  13. Content:

  14. INTERIM/ FINAL REPORTS – TECHNICAL SECTION • Standard template (Annex VI) • Report stamped and signed by the legal representative ; • Supporting documents justifying technical implementation RECOMMENDATIONS: • Check the reporting period to be appropriate. • Use the standard template. • Do not make unauthorized changes to the grant contract. If so, for sure you will be requested to revise and re-submit your report ! • Organize the documents distinctly per group of activities/activity • Check documents to be submitted in national language with an English translation (electronic version)

  15. INTERIM/ FINAL REPORT FINANCIAL SECTION • Standard template (Annex VI) • Consolidated payment request • Consolidated expenditure verifications reportsigned by national controller/auditor • Individual payment requests • Individual expenditure verification reportsfor each partner signed by the national controller/auditor • Supporting documents justifying financial implementation

  16. Recommendations for the financial section !! • Use the standard template. Check it to be fully filled in. • Check the reporting period to be appropriate. • Do not make unauthorized changes to the budget. • Organize supporting documents per budget headings and sub-headings, considering the project as a whole, no matter which partner has made a certain expenditure. • Check accounts indicated in the requests for payment (individual, per partner, or consolidated, per project) to be the same as those indicated in the Financial Identification Forms. • Do not attach supporting documents which were already attached to the technical section !!

  17. SUPPORTING DOCUMENTS TO JUSTIFY THE PROJECT PROGRESS (examples) Human resources: • Timesheets Project management: • agenda and minutes of the project meetings • correspondence • action plans • minutes of the meetings

  18. SUPPORTING DOCUMENTS TO JUSTIFY THE PROJECT PROGRESS (examples) Training activities: • curricula • training materials • agenda • attendance lists • evaluation questionnaires • diplomas / certificates granted • relevant photos Counseling activities: • questionnaires • assistance forms • attendance lists

  19. SUPPORTING DOCUMENTS TO JUSTIFY THE PROJECT PROGRESS (examples) – (4) Promotion or information materials: • promotion / information material Events (e.g. conferences) • agenda • invitations • attendance lists • photos • press releases, press articles Research studies: • the material

  20. 4. Submission of interim and final reports

  21. Where to submit the Interim/Final report? • At the Management Authority attention/Technical Secretariat (Chisinau) How to submit the report? • By hand delivery, postal or courier services. • Along with an official letter from the beneficiary about the submission of the report. • Supporting documents in electronic copy.

  22. ACTIONS & RESPONSIBILITIES (1)

  23. ACTIONS & RESPONSIBILITIES (2)

  24. ACTIONS & RESPONSIBILITIES (3)

  25. FLOW OF REPORTS WITH PAYMENT REQUEST DOCUMENT SIGNED BY THE HEAD OF INTERVETION (Leistungsbestatigung) OFFICIAL LETTER MA TEAM LEADER OFFICIAL LETTER BENEFICIARY REPORT OFFICIAL LETTER BENEFICIARY REPORT Partner 1…n REPORT max. 10 working days MA/TS GIZ Office LEAD PARTNER Request for clarifications Request for clarifications Answer to request for clarifications Answer to request for clarifications

  26. Thank You for Your Attention!

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